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Contract and Procurement Services Open Forum Agenda - March 27, 2007

This document outlines the agenda for the Contract and Procurement Services Open Forum held on March 27, 2007. Key topics include year-end updates, changes in special event insurance policies, updates on the Campus Copier Program, and an overview of ADA compliance. The agenda details critical year-end cutoff dates for purchasing, emphasizing vehicle purchases, contract reviews, and RFP processes. Participants are encouraged to engage in discussions and share updates, ensuring comprehensive compliance and enhanced procurement strategies within the campus.

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Contract and Procurement Services Open Forum Agenda - March 27, 2007

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  1. Contract & Procurement ServicesOpen Forum March 27, 2007

  2. Agenda • Introductions • Year end update • Special Event Insurance • Campus Copier Program update • ADA Compliance Overview

  3. Introductions • New buyers • Georgia Wells, 6-2820 • Leah Kirklin, TBD • New admin - Tessa Pinkin, 6-2232

  4. Year end update • Fund (CSU Operating Fund) SL001 • Yearend cutoff dates consolidated • Yearend cutoff dates more flexible

  5. Yearend Cutoff Dates for Purchasing • Vehicle Purchase - Friday, April 13, 2007 • $50,000 and Over – Friday, April 20, 2007 • $3,501 to $49,999 – Friday, May 11, 2007 • $3,500 or Less - Friday, June 8, 2007 • Change Orders - Friday, June 8, 2007

  6. Other Related Yearend Cutoff Dates for Purchasing • Cal Poly Corp Charges – Friday, May 22, 2007 • P-Card Transactions – Friday, June 22, 2007 • Campus Contracts - Friday, June 22, 2007 • Annual Agreements - Friday, June 29, 2007

  7. Special Event Insurance • Cal Poly’s insurance underwriter has relaxed our insurance requirements; • For events involving alcohol, we no longer need additional special event insurance: provided the facility (hotel, winery, hall, etc) or caterer supplying and serving the alcohol has a liquor license and is insured. • However, if we (Cal Poly staff, students), are supplying and serving the alcohol, then we must request special event insurance from Risk Management.

  8. Special Event Planning • Things to remember - Send contracts/agreements to Purchasing for review - Do Not Sign contracts - Let us know all aspects of the event: - participants - funding - other services - alcohol involved - We’re here to help

  9. Campus Copier Program Update • Year long process resulting in RFI and RFP • 6 manufacturers/service providers made live presentations: - Coastal Copy/Kyocera - IKON - Future Business Systems/Xerox - Ultrex/Konica Minolta - Advanced Office Automation/Sharp - More Office Solutions/Canon • RFP will focus on service commitment • New program will offer new technologies, broader user flexibilities, and a more cost effective solution

  10. ADA Compliance Overview • Federal Rehabilitation Act, Section 508 & California Gov Code 11135 & CSU Executive Order 926 • Ensures the accessibility of information technology in full compliance with all the applicable laws • A long term (5 year) process to implement collaborative determination amongst faculty, disability resources, bookstores, academic and student services, ITS, Purchasing and students with disabilities • Phased plan - Web accessibility: June’07 thru May’09 (May’12) - Instructional mat’ls: June ’07 thru Sept’08 (May’12) - E&IT procurement: Jun’07 thru Sept’10

  11. ADA Compliance Overview • This is a process of Compliance Determination • It will be the responsibility of the user, via the ITS process and DACC, to pre-determine the compliance of their requirements • The Procurement role will be one of functional support, applying the appropriate procurement process, once Compliance Determination has been completed

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