Print/Copy Mail Services Vice President FA
|
|
Procurement Card Questions
Is there any other paperwork that needs to be completed before I can pick up my card?
Are there any training requirements to obtain a Procurement Card?
Who handles changes or deletions regarding Custodian and Card Users on the Procurement Card account?
What are the types of routine purchases recommended for Procurement Card use?
What are types of purchases not allowed on the Procurement Card?
What if I am not sure whether I can charge a particular item such as food, what should I do?
Procurement Questions
Contracting Questions
Procurement Card Questions and Answers
Designed to promote purchasing flexibility, efficiency and convenience for types of routine purchases.
2. What are some of the Procurement Card use advantages?
See Background & Purchase section of the UO Procurement Card Policy and Procedures.
- More rapid turnaround of procuring low dollar goods and minor equipment
- Significant reduction in paperwork/processing
- Convenience for the buyer
- Traditional requisition payment cycle process is reduced
- Resource savings - paper and time
3. Who can obtain a US Bank Visa Procurement Card?
- U of O departments whose business activity includes routine purchases that could be made on the Procurement Card.
- The Unit Administrator will approve applying for a Procurement Card and will also designate a Custodian and Card Users.
4. How does someone obtain a US Bank Visa Procurement Card?
Fill out a US Bank Information Sheet and return to the Program Administrator in PCS. The Program Administrator will complete a New Account Information Record to be signed by the Custodian and the Unit Administrator. This form is then returned to PCS for processing with US Bank.
5. How long will it take to get my card?
Usually seven business days. The Program Administrator will notify you when your card arrives.
6. Is there any other paperwork that needs to be completed before I can pick up my card?
Yes. A UO Procurement Card Signature Authorization/Agreement form needs to be completed. Signatures of the department Unit Administrator, Custodian and authorized Card Users need to be obtained. The form is then sent to the Program Administrator for review.
7. Is there any training requirements to obtain a Procurement Card?
A final step before a department can be issued a Procurement Card, the designated Custodian must be trained by the Program Administrator. The Program Administrator will set-up a training session for you. This session lasts about 1 hour. The Custodian must attend the training and personally pick up the Procurement Card.
8. What is the role of the Program Administrator?
The person, in the Business Affairs Office, responsible for implementing the UO Procurement Card Program campus wide. Administers the UO Procurement Card Policy and Procedures. Manages all campus UO Procurement Card Program details, including all Card User and Custodian inquires. Delegates Procurement Card Program duties as necessary. Phone number 541-346-3156.
Specific Procurement Card Program responsibilities:
- Approves initial application. Requests Procurement Cards from US Bank via US Bank Application.
- Procurement Card requests
- Credit Limits
- Signature Authorizations/Agreements
- Procurement Card Training
- Custodian and Card User changes/additions/deletions
- Lost/Stolen/Destroyed Procurement Cards
- Monthly Post Audits
- Purchase violations and follow-up
- Handles Lost/Stolen Procurement Cards and updates.
- Performs monthly Post Audits and follow-ups.
- Acts as primary liaison with US Bank and UO Administration.
Revokes, suspends or cancels of Procurement Cards.
9. What is the role of the Unit Administrator?
Unit Administrators are appointed by the president or designee. They include: Vice Presidents; Provost; Vice Provosts; Deans; Directors; Division and Department Heads; as well as other managers authorized to determine and assign duties to University employees. Authority and responsibility for management of financial matters is vested in Unit Administrators.
Unit Administrators are accountable for the following:
- Making sound business and program decisions based on financial resources allocated to the unit.
- Ensuring that financial matters are conducted in accordance with sound business practice, generally accepted accounting principles, and in compliance with applicable laws, regulations and procedures.
- Maintaining and reviewing adequate records that document decision-making, in accordance with published requirements and good judgment.
- Ensuring that any re-delegation of authority are judiciously made, formally documented and communicated to the appropriate offices at the UO.
Specific Procurement Card Program responsibilities:
- Authorizes by signature initial procurement card application.
- Identifies Custodian and Card Users.
- Reviews Custodian procurement card transactions (unless delegated).
- Ensures overall program compliance with UO Procurement Card Policy and Procedures.
10. What is the role of the Custodian?
The individual responsible for the Procurement Card security and control, training all authorized Card Users and monthly statement reconciliation of Procurement Card charges.
Specific Procurement Card Program responsibilities:
- Manages physical custody and security of the Procurement Card and account number, unless delegated and documented at the department level.
- Ensures cards with multiple Card Users are checked in and out via written documentation.
- Reconciles monthly statement of procurement card transactions.
- Provides signature on statement indicating final approval of monthly reconciliation.
- Trains all authorized Card Users.
- Notifies Program Administrator of any changes to UO Procurement Card Signature Authorization/Agreement.
- Resolves problem purchases/disputes.
- Maintains complete transaction records.
- Communicates all necessary information with Card Users including violations.
- Ensures compliance with UO Procurement Card Policy and Procedures.
11. What is the role of the Card User?
Personnel who have been issued Procurement Cards and who are authorized to make Procurement Card purchases.
Specific Procurement Card Program responsibilities:
- Checks Procurement Card in and out via written documentation. (Not required for Procurement Cards with a single authorized Card User.)
- Secures the Procurement Card and account number when in Card User's possession.
- Makes Procurement Card purchases in compliance with UO Procurement Card Policy and Procedures.
- Collects and submits to Custodian appropriate purchase documentation for each Procurement Card transaction.
- Informs Custodian of Procurement Card administrative changes and transaction disputes.
- Informs Custodian, Procurement Card Program Administrator and US Bank immediately (within 24 hours) regarding lost/stolen Procurement Cards.
- Resolves purchase returns and problem purchases.
12. Who handles changes or deletions regarding Custodian and Card Users on the Procurement Card account?
The Program Administrator. This includes changes in Card Users, Custodians and Unit Administrators. Required form to process changes/deletions - UO Procurement Card Signature Authorization/Agreement.
See Section 1.3 of the UO Procurement Card Policy and Procedures
13. What are the types of routine purchases recommended for Procurement Card use?
- Office supplies
- Teaching and research supplies
- Materials for minor repairs (Not the servicing/repairing itself)
- Non capitalized furniture/equipment
- Conference registration (not entertainment or food)
- Allowable dues and memberships
- Subscriptions to newspapers, journals and periodicals
- Reference materials such as books, particularly those purchased from another country due to exchange considerations
- Software
- Common Carrier travel fares (effective 1/1/02)
- Conference hotel (deposits only)
- Car rental reservations (not payments)
See Section 1.7 of the UO Procurement Card Policy and Procedures
14. What are types of purchases not allowed on the Procurement Card?
- Travel (except for common carrier fares, hotel deposits and car rental reservations)
- Capital Outlay (equipment exceeding $5000)
- Tax reportable services such as photo copies, film processing, keys made, repairs, silk screening, engraving, framing, rentals, etc.
- Flower purchases
- 28610 Entertainment
- 28612 Hosting Groups and Guests (this includes no hotels or food)
- Gifts
- Personal purchases
- Alcohol
See Section 1.8 of the UO Procurement Card Policy and Procedures
15. How do I use the Procurement Card
The Procurement Card functions just like a typical credit card with certain transaction limitations. If your purchase is within the card's limits, you will receive the goods and sign for the purchase. In return you should obtain a detailed receipt of the items purchased.
16. Can I use the card over the telephone?
Yes, just as you might use your personal Visa Card. You will need to record the transaction information such as date of purchase, vendor name, item description and name of purchaser. Remember to use known vendors whenever possible and to use secure web sites ensuring account number security.
17. What if I am declined authorization?
Check first to see if you are over your card limit, if not, try and resolve any problems directly with US Bank Customer Service, 800-344-5696. If that fails, call the Program Administrator, 541-346-3156. Document any and all problems.
18. What is my Procurement Card's monthly limit?
The default is $5,000. Higher or lower limits may be set based upon a departmental request and Program Administrator review and approval. Please contact Program Administrator to initiate changes to your current limit.
19. Is there a single purchase dollar limit?
The single purchase dollar limit is $5,000 and this limit cannot be raised. An alternative purchase method may be to use a purchase order. Remember, competition requirements should be addressed for purchases over $5,000. See Oregon Administrative Rule 571-040-0250(5)(a).
20. What if I have a special circumstance?
Please call the Program Administrator prior to making the purchase.
What if I am not sure whether I can charge a particular item such as food, what should I do?
Please call the Program Administrator before you make the purchase. In the case of food, this is not an allowable purchase.
21. What if I am not sure whether I can charge a particular item such as food, what should I do?
Please call the Program Administrator before you make the purchase. In the case of food, this is not an allowable purchase.
22. Do I pay the US Bank Visa Procurement Card Statement?
No, the University will pay the total US Bank bill centrally. You will need to save your receipts and reconcile monthly to verify the charges on your statement.
23. How do I reconcile monthly against the US Bank Statement?
Your monthly statement lists suppliers and related purchases. Using your detailed receipts, verify that the statement charges match your purchase records. Any disputes will be handled after payment, with adjustments issued on following statements.
See Section 4 of the UO Procurement Card Policy and Procedures
24. What if there is an incorrect charge on the statement?
Identify the problem and try to resolve it directly with the supplier. If the supplier refuses to issue credit or otherwise fails to resolve the problem, complete a Dispute Form and forward it to US Bank. Inform the Program Administrator of the dispute prior to submitting the form to US Bank.
See Section 5 of the UO Procurement Card Policy and Procedures
The user must provide the Custodian an item description, date of purchase and the amount of purchase. Always try to obtain a copy of purchase documentation from the merchant (supplier).
26. What if my card is lost or stolen?
Report lost or stolen procurement cards IMMEDIATELY (within 24 hours) to the Custodian, Program Administrator and then US Bank Customer Service (800) 344-5696.
Procurement Questions and Answers
1. I want to purchase some new office equipment for my department. Who can help me?
Contact the great folks at Purchasing and Contracting Services at (541) 346-2419. For more information see our Procurement/Contracting page.
Contracting Questions and Answers
1. What is a contract? Is there a difference between a contract and an agreement?
Any time the University is committed to an action or payment for services or goods, or the University commits to the acceptance of an action by a vendor, or agrees to a specific dollar amount for services or goods, some form of written agreement or contract is required.
For our purposes, there is no significant difference between a contract and an agreement, although "agreement" is a broader term, and quite often agreements lack the essential elements of a contract. The pre-printed Personal/Professional Services Contract form, and Purchase Orders are also forms of contracts.
Any form of contractual agreement should be signed before the fact. Advance time should be allowed for either preparation or revision of a contract prior to the anticipated commencement date.
1. Interstate and international contracts, contracts for legal services, and contracts at certain dollar thresholds subject to House Bill 2321 require prior review/approval from the Attorney General's office via the Business Office Contracts Manager. You need to allow extra time for these pre-approvals.
See the link under Policy entitled "Contracts - Special House Bill 2321 Requirements" for specifics as at Attorney General approval on certain types of contracts or specific dollar thresholds, as well as "exceptions".
2. There are also other pre-approvals required, which are obtained via the Business Office Contracts Manager, for financial auditing services, revisions of insurance coverage or provisions of tort liability coverage above the State's limit, accounting services, and financial and bond counsel services, and thus additional time needs to be allowed for this pre-approval as well.
2. Can I sign a contract or agreement?
As defined above, an "authorized contract officer" or their "authorized designee" must sign contracts. An unauthorized signer could be held personally liable.
3. Are "purchasing agents" contract officers?
No. Please refer to the UO Purchasing Rules for clarification.
4. Who are authorized contract officers?
With the exception of special "restricted" delegations granted in writing to the Director of Athletics and the Director of the EMU, the following is a general guideline for all other contracting.
1. Public works/improvements and capital construction: Vice President for Administration.
2. Trademark and logo licensing: Vice President for Public Affairs, c/o the Merchandise Marketing and Licensing Office.
3. Grants and grant-related (including grant-related Personal/Professional Service Contracts): Research Services and Administration.
4. Personal/Professional Service Contracts (preprinted form), unless otherwise previously indicated: Purchasing and Contracting Services.
5. All other general contracting, including leases, waivers, releases, or personal/professional service contracts where the pre-printed Personal/Professional Services Contract form is NOT used: The Business Office Contracts Manager.
6. E-Commerce (electronic shopping malls), since they require contract review and use of UO name and marks: Duncan McDonald, Vice President for Public Affairs and Development. A brief description of what these might be are electronic shopping malls reaching out to UO students and alums through a web link to sell products for which the UO would receive percentage; web page design services to contain banner advertising by the vendor as well as automatic links to commercial sites; email and database (directory) services; and fundraising/outreach/admission sites.
In light of the new requirements brought about by House Bill 2321, at the time you forward contracts to the Business Office Contracts Manager for approval and signature, please include the following in a cover memo: your name and telephone number; the anticipated starting and ending date of the contract, including any anticipated extensions; the anticipated aggregate amount of the contract over the "life" of the contract (including any and all extensions). This pertains to both income and expense-related contracts.
5. If I want to acquire a product or service, what is the process?
You will first need to refer to the UO Purchasing Rules to ascertain the process required for the dollar amount you will be expending. Your next decision will be as to whether the contracting form is a Purchase Order, pre-printed Personal/Professional Service Contract form, or a more formal contract is required. Purchasing and Contracting Services can assist you in this determination. If it is indeed a Purchase Order or Personal/Professional Service Contract situation, Purchasing and Contracting Services will assist you. If a more formal contract or a formal procurement process is required, contact the Business Office Contracts Manager.
In addition, you are required to notify the Office of the Advocate for Minority, Women, and Emerging Small Business in Salem as to any contracts you plan to award (before the fact) which are in excess of $5,000. The form, which can be faxed, can be obtained from Purchasing and Contracting Services. This notification is also part of the process to be followed on formal solicitations (Invitations to Bid and Requests for Proposals).
Personal or professional service contracts, whether you use the pre-printed Personal/Professional Service Contracts form or require a more formal contract, for the acquisition of services, when price is not the primary consideration, and the contractor qualifies as an independent contractor. If you have questions as to the definition of personal services, or the requirements to qualify as an independent contractor, contact the Purchasing and Contracting Services Manager. Purchase Orders may be used for goods or a combination of goods and trade services. Invoices may be used for goods or a combination of goods and trade services wherein the cost does not exceed $5000. Contact Purchasing and Contracting Services for assistance as to Purchase Orders, Invoices, or the preprinted Personal/Professional Services Contract form. More formal contracts, including contracts for personal or professional services (when the contractor is neither a corporation or an independent contractor or a more formal contract is required) may be used for any purpose, contact the Business Affairs Contracts Manager. Research/grants contracts should be referred to Research Services and Administration.
7. Is there any flexibility as to the $1,000,000 liability insurance requirement made of vendors?
The $1,000,000 is the standard set by Risk Management and should always be pursued initially; however, this amount may be reduced or waived in a few "low" risk contracts. Initial inquiries should be made through the Business Office Contracts Manager during contract negotiations or prior to the letting of any bids or proposals.
Legal counsel has advised as follow: "They are still enforceable (we would be liable) if it is possible to read the whole license before you break the cellophane. Otherwise, breaking the cellophane would not have the effect of agreeing to the license."
9. When do you have to go through the formal bid process?
It is mandatory for (a) purchase of goods, supplies, or services (excluding personal/professional services) as described in OAR 571-040-0200 through 0390, wherein the life value of the contract exceeds $50,000; or (b) the acquisition of personal/professional services as described in OAR 580-040-0100, wherein the life value of the contract exceeds $25,000. It is optional for contracts under that amount.
10. What is the difference between an Invitation to Bid (ITB) and a Request for Proposal (RFP)?
An ITB addresses primarily dollar amount, i.e. lowest cost to UO or highest income for UO. ITB's are usually used when you know exactly what you want, and are looking only to how much it will cost.
RFP's address and award criteria points for numerous requirements in addition to dollar amount and best value. For example, points may be awarded for the contents of a sample design submitted by the proposer, proposer's experience with institutions of higher education, etc. This would be in addition to price and best value.
No, you do not have to accept any of the bids or proposals you receive. The rules allow us to reject any and all bids or proposals; however, there is certain criteria which must be met to support the contention that it is in the University's best interest to do so. Consult with the Business Office Contracts Manager before making the final determination.
If you have two bids, and would prefer to accept the higher dollar amount, you will need to determine if "best value" considerations make the higher bid the better offer.
12. Why is there a waiting period between the bid/proposal closing date and the date of award?
The Attorney General Model Rules has set the requirement for a protest period between the bid/proposal selection notification and the actual contract award. This rule actually benefits the University as well, as it provides us with an opportunity to settle the dispute before an adversely affected or aggrieved bidder/proposer seeks court action. Their recommendation is 14 business days; however, for expediency, the University has set the protest period between selection notification and contract award at 7 business days.
13. Is there any approval process requirement as to Invitation to Bid or Request for Proposal?
Yes. There are actually two.
1. The Business Office Contracts Manager is requesting review of all RFP's and Evaluation Sheets prior to any distribution. A review if ITB's and Evaluation Sheets is requested only on those ITB's wherein "best value" such as warranties or service contracts will be weighed along with price, or wherein the ITB will result in a contract in excess of $50,000.
2. The Attorney General's office, pursuant to ORS 291.047, requires pre-approval prior to advertising on all ITB's and RFP's which will result in public contracts in excess of $100,000 or more, unless specifically exempted, or which involve solicitations for personal/professional services, architecture and engineering, information technology, data processing, office automation, or telecommunications which will result in contracts in excess of $75,000. See the link under Policy entitled "CONTRACTS - SPECIAL HOUSE BILL 2321 REQUIREMENTS for exceptions to this requirement.
14. Can anyone view the bids or proposals after they have been opened?
After the bids or proposals have been opened, which is not to occur before the posted bid or proposal closing date and time, they become public record and are therefore open to the public. HOWEVER, "trade secrets" are not public record, and must be protected. Also, negative references which are marked "confidential," or are inferred or requested to be held confidential, may or may not be public record, and their status should be checked with the Business Affairs Contracts Manager before you subject them to inspection by anyone outside of the Selection Committee, including the vendor for whom the reference was made.