PED Talks: May 10, 2018

Mikki Sandin Author

05/30/2018 Added

56 Plays

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Large Purchases & Bids Uniform Guidance

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[00:00:00.820]So we're gonna go ahead and get started.
[00:00:03.040]Our topic today is going to be two different things.
[00:00:05.630]The first one is large purchases and bids,
[00:00:07.550]this means dollar thresholds over $25,000.
[00:00:11.451]If you're looking for under that, we did have
[00:00:13.780]a presentation last month and that is posted online,
[00:00:18.840]for the under $25,000.
[00:00:21.440]You guys will have to excuse me.
[00:00:22.500]I'm slowly getting over a cold so,
[00:00:25.750]if I cough, I apologize.
[00:00:28.663]And then, the second part of our presentation
[00:00:30.567]is going to be an introduction to uniform guidance.
[00:00:33.110]This is something that's been talked about
[00:00:35.506]here and there for many years.
[00:00:38.020]If you're in the scientific area,
[00:00:39.200]you probably have heard about this
[00:00:41.510]but Maggie's gonna come talk about that.
[00:00:44.791]We're gonna do an intro about that and then you
[00:00:47.040]will have a more in depth conversation about it
[00:00:49.330]next week as well.
[00:00:54.773]All right, so purchases over $25,000.
[00:00:58.547]Again, everybody is getting excited
[00:01:00.437]and this is also an option for the people
[00:01:02.660]that are online.
[00:01:03.493]We have lovely Girl Scout Cookies for the winners
[00:01:07.780]that can guess the right items, or right numbers that is.
[00:01:11.674]So, for purchases over $25,000.
[00:01:14.303]This is gonna be for a fiscal year's time frame.
[00:01:18.680]What are the number of transactions we have of that?
[00:01:23.640]Guesses?
[00:01:25.850]Last month under $25,000 for this
[00:01:28.590]was over 42,000 transactions.
[00:01:32.440]Now this is not reflective of this dollar amount.
[00:01:38.920]Online if you guys have guesses,
[00:01:41.155]go ahead and type it in chat
[00:01:42.579]and Sue will holler those out as well.
[00:01:44.630]Any guesses?
[00:01:46.450]50,000?
[00:01:47.678]Way too high.
[00:01:51.700]Keep going down, people.
[00:01:54.306]Nine? 10.
[00:01:58.502]Higher than nine, what was your guess?
[00:02:01.703]1500 1500, lower than 1500.
[00:02:05.217]We're gonna start auctioneering things off here
[00:02:06.350]pretty soon.
[00:02:07.527]Huh?
[00:02:08.386](static drowns out dialogue)
[00:02:09.219]962, closer, closer.
[00:02:11.610]Anybody online, huh?
[00:02:13.930]124, that's actually probably our closest one.
[00:02:17.741]Really? 550.
[00:02:20.657]So once we get into those high dollar amounts,
[00:02:23.720]we're doing a lower number of purchases,
[00:02:26.830]which I mean, that's normal, that's expected.
[00:02:30.587]What do we think dollar spend is for those?
[00:02:35.550]Last month for under $25,000 was $24.2 million.
[00:02:48.870]This does not trend like this last number did.
[00:02:52.823]It does not go down, it goes up.
[00:02:54.620]Any guesses?
[00:02:56.720]Higher than $24 million.
[00:03:00.309]$42 million. $42 million, close.
[00:03:05.103]$50 million. $50 million.
[00:03:09.350]Pat is the winner for $53.9 million,
[00:03:13.730]that's just over 550 transactions,
[00:03:16.330]so it's good that that number is low,
[00:03:17.620]otherwise that other number would be very, very high.
[00:03:21.330]And last one, average spend per transaction.
[00:03:26.570]So last month, under our $25,000
[00:03:29.608]was $575 per transaction.
[00:03:32.660]This obviously is gonna be a little bit higher
[00:03:34.360]because we're already starting at $25,000.
[00:03:41.680]$35,000? Higher.
[00:03:47.540]Higher. $90.
[00:03:50.610]Close, you don't qualify for cookies.
[00:03:53.616](laughs)
[00:03:57.807]$94, close.
[00:04:00.846]Who will be the winner, $98,244.
[00:04:04.810]So our numbers definitely jumped up for those,
[00:04:09.337]that's just something, good reference to have.
[00:04:14.860]So for the purchases between $25,000 and $149,999,
[00:04:21.030]your first thing that you need to do
[00:04:23.200]is contact procurement services for this area.
[00:04:26.910]We will help you figure out the best way
[00:04:29.050]to get comparative quotes.
[00:04:31.290]It'll definitely depend on the type of item or service
[00:04:35.410]that you guys are wanting to purchase.
[00:04:37.430]We have the option to put it through
[00:04:40.270]our electronic bidding system,
[00:04:41.750]and we'll talk about that a little bit more here
[00:04:44.960]as we go along.
[00:04:45.910]The other option is if the departments are comfortable,
[00:04:49.270]they can go out and get these comparative quotes
[00:04:51.460]on their own as well,
[00:04:52.690]but since this is always available
[00:04:55.400]to be provided by Procurement Services.
[00:04:58.520]If you are getting a quote
[00:05:01.560]if the item is available through a prime supplier,
[00:05:04.770]then you only have to get one quote,
[00:05:06.240]so that's gonna definitely save you some time.
[00:05:08.527]The reason for that is those contacts
[00:05:11.890]have already been competitively bid.
[00:05:14.710]And then just to also rephrase,
[00:05:16.869]a prime supplier, that's the terminology that we use
[00:05:21.210]at Procurement Services,
[00:05:22.043]but you've probably also heard them referred to
[00:05:24.191]as preferred suppliers or contracted suppliers,
[00:05:28.020]sometimes cooperative suppliers.
[00:05:30.490]Those all kind of mean the same thing.
[00:05:33.705]So we also have there,
[00:05:38.920]a list of
[00:05:42.490]our prime suppliers on our website.
[00:05:44.050]So if you go to procurement.unl.edu,
[00:05:47.580]under the faculty and staff area,
[00:05:50.410]there's a commodities and a suppliers listing.
[00:05:53.640]Which will bring you to this page.
[00:05:55.880]So we have a lot of different commodities
[00:05:58.130]that have been broken down.
[00:05:59.320]As you go through, you will see
[00:06:01.811]we have your lovely little ribbon here
[00:06:03.410]than denotes the prime supplier.
[00:06:06.880]So I am interested in apparel and accessories,
[00:06:10.073]shirts, so I'm gonna go in there
[00:06:12.450]and I see that there are prime suppliers
[00:06:14.210]that are available.
[00:06:16.253]It has their contact information in there.
[00:06:17.799]And then I also see who is the Procurement Services
[00:06:22.474]representative for that commodity.
[00:06:24.600]So if I have any questions,
[00:06:25.620]I can always reach out to Dustin
[00:06:27.540]and ask him about that specific area.
[00:06:32.390]There are areas on here that are listed
[00:06:34.500]that do not have that ribbon.
[00:06:39.672]So with that, you would want to contact,
[00:06:44.232]we need to update our website, Roger just retired
[00:06:47.710]if you guys haven't heard,
[00:06:49.360]so Claudette Biskup, for audio/visual,
[00:06:52.020]she would be your contact.
[00:06:54.000]So if you're needed to make a purchase
[00:06:55.690]over that $25,000 threshold limit, contact Claudette,
[00:06:59.160]she'll help walk you through that process.
[00:07:02.150]Determine what your best route is to do.
[00:07:06.854]And then go from there.
[00:07:19.674]All right, so our last bullet on here is
[00:07:23.024]once you have all of your comparative quotes,
[00:07:26.350]then you want to attach those to the requisition.
[00:07:30.100]So in eSHOP, for example,
[00:07:32.130]you would actually, the quote for the supplier
[00:07:36.347]that you have chosen to go with,
[00:07:37.913]you put that in external attachments,
[00:07:39.390]and then all of your other quotes for the other suppliers
[00:07:43.360]that you chose not to award to or purchase items for,
[00:07:46.157]you put that in the internal attachments area.
[00:07:49.590]The reason for that is we're able to see that.
[00:07:51.850]If it's not attached to the order,
[00:07:55.533]then we're gonna ask you for that
[00:07:57.020]when it's over that $25,000 threshold limit,
[00:07:59.560]so it's easier just to go ahead and have it out there
[00:08:01.460]because we're gonna ask you for that later.
[00:08:04.060]And then you have it there for audit purposes
[00:08:06.450]in the future as well.
[00:08:09.821]And if you guys have any questions as we go along,
[00:08:12.770]raise your hand or type it into the chat system as well.
[00:08:19.220]And since we're on the topic of purchase orders,
[00:08:21.800]just a reminder that per Board of Regents policy,
[00:08:26.316]to commit university funds,
[00:08:29.810]it must be made through either a purchased order,
[00:08:33.048]purchasing card, which wouldn't apply in this instance
[00:08:36.422]due to the dollar threshold we're talking about today,
[00:08:39.770]or a contract.
[00:08:46.058]So then we have purchase of goods
[00:08:48.610]over the $150,000 threshold.
[00:08:51.306]And for this dollar threshold,
[00:08:53.697]we go back to Board of regents policy.
[00:08:55.200]So they Have set that dollar threshold
[00:08:58.380]as limit for where we need to go out
[00:09:00.700]for competitive bidding.
[00:09:01.750]So once you have a purchase
[00:09:03.370]that's going to be around that dollar amount,
[00:09:06.450]then we need to go to competitive bidding.
[00:09:12.133]So there are two primary methods to do a formal bid
[00:09:16.460]for the competitive bidding.
[00:09:18.405]First is based on a specific manufacturer and/or model,
[00:09:23.958]model number.
[00:09:25.140]And this is what's called an invitation to bid, or ITB.
[00:09:30.332]ITBs are, they are an award based on price.
[00:09:36.430]So basically, low bid would be your winner
[00:09:40.430]once all the bidders have been deemed
[00:09:43.120]able to meet the specifications that have been asked for.
[00:09:47.062]An example of when we would do an ITB
[00:09:49.122]for this type of instance could be
[00:09:51.958]when housing needs to purchase appliances for their dorms,
[00:09:57.000]for the students.
[00:09:58.860]There's two different ways that we could do that.
[00:10:00.660]The first way is if you have like a basic spec,
[00:10:03.080]so they don't really, they're not tied to a specific
[00:10:07.287]manufacturer or model number,
[00:10:09.430]so then you could just provide, say,
[00:10:12.640]you want a refrigerator that fits within a certain,
[00:10:16.184]certain dimensions,
[00:10:18.760]and that's probably gonna be based off the space
[00:10:20.740]that's it's going in.
[00:10:22.040]Maybe the cubic feet that is in the fridge,
[00:10:24.390]maybe you want...
[00:10:28.400]An icemaker in it.
[00:10:39.601]You'd have multiple manufacturers that would be proposed
[00:10:43.220]and you would award to the lowest bidder.
[00:10:46.180]The other option is you could name a manufacturer,
[00:10:49.104]and you could even get as detailed
[00:10:51.370]as putting in a model number.
[00:10:52.810]As long as there are multiple suppliers.
[00:11:18.269]Of specifications or needs for consideration.
[00:11:21.360]And this would be done through a request for proposal,
[00:11:24.680]or an RFP.
[00:11:26.935]An RFP, through this process,
[00:11:30.470]you evaluate based on a predetermined set of criteria.
[00:11:33.997]Price is a consideration,
[00:11:36.420]but it is not the only consideration.
[00:11:39.170]So there's a set of evaluation criteria that is set up
[00:11:42.900]for the evaluation of the bid.
[00:11:45.690]And it can include a wide variety of different criteria.
[00:11:51.435]Some examples would be bidder's experience,
[00:11:54.355]equipment, the equipment quality and technical performance.
[00:11:59.695]Cost effectiveness, delivering installation, design.
[00:12:09.240]Okay, maybe I'm standing too close.
[00:12:13.080]All right, I'll stand back just a little bit,
[00:12:15.429]let me know if it's still breaking up, sorry.
[00:12:19.212]So with the, those different factors
[00:12:23.787]are all in consideration for those, for an RFP.
[00:12:30.858]RFPs are a good time to,
[00:12:33.441]are good to use when you're doing, say a service,
[00:12:37.268]or a service or a service exists,
[00:12:39.630]or it could be attached as well.
[00:12:41.190]A couple examples of items that you would do
[00:12:44.830]through an RFP.
[00:12:46.483]Brand marketing strategies,
[00:12:49.170]so you're looking for a marketing firm to come in
[00:12:52.070]and provide marketing services
[00:12:54.330]for a specific project.
[00:12:56.200]This would be a good opportunity for an RFP,
[00:12:59.380]you have your set criteria,
[00:13:01.804]you talk about budget and then also have factors
[00:13:06.333]that go into the creativeness of the people,
[00:13:10.938]so you have people come in and do presentations,
[00:13:14.050]you do that in consideration, do evaluations.
[00:13:17.000]There's a lot of different, and personal evaluations,
[00:13:19.510]there's a lot of different criteria,
[00:13:21.550]so it's not solely based on whoever bids the lowest amount.
[00:13:27.219]Another option would be furniture,
[00:13:29.630]so it's good.
[00:13:33.379]With furniture, doing an RFP,
[00:13:35.587]you want to have the ability to go sit in a chair
[00:13:41.380]and to see the durability and the comfort
[00:13:45.690]of the items you are purchasing.
[00:13:47.490]You want to have some input on the overall style
[00:13:51.230]of the item that you're purchasing.
[00:13:54.655]So through RFPs, you're given that flexibility.
[00:13:56.120]At parts, it's just like for a little bit.
[00:14:05.960]So the process for a formal bid.
[00:14:08.320]The first thing to take into consideration is timeframe.
[00:14:12.150]These do typically take on average two months.
[00:14:16.830]This definitely could get a little bit shorter,
[00:14:20.210]it can also get much longer.
[00:14:22.840]So that's something that you need to be mindful of.
[00:14:26.109]Part of the reason for the two month timeframe
[00:14:29.710]is per Board of Regents policy,
[00:14:31.824]they require a minimum of 15 calendar days
[00:14:34.610]that bid proposals are on the street.
[00:14:36.910]So from when we post them to when we close them,
[00:14:40.940]we have to have 15 calendar days pass.
[00:14:44.290]There are instances where you're going to want
[00:14:46.800]a longer time period for that.
[00:14:49.530]For example, and I forgot to,
[00:14:52.390]I guess note to myself,
[00:14:53.420]so I do furniture buying,
[00:14:56.190]so that's a lot of my references that I have.
[00:14:59.686]But we did a bid for the college of business
[00:15:02.919]for their furniture,
[00:15:04.380]and due to the sheer size of that building,
[00:15:07.258]we knew that 15 calendar days was not gonna be enough time
[00:15:10.460]for our bidders to get proposals together.
[00:15:13.760]So we actually had a bid proposal out
[00:15:16.150]for somewhere between six to eight weeks
[00:15:18.520]for the bidders to work on.
[00:15:21.103]So depending on the complexity of the bid,
[00:15:23.292]that two month timeframe could definitely increase.
[00:15:27.210]For that particular bid, I think from start to finish,
[00:15:30.330]we were in evaluation for,
[00:15:34.091]the whole process took almost a year
[00:15:37.002]to get from figuring out what they wanted
[00:15:39.890]to having awarded the suppliers.
[00:15:43.580]So definitely be mindful of your timeframe.
[00:15:48.263]eBid is our electronic bidding system.
[00:15:50.970]We have had it in place since 2012.
[00:15:54.162](static drowns out dialogue)
[00:16:03.273]All right, like this.
[00:16:04.882]Okay.
[00:16:06.495]So electronic bidding system since 2012.
[00:16:10.306]Through eBid, we are able to electronically post our bid
[00:16:17.128]opportunities to our suppliers.
[00:16:20.405]Our suppliers register in the system,
[00:16:23.710]they select their commodity codes,
[00:16:27.560]so if I, they can basically indicate
[00:16:30.610]that they're selling apparel or furniture
[00:16:33.280]or farm equipment.
[00:16:35.020]And then we have an opportunity
[00:16:37.440]that we include in our system for that,
[00:16:39.210]the system will actually automatically notify
[00:16:42.274]those suppliers that the opportunity is available.
[00:16:46.315]And then through the system, we ask a series of questions,
[00:16:50.940]we get attachments through the system,
[00:16:52.760]they put their pricing in.
[00:16:54.750]And then once the bid has closed,
[00:16:57.600]then we are able to get pricing in a nice spreadsheet
[00:17:01.470]where it has everybody's information in there.
[00:17:04.339]We have all of our files that are electronic,
[00:17:07.150]so we share those with our evaluation committees
[00:17:10.690]from our departments.
[00:17:12.400]Electronically email them or we can send them through box.
[00:17:15.410]So by having eBid, it has streamlined our process greatly
[00:17:20.870]on our end, but also in just ability to better
[00:17:23.890]make our suppliers aware of opportunities.
[00:17:29.213]And so we get a lot more responses happen as well.
[00:17:33.125]Additionally through the system,
[00:17:34.880]we have saved each year approximately $2 million
[00:17:38.670]by going through the bid process.
[00:17:40.710]So that is just
[00:17:44.258]having the competitiveness that is out there
[00:17:47.890]by going through a bid.
[00:17:48.840]We will find that you can get a book from a supplier
[00:17:53.770]for something,
[00:17:55.323]and then once they know that they are
[00:17:57.646]competing about something,
[00:17:59.510]they are competing with somebody else for your business,
[00:18:02.083]they tend to sharpen their pencil a little bit more.
[00:18:03.890]So there's definitely savings found
[00:18:06.080]by going through a bid process.
[00:18:10.300]Since 2012, we have processed 743 bids.
[00:18:17.180]We have on average about 150 bids per year
[00:18:20.420]that our office does.
[00:18:22.170]And those range from 150 up to multi million dollar bids
[00:18:26.970]that we're processing through.
[00:18:29.114]We have about 12 users in the system from our office
[00:18:32.090]and about four of them are high volume.
[00:18:34.090]So a large number of these bids are being processed
[00:18:37.156]by multiple individuals.
[00:18:39.570]We also have about 4000 suppliers that are registered
[00:18:42.557]in the system.
[00:18:43.720]One nice thing with that,
[00:18:45.990]if there is something that we don't typically buy
[00:18:48.580]very often on campus,
[00:18:50.524]but there's a supplier Out there,
[00:18:51.830]there's a good chance that that supplier
[00:18:53.710]has registered in our system
[00:18:55.885]because they're hoping somewhere down the line
[00:18:57.676]there will be an opportunity.
[00:18:59.030]So even if there's something that you need to buy
[00:19:02.730]that maybe is at that high dollar threshold,
[00:19:05.210]but you're having a hard time finding a supplier,
[00:19:07.600]reach out to our office,
[00:19:08.973]you can always look in our system
[00:19:10.710]and see if there is somebody that has registered
[00:19:14.010]that has those types of items available.
[00:19:15.873]So it's a great resource for that as well.
[00:19:21.260]Evaluation committee,
[00:19:22.450]so as part of the RFP process,
[00:19:25.500]an evaluation committee is the one that goes through
[00:19:30.240]the more in-depth part of figuring out
[00:19:32.650]the selection criteria and how the important bidder
[00:19:36.240]will be chosen, since it's not solely based
[00:19:39.910]upon their price.
[00:19:41.530]So as a member of an evaluation committee,
[00:19:44.450]you have to sign a non-conflict of interest form.
[00:19:48.000]That basically is saying that you are not an investor
[00:19:55.330]in a potential bidder,
[00:19:57.460]you don't have family members that could be employed by that
[00:20:00.975]potential bidder.
[00:20:03.200]Basically, there's no financial or personal gain
[00:20:06.590]that you would have by you selecting any of the bidders
[00:20:11.780]that are available for the evaluation committee
[00:20:15.210]that you are on.
[00:20:17.700]The other thing with an evaluation committee
[00:20:19.590]is the time commitment.
[00:20:21.450]As a committee member, you would attend meetings
[00:20:24.854]as a group to discuss a bid.
[00:20:27.513]Both prior to it going out and then afterwards
[00:20:30.700]in the evaluation process.
[00:20:32.503]Depending on the bid, you may have in-person evaluation,
[00:20:36.706]in-person evaluations that you do
[00:20:39.870]with the selected bidders.
[00:20:42.160]You would also establish a score sheet with that criteria
[00:20:45.870]that we discussed earlier.
[00:20:47.580]And then you would also be part of the final sign off
[00:20:50.330]on the award recommendation.
[00:20:52.868]And then the last thing, protest period,
[00:20:56.050]so once you make that award recommendation
[00:20:58.190]and we notify the suppliers
[00:21:00.091]who has been awarded the bid,
[00:21:02.460]there is a seven day, seven calendar day protest period
[00:21:05.890]that has to pass before we can either issue a purchase order
[00:21:11.240]or the university can do the final signature
[00:21:13.840]on a contract.
[00:21:16.230]So that goes back into your time frame up above.
[00:21:18.110]So have that protest period to be mindful of.
[00:21:26.200]Any questions with the bidding process?
[00:21:28.890]I have a question.
[00:21:30.872]Hold on, let us come back
[00:21:31.980]and get everybody online from here as well.
[00:21:37.450]What if a bid was done for a service
[00:21:41.740]and during the service,
[00:21:44.470]the department found that they needed something,
[00:21:48.960]maybe added on,
[00:21:50.480]or maybe need to change around what the winning bid was for,
[00:21:55.660]is that an issue then that's gonna come back
[00:21:58.060]on the department or what, what would we do?
[00:22:02.890]So it depends.
[00:22:05.727]Depending on where we're at in the bid process,
[00:22:08.990]so say the bid is still on the street,
[00:22:11.660]and we can either issue an addendum changing that
[00:22:17.177]and it would also depend on what the change is as well,
[00:22:19.940]if it's a huge change that's gonna completely change
[00:22:22.940]the scope of the bid,
[00:22:24.140]then we might have to cancel the bid
[00:22:25.740]and go back out.
[00:22:27.629]If it's something that could easily be added,
[00:22:30.607]either within the timeframe that it's still out there
[00:22:34.090]or we could also consider
[00:22:35.810]extending the timeframe of the bid,
[00:22:37.961]so say if the bidders would need additional time
[00:22:40.847]to properly put a proposal or pricing together,
[00:22:45.328]then we would be able to extend the timeframe then as well.
[00:22:50.660]Thank you.
[00:22:53.079]Sarah, let me add something to that as well.
[00:22:55.630]If there has already been a contract awarded
[00:22:58.580]through the bid process.
[00:23:00.630]Then we can make a change via addendum
[00:23:03.120]to the contract as well to add,
[00:23:05.760]let's just say cleaning services,
[00:23:07.440]if you wanted another wing of the building cleaned
[00:23:10.580]along with what they were already awarded,
[00:23:12.420]we could do a contract addendum to add that as well.
[00:23:18.852]Maggie.
[00:23:21.308](static drowns out dialogue)
[00:23:26.720]Hi, okay.
[00:23:28.539]I just wanted to add a comment to that too,
[00:23:31.370]what Dustin said.
[00:23:32.330]I think again, if the scope is within reason.
[00:23:36.550]But if the scope greatly changes like this new service
[00:23:40.024]or whatever it is you're adding to the total value
[00:23:43.240]of the contract
[00:23:44.630]is taking it out into another realm entirely,
[00:23:48.265]it's gonna just depend.
[00:23:50.307]It may need further review,
[00:23:52.397]we'd have to do some assessment.
[00:23:54.690]It's not like it happens every day.
[00:23:56.400]But I would wanna prepare someone like you,
[00:23:59.077]instead of cleaning one building,
[00:24:01.600]you're gonna clean the entire university,
[00:24:03.690]that's a scope change, right.
[00:24:05.730]So that wouldn't just be an addendum
[00:24:07.480]to an existing contract,
[00:24:09.360]it would be, now, it doesn't mean that,
[00:24:11.721]we can go off in the weeds, I don't want it too far,
[00:24:14.870]but does that clarify.
[00:24:18.010]Basically, whenever there is something that could change,
[00:24:20.930]always ask.
[00:24:22.390]It never hurts to ask.
[00:24:23.781]We will do our best to try and figure out a way
[00:24:27.940]to accomplish it.
[00:24:29.818]The worst thing is we would say no.
[00:24:31.270]But we always try to make sure in the best,
[00:24:33.960]find a solution for you.
[00:24:37.653]And it all ties back to core policy
[00:24:39.719]and risk mitigation.
[00:24:41.349]And so Maggie added it all ties back to core policy
[00:24:43.939]and risk mitigation as well.
[00:24:46.850]So we're always mindful of those
[00:24:49.440]for whatever question that you guys have.
[00:24:53.110]So sometimes, I mean, we have to make sure
[00:24:56.360]we follow the rules.
[00:24:57.600]So sometimes our hands are tied
[00:24:58.720]and we can only get you so far.
[00:25:01.500]But good question.
[00:25:02.800]Sue, do you have any online?
[00:25:04.851]All right, perfect.
[00:25:06.929]So next is sole source.
[00:25:08.630]So sole source is a good or service
[00:25:10.560]that can only be purchased from the supplier
[00:25:13.774]due to the specialized or unique characteristics.
[00:25:16.490]And we did talk about this a little bit last month as well,
[00:25:20.170]for the under 25.
[00:25:21.290]So just a reminder, under $25,000,
[00:25:23.939]departments have the discretion to sign a sole source,
[00:25:28.970]it is the department head that is signing those.
[00:25:31.240]Once we get to that $25,000 threshold,
[00:25:33.930]we have other levels of signature authority that kick in.
[00:25:38.310]So from 25 up to the $149,999,
[00:25:43.150]it's the director of procurement services
[00:25:45.680]that has the capability to sign those.
[00:25:48.010]And then we jump up to the 150 to just shy of 400,
[00:25:52.170]and then those go to the vice chancellor
[00:25:54.800]for business and finance.
[00:25:56.370]And then if you have one that's over the $400,000,
[00:25:58.970]per Board of Regents policy,
[00:26:00.550]it goes to the Board of Regents.
[00:26:05.959]So let's see here,
[00:26:07.740]for any of these dollar amounts,
[00:26:09.880]once you get over $25,000, Procurement Services
[00:26:12.820]are the ones that are responsible
[00:26:15.100]for routing for signatures.
[00:26:16.680]So say you had something that was $250,000
[00:26:23.170]and needed to be signed by the vice chancellor
[00:26:25.500]for business and finance.
[00:26:27.715]You would send that still to our department.
[00:26:30.250]We would review it, vet it, and make sure
[00:26:32.460]that we're comfortable with it,
[00:26:34.836]and then we would take it to the vice chancellor
[00:26:36.690]of business and finance.
[00:26:38.210]We have additional documentation that we have to add to it
[00:26:40.773]and provide our support of recommendation
[00:26:44.490]to that they are able to properly review it
[00:26:47.347]and see if they're comfortable with the signature for it.
[00:26:51.220]For the Board of Regents' approval,
[00:26:53.200]for over the $400,000,
[00:26:55.485]same process, but you also have to be mindful
[00:26:59.210]of Board of Regents meeting scheduling.
[00:27:02.182]They only happen so many times per year,
[00:27:05.440]so you have to schedule around that.
[00:27:07.370]There's also additional meetings that go on before that
[00:27:12.120]where they're vetting those different items.
[00:27:13.780]So say you have an October Board of Regents meeting
[00:27:18.040]that you are wanting to get a sole source approved at,
[00:27:20.560]we need to have that documentation to Our office
[00:27:23.260]at least two months prior
[00:27:24.690]so that we can do our part
[00:27:26.494]to get it through the proper channels
[00:27:28.580]and then the other committees
[00:27:32.270]can also review that information.
[00:27:34.100]So pleas be mindful of that.
[00:27:36.400]And then also a reminder, purchases that you are making
[00:27:40.750]from a prime supplier,
[00:27:42.420]so over the 25, or under the $25,000 limit,
[00:27:48.420]those do not require a sole source.
[00:27:50.190]So even though you only have one quote,
[00:27:52.060]if it is from a prime supplier,
[00:27:53.700]it's not a sole source.
[00:27:55.010]Those have already gone through the competitive bid process.
[00:27:59.352]And then...
[00:28:04.510]The quoting and bid process
[00:28:06.080]is still always there.
[00:28:08.120]And there is a possibility
[00:28:11.930]to be able to go through that
[00:28:13.390]depending on what you're needing,
[00:28:15.940]we could still go through that process,
[00:28:18.140]especially depending on where you're at
[00:28:19.820]in your process.
[00:28:21.943]To avoid doing a sole source.
[00:28:24.530]So that's where RFPs are very handy.
[00:28:27.165]Say you're starting to do the beginning of your research
[00:28:31.290]on products that you're wanting,
[00:28:33.010]or a service that you're needing,
[00:28:34.800]involve us very early on,
[00:28:36.340]we can go through that RFP process
[00:28:38.920]and find you that product that you need
[00:28:42.240]instead of you doing it on your own
[00:28:44.100]and then ending up at a sole source,
[00:28:45.960]so it's an option that is available for you guys to do.
[00:28:55.508]And then lastly, just some procurement resources
[00:28:58.120]that we have.
[00:29:02.489]That can go there.
[00:29:04.503]Just to show you guys some websites,
[00:29:06.689]so we were here earlier,
[00:29:08.538]so there's a link provided there
[00:29:09.640]for the prime suppliers and commodities listing.
[00:29:13.980]We also have our dollar threshold,
[00:29:17.090]so this is kind of a combination
[00:29:18.320]of what we talked about last month and this month.
[00:29:20.480]So we got our lower dollar thresholds here
[00:29:22.630]and the process and steps for those,
[00:29:25.200]and then what we talked about today,
[00:29:27.430]our two dollar thresholds
[00:29:29.900]and formal bidding process.
[00:29:32.080]And then lastly, under our policies,
[00:29:34.831]you can find the sole source policy,
[00:29:36.698]it talks about sole source.
[00:29:38.360]The dollar threshold signature authorities
[00:29:41.160]that we reviewed.
[00:29:43.400]And then the Board of Regents sole source policy as well.
[00:29:48.570]So before we move on to uniform guidance,
[00:29:52.150]do I have any additional questions at this time?
[00:29:55.040]Otherwise we can do those at the end.
[00:30:00.560]All right, let's welcome Maggie
[00:30:03.040]to talk about uniform guidance.
[00:30:13.759](static drowns out dialogue)
[00:30:23.122]About the subject, sorry, no, I do.
[00:30:26.258]Sorry, it was meant to be a joke.
[00:30:30.430]Am I on? You're on.
[00:30:31.931](static drowns out dialogue)
[00:30:33.780]Uniform guidance is something
[00:30:36.430]that I would never have known what it meant two years ago.
[00:30:41.960]And I got a really fast introduction into it
[00:30:44.490]when I joined the university.
[00:30:46.800]From a really solid team here
[00:30:48.700]but also all the other procurement organizations.
[00:30:51.649]There are four, of which there are four
[00:30:54.230]across the university.
[00:30:55.750]Not just the Lincoln Campus, we have the Mentz Center,
[00:30:58.160]UNO, and then our Carnie operations.
[00:31:01.200]So how many of you here even know what I'm talking about
[00:31:05.450]when I say uniform guidance?
[00:31:08.500]We got a couple, okay,
[00:31:10.810]so let's do the basics.
[00:31:12.360]And by the way, this is just an introduction
[00:31:14.460]to the topic,
[00:31:15.293]we're gonna talk about it more next month.
[00:31:17.420]Part of the reason we're talking about it now
[00:31:19.780]and bringing it in alongside some of the other topics
[00:31:22.589]relevant to procurement
[00:31:24.040]is the impact that it has and where it's coming from.
[00:31:28.878]Very simply, uniform guidance is,
[00:31:33.490]and we're gonna go through this just for the fun of it,
[00:31:36.730]I'll try to say uniform guidance.
[00:31:39.120]But you know, spelling it out over and over
[00:31:41.683]gets a little challenging.
[00:31:43.470]It's a set of regulations,
[00:31:45.070]and if you really wanna get specific, that's on here.
[00:31:47.810]So there's a federal government office
[00:31:49.670]of management of budget, which is often referred to as OMB.
[00:31:52.860]Welcome to the world of acronyms, right?
[00:31:55.176]And their guidance literally says what it says right there,
[00:31:59.700]it supersedes and streamlines all the other circulars
[00:32:02.969]put out on this topic.
[00:32:05.160]Don't memorize that please.
[00:32:07.223]I think I'd rather you concern yourself
[00:32:09.280]with what all of uniform guidance is.
[00:32:11.540]And this has been coming for five years,
[00:32:15.540]Maybe longer, which is how long it took them
[00:32:17.770]to write this very thick document
[00:32:20.934]which is just a piece of the entire,
[00:32:25.040]we often call it cofar, CFR,
[00:32:27.760]which is, I'm not even gonna get that acronym right.
[00:32:30.780]But it represents these publications
[00:32:33.020]that dictate how we're supposed to operate
[00:32:35.802]when it comes to federal grant-making resources.
[00:32:41.110]And frankly, it just means if you're using federal money
[00:32:44.840]in part or all,
[00:32:47.560]where somewhere in the organization it supplies.
[00:32:51.343]That's the way to think of it.
[00:32:52.660]And uniform guidance has many aspects to it.
[00:32:56.180]It is federal uniform guidance.
[00:32:58.430]And the university does receive federal funds.
[00:33:00.980]And many departments receive a lot.
[00:33:03.470]And some receive a little.
[00:33:06.517]And some receive pieces here and pieces there.
[00:33:10.045]So uniform guidance,
[00:33:11.251]you're gonna see as I talk a little bit,
[00:33:12.380]we've determined, and best practice
[00:33:14.750]that the university, we benchmark ourselves with
[00:33:17.800]across the big 10 and across the United States
[00:33:20.680]through our affiliations,
[00:33:22.540]all see this as taken,
[00:33:24.837]you know, it's a broad across the board update
[00:33:27.290]to our policies and guidelines,
[00:33:29.060]to make sure that we're consistent.
[00:33:30.810]Because if we start to say well,
[00:33:32.520]if you've got this kind of a situation going on
[00:33:34.990]and then this kind of a situation going on
[00:33:36.940]and then the money might come from here
[00:33:38.320]and it might come from here,
[00:33:40.264]then the supplies.
[00:33:41.800]That's too confusing because the rules and requirements
[00:33:44.460]around procurement in higher education
[00:33:46.700]are already pretty complicated.
[00:33:48.640]So keeping in mind that the intent
[00:33:50.901]is to ensure that when any dollars are used
[00:33:54.191]against federal grant-making or federal grant-spending,
[00:33:58.727]they wanna ensure that we're reducing the risk
[00:34:02.110]of waste, fraud, and abuse,
[00:34:03.530]that's probably not a bad thing on anything, is it?
[00:34:06.501]Really, if you were to think about it.
[00:34:09.120]So across the board, really it's not overly complicated.
[00:34:15.010]But first, I wanna tell you why you should care about it.
[00:34:17.880]Because it applies to everyone.
[00:34:20.060]When we look across the funding sources
[00:34:22.360]that go across various areas,
[00:34:23.810]if you're working for a department
[00:34:26.120]and your work has any impact on a grant-funded area,
[00:34:28.870]that can also be affected here as well.
[00:34:30.730]So we see that several key sections of uniform guidance
[00:34:35.240]directly impact the procurement process
[00:34:37.490]all across the university.
[00:34:39.971]And then all four campus procurement groups got together
[00:34:43.265]to Make sure our approach was unified,
[00:34:46.880]and made recommendations to board policy
[00:34:50.140]around procurement
[00:34:51.870]to ensure that it's consistent.
[00:34:54.490]So the bottom line is how we adopt this
[00:34:57.050]into our purchasing guidelines
[00:34:59.290]is going to be the same everywhere.
[00:35:01.590]Which means you don't have to think well,
[00:35:04.260]if I'm on this campus, it's one way.
[00:35:06.160]If I'm on that campus, it's another way.
[00:35:07.683]It's gotta be consistent.
[00:35:09.723]And that's the way board policy is too.
[00:35:13.400]And it goes into effect,
[00:35:15.649]I think there's a proper phrase for this,
[00:35:18.490]I don't know if it's implements or initiates or whatever
[00:35:21.860]but it basically takes immediate effect
[00:35:24.380]on the first of July.
[00:35:26.544]We've been preparing for it
[00:35:28.980]and getting a lot of information for
[00:35:31.350]as long as I said earlier, close to five years.
[00:35:34.290]So there's been hey, this is coming,
[00:35:37.340]we think we're gonna go this way.
[00:35:38.380]This might change, this might change.
[00:35:40.380]I'll talk about that on the next slide.
[00:35:42.060]But ultimately, it will impact all of our guidelines
[00:35:45.284]on July 1st, so we've got this in front
[00:35:47.800]for the next board meeting.
[00:35:51.890]What you're about to see is really,
[00:35:54.250]the major key impact areas.
[00:35:56.240]I'm not going to share with you all the changes
[00:35:58.400]we've made to our policies
[00:36:00.280]because that would be,
[00:36:02.790]it would be not relevant to your role
[00:36:06.030]and your responsibility.
[00:36:07.090]Basically, it's just so you understand these areas,
[00:36:09.940]we're gonna guide you through them.
[00:36:11.880]Our instructions are already,
[00:36:14.187]maybe the phrase is bulletproof.
[00:36:16.430]The guidelines that we already have provided you
[00:36:18.950]incorporates these things that I'm talking about.
[00:36:22.200]So the first thing I want you to understand
[00:36:23.610]is the concept of micro-purchases.
[00:36:25.680]According to the government,
[00:36:27.697]these are purchases where the aggregate dollar amount
[00:36:31.290]does not exceed $10,000.
[00:36:33.330]I don't want you to memorize $10,000,
[00:36:35.470]I don't want you to get hung up on that number
[00:36:37.370]because we've built rules around this criteria
[00:36:40.696]into our thresholds already.
[00:36:43.411]So the key here is just introducing the concept
[00:36:47.164]that whenever practical,
[00:36:49.940]micro-purchases will be distributed equitably
[00:36:53.580]among qualified suppliers.
[00:36:55.670]So that means we need to review them periodically
[00:36:58.110]to make sure that we're not,
[00:37:00.265]you know, is there any kind of overload going over here,
[00:37:02.660]is there something, an opportunity
[00:37:04.230]where we should be bidding it.
[00:37:06.350]Because the key here is since no competitive proofs
[00:37:09.710]are required,
[00:37:10.910]we have to determine the pricing is reasonable,
[00:37:13.310]so we always wanna make sure
[00:37:14.300]that we're watching our dollars.
[00:37:16.617]Because that's the general intent of uniform guidance.
[00:37:21.879]The next point talks about what's called a small purchase.
[00:37:25.670]In my lifetime, I never would've thought I would say
[00:37:28.170]anything from $10,000 to $150,000 was a small purchase,
[00:37:32.270]but according to federal uniform guidance,
[00:37:34.220]the simplified acquisition thresholds
[00:37:36.490]are currently under $150,000.
[00:37:38.880]Now, when you're trying to give guidance
[00:37:40.710]to the entire United States,
[00:37:43.037]you kind of have to make benchmarks.
[00:37:46.580]So and as I said, don't memorize that either.
[00:37:49.822]You don't need to memorize this.
[00:37:51.870]Understand that we already have rules around purchases
[00:37:55.371]in the different thresholds that we've guided you on,
[00:37:58.040]but the procedures indicate,
[00:38:00.670]and we're in line with it,
[00:38:01.693]that pricing and/or rate quotes need to be obtained
[00:38:05.020]from an adequate number of sources.
[00:38:06.870]So again, you're covered,
[00:38:08.630]I want you to understand that you're covered.
[00:38:12.507]A little bit of a no brainer,
[00:38:15.400]that you don't have to worry about competitive RFPs.
[00:38:19.360]We've given you some really good information about that.
[00:38:23.307]Next month, we're gonna talk about sole sources
[00:38:25.630]because there's been a change in that.
[00:38:27.750]One of the many changes actually,
[00:38:29.684]is that if you do work with contractors
[00:38:32.593]and you say, this might happen a lot in facilities
[00:38:37.080]or in some areas where our suppliers actually say
[00:38:39.992]you know us really well.
[00:38:42.117](static drowns out dialogue)
[00:38:47.200]You don't really wanna do that
[00:38:49.270]if you want them to be able to participate
[00:38:51.000]in that actual RFP.
[00:38:52.950]So this is where, again, remember that procurement
[00:38:57.040]would be your best friend and we wanna make sure
[00:38:59.383]that we help you ensure
[00:39:00.216]that you follow the appropriate rules
[00:39:02.000]so that it's fair and equitable for all purchases.
[00:39:05.690]That's probably one of the next changes here
[00:39:08.598]at our university that I think some departments
[00:39:11.008]have been accustomed,
[00:39:12.554]and by the way, I'm not saying that's a bad thing,
[00:39:14.194]but great suppliers help us out.
[00:39:16.130]But the perception to federal uniform guidance
[00:39:19.273]is that might skew their ability to overwhelmingly
[00:39:23.590]win the business or even write and bid in such a way
[00:39:26.140]that gives them a favorable outcome.
[00:39:28.100]So we have to remember the very intent of uniform guidance
[00:39:33.215]is to ensure waste is eliminated,
[00:39:35.631]we have to have fair and equitable procurement practices
[00:39:38.570]and drive down overall costs.
[00:39:42.285]Is that gonna be communicated in this increase?
[00:39:44.593]Oh yes.
[00:39:45.776](static drowns out dialogue)
[00:39:48.032]Yes.
[00:39:49.428]We're understanding that, yes we are.
[00:39:52.566]And we are, yes.
[00:39:55.609]For the next one, the answer is yes.
[00:39:58.360]Had some conversations about it,
[00:40:00.593]but we're keeping aware of that.
[00:40:02.770]We know they're saying that.
[00:40:04.960]I think the most important thing is understanding
[00:40:09.420]and going forward to, you know,
[00:40:11.623]we do have an effective date for these things to take place,
[00:40:15.540]so I think that everyone can kind of get themselves
[00:40:18.130]ramped up.
[00:40:19.900]And if we run into any red flags or anything like that,
[00:40:23.520]we wanna make sure that we make the federal government
[00:40:27.210]aware of that.
[00:40:28.240]Rather not be the one that says hey, wait a minute,
[00:40:30.720]we need more time.
[00:40:31.680]But I will say that at a recent
[00:40:34.470]big 10 academic alliance meeting,
[00:40:37.060]I know that Iowa has been having some particular challenges
[00:40:39.708]just based on the structure of their organization
[00:40:42.256]and adopting some of the,
[00:40:45.330]see, this is a long document
[00:40:47.360]just relevant to procurement.
[00:40:49.030]We've been talking about this, like I said,
[00:40:51.000]for a long time.
[00:40:53.000]So depending on like, scientific purchases,
[00:40:56.100]sole sources have some criteria against them
[00:40:58.820]that aren't as simplistic as they used to be.
[00:41:03.640]So we just have to make sure that we're touching every piece
[00:41:07.110]and making sure every department understands.
[00:41:08.670]But you're right, facilities will be impacted by that.
[00:41:11.385]And I think furniture not so much
[00:41:14.520]because of the processes we have in place.
[00:41:16.840]I guess to me, the good news is
[00:41:18.440]we've got some really solid processes
[00:41:21.270]in our procurement operations already.
[00:41:24.040]And we think that by working closely with us
[00:41:26.650]and understanding that we've got your back,
[00:41:28.660]we're gonna take care of you, okay,
[00:41:30.455]because compliance is a really important part of our rule.
[00:41:33.749]So I guess a big thing is if you can,
[00:41:38.506]use the eSHOP.
[00:41:40.980]Now, you may not personally know about that,
[00:41:43.620]and in the facilities world,
[00:41:44.910]we haven't begun to branch into eSHOP on this campus
[00:41:47.540]as much as we might down,
[00:41:48.994]I know that, I'm not here to lecture anyone
[00:41:52.680]on standard utilization of any procurement system,
[00:41:55.559]but I can tell you that our jagger system over SAP alone
[00:42:00.928]offers numerous benefits about compliance and approvals
[00:42:04.890]and ensures that things go through
[00:42:06.490]different approval routing processes
[00:42:08.380]than we get, we don't get out of our financial record
[00:42:11.110]management system, which is SAP.
[00:42:13.280]So there are other campuses,
[00:42:16.060]and us included, we're gonna do our best
[00:42:18.260]to drive as many transactions to the eSHOP as possible
[00:42:21.020]to ensure compliance.
[00:42:23.250]eSHOP also helps us monitor them more effectively.
[00:42:26.587]And it really does provide better transparency
[00:42:30.020]to a variety of aspects of approvals
[00:42:36.150]and just ensuring compliance within criteria.
[00:42:39.650]So from a procurement perspective.
[00:42:42.330]We are planning more information sharing.
[00:42:44.690]Newsletters, some training,
[00:42:46.900]in the eSHOP specifically, and then some seminars
[00:42:49.810]that we want to be putting out there
[00:42:51.800]to help you and your teams.
[00:42:53.640]So I think we'll see some things in the superuser group.
[00:42:56.416]We've been talking about actually recording
[00:42:59.690]and we're working on recording some documents
[00:43:02.570]that are gonna be on our website.
[00:43:04.071](static drowns out dialogue)
[00:43:06.430]Two pager on uniform guidance,
[00:43:08.550]what you need to know,
[00:43:09.470]what you don't have to worry about.
[00:43:12.650]And then certain specific areas,
[00:43:14.240]I'll probably worry about this code,
[00:43:17.280]this subsection, I don't have to worry about that.
[00:43:20.400]It's just a matter, remember that if you work with us,
[00:43:23.280]we're gonna have you taken care of
[00:43:25.304]with the guidelines that we have.
[00:43:27.048]So anything you think, if you'd like us to come speak
[00:43:29.770]to anyone in your group,
[00:43:32.065]we're happy to help educate.
[00:43:34.525]The good thing about uniform guidance, I think,
[00:43:37.295]is it's both been long overdue,
[00:43:40.738]and actually, I think in the long run,
[00:43:43.190]it enhances procurement's ability
[00:43:46.050]to drive more efficiency and cost savings
[00:43:49.920]to the organization in general, anyway.
[00:43:52.070]So largely, we're in line with it.
[00:43:55.460]So all of our thresholds are consistent
[00:43:57.640]with what the policy says.
[00:43:58.790]So we haven't had anything change luckily.
[00:44:02.820]So that would be it for me, questions overall?
[00:44:07.570]And I know you've asked them within the body of the group,
[00:44:11.780]anybody online with questions?
[00:44:16.040]We are gonna talk about it next month
[00:44:18.580]and we're gonna talk about it in context of,
[00:44:22.241]I don't wanna just say scientific sourcing,
[00:44:24.677]but that's a category where a lot about this comes up.
[00:44:27.400]Is when you have very specific appliances and facilities
[00:44:30.240]which we should address some needs there as well.
[00:44:34.750]So we will talk more about uniform guidance
[00:44:37.010]and we'll be having some publications coming out
[00:44:39.150]on that as well.
[00:44:40.730]Need to know.
[00:44:46.050]Heavy duty topic, I know,
[00:44:47.500]it's like how do you make it more fun?
[00:44:49.090]It's hard to make too many jokes about uniform guidance
[00:44:52.139]because it's very serious stuff.
[00:44:54.493]But like you said, I wouldn't have even, what is that,
[00:44:58.500]I remember when I was told hey, worry about this coming up,
[00:45:00.536]this was two years ago,
[00:45:02.403]and I was like what is, you're worried about something
[00:45:04.780]that's gonna happen two years from now.
[00:45:05.930]And it's like it's gonna be a hurricane.
[00:45:09.630]But I think the preparedness of our university
[00:45:13.470]and all the four campuses working together
[00:45:15.270]has been really beneficial.
[00:45:17.200]How about big questions, large bids,
[00:45:19.730]anybody here do large bids?
[00:45:21.470]Of course, the facilities, yeah, that's all you do.
[00:45:26.724]If you've got a project in the wings
[00:45:29.310]or you're wondering about,
[00:45:31.580]I think that would be the message
[00:45:32.980]we would hope you come away from this with.
[00:45:34.970]You never know, it's feast or famine in procurement.
[00:45:37.740]I think we've got like seven or eight going right now,
[00:45:40.560]don't we, soon, bids, yeah.
[00:45:43.260]And then another time, we might only have one
[00:45:45.630]going on through the house.
[00:45:46.620]But when they were talking about bid protests earlier,
[00:45:49.560]I don't know if anybody here
[00:45:50.550]has ever been through a bid protest or,
[00:45:52.820]you read the paper, yeah, okay.
[00:45:54.670]There you go.
[00:45:57.000]So because we are a public institution,
[00:45:59.799]everybody knows records are open for review,
[00:46:05.800]so we try to reverse engineer the process
[00:46:09.320]as much as possible
[00:46:10.820]while you're going through it
[00:46:11.930]to make sure that we've got all the bases covered.
[00:46:15.874]And I am so appreciative of this team that knows it.
[00:46:20.721]So they will guide you through it, I can assure you of that.
[00:46:28.890]Okay.
[00:46:31.100]Anything else?
[00:46:35.450]We're good, thank you everyone,
[00:46:36.950]I appreciate the participation,
[00:46:38.565]did you have anything to add, Dustin, as you watch?
[00:46:42.166]I know the first part, but I'm sorry,
[00:46:44.550]all right, thank you everyone.
[00:46:45.962]I'm glad you're here.

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PED Talks: May 10, 2018

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