June PED Talk

Mikki Sandin Author

06/15/2018 Added

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June PED Talk

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[00:00:05.150]All right, well, good afternoon, I'm Mickey Sanden
[00:00:08.410]with Procurement Services.
[00:00:09.530]Thanks for everybody who came today.
[00:00:11.535]We are gonna try to do a really good job
[00:00:14.300]of speaking into the microphone.
[00:00:15.810]So I hope I don't blow you guys away here,
[00:00:17.370]but last month our recording didn't work as well
[00:00:20.710]so we're gonna try to get our voices amplified
[00:00:23.440]a little bit more.
[00:00:24.840]For those who are joining us on Zoom,
[00:00:26.960]if you do have any problems with your sound or audio,
[00:00:31.168]please just chat,
[00:00:33.270]do the little chat.
[00:00:34.310]And Sarah is monitoring that for us.
[00:00:37.550]Okay, so welcome to June 2018 Ped Talks.
[00:00:41.520]Today we have Hollis Anderson,
[00:00:43.490]our featured speaker on scientific purchasing
[00:00:46.620]as well as Maggie Witt and KT Nelson from UNMC.
[00:00:51.290]And they'll be speaking on Uniform Guidance.
[00:00:53.160]So thanks of being here.
[00:00:55.010]Hollis, come on up.
[00:01:00.230]Thank you, Mickey.
[00:01:05.390]For those of you that don't know my title,
[00:01:07.810]I'm the Senior Scientific Sourcing Specialist.
[00:01:10.093]And I'm gonna use the microphone.
[00:01:18.350]How do you shut it off?
[00:01:19.762](Mickey speaks from a distance)
[00:01:20.889]Right here?
[00:01:21.889](Mickey speaks from a distance)
[00:01:23.061]Yeah (mumbles).
[00:01:31.459]Give it a second.
[00:01:32.720]'Kay, here we go.
[00:01:37.360]So appreciate you people that showed up here
[00:01:40.257]and all of you that are watching out on Zoom.
[00:01:44.800]I've been in this for a long time and have an announcement.
[00:01:47.708]After 46 years, I'll be retiring at the end of August.
[00:01:52.990]So we're looking for a replacement.
[00:01:55.870]When that happens, we'll make an announcement to the campus.
[00:01:59.710]And then probably sometime later September
[00:02:03.070]there'll be an announcement for a retirement reception, too,
[00:02:06.240]so we'll let you know about that.
[00:02:11.160]I'm gonna start out for the first
[00:02:13.000]about 15 minutes
[00:02:14.180]and go over scientific purchasing.
[00:02:16.357](women speaking from a distance)
[00:02:20.510]Maggie's got a few words here.
[00:02:24.360]Well, can you hear me all right out there?
[00:02:26.910]Okay, first off, I'm very honored to have spent
[00:02:29.830]a couple of years working with this young man here,
[00:02:32.510]because he's got 46 years here, but those of you
[00:02:36.430]who know him know he's very active.
[00:02:37.979]And I've enjoyed his...
[00:02:42.864]He always tells me like it is.
[00:02:44.490]And we have some very candid and direct conversations.
[00:02:48.030]But I really admire his will
[00:02:51.783]and real determination to always take care of the customer
[00:02:55.970]here at the university.
[00:02:57.367]And his commitment to the university is like,
[00:03:00.746]it's right up there with the best.
[00:03:03.200]And this is a wonderful team here and, Hollis,
[00:03:07.213]you're gonna be missed.
[00:03:08.920]But you've been wonderful to work with.
[00:03:10.700]And I think it's really an honor to have spent some time
[00:03:14.960]with you here.
[00:03:16.164]As we're looking for this individual
[00:03:19.410]that's going to be stepping into that role,
[00:03:21.060]Hollis is working with me on that.
[00:03:22.770]And we are also gonna hopefully bring that individual
[00:03:25.390]around to meet everybody.
[00:03:26.510]So the door is open.
[00:03:29.010]And Hollis will be in the office cross-training
[00:03:32.220]that individual for several months,
[00:03:34.830]or a couple of months anyway,
[00:03:36.120]so please don't be strangers.
[00:03:38.380]If you wanna come by or if you have any specific questions.
[00:03:40.910]And I'll try to interject
[00:03:42.870]if Hollis looks at me and says, "Help."
[00:03:44.600]On this piece, but he knows his job, okay?
[00:03:48.660]Thank you, Maggie.
[00:03:51.775]I just also wanted add, over these years,
[00:03:53.440]I was in labs on the East Campus for about five years.
[00:03:56.090]But I've been Stores and Purchasing for 41.
[00:03:58.170]But this has been a labor of love
[00:03:59.970]to help any and all of you solve problems
[00:04:05.350]and to help their purchase orders
[00:04:09.020]and a lot of sole sources over the years
[00:04:10.780]and some bids.
[00:04:12.250]And it's just been very enjoyable
[00:04:15.500]to help all of you through all those processes.
[00:04:19.540]So let's go to the first slide here.
[00:04:25.380]'Course, you know, we're dealing with a lot
[00:04:27.500]of different types of equipment
[00:04:29.430]and chemicals, apparatus and the supplies
[00:04:32.800]off the contracts.
[00:04:34.106]We have masks in for industrial specialty gasses.
[00:04:37.830]They handle most all those for the campus.
[00:04:42.640]If you have questions or need help for
[00:04:44.863]equipment or quotes, contact, purchasing,
[00:04:49.470]or myself when it's a scientific kind of item,
[00:04:54.099]'cause I can help get comparative quotes.
[00:04:57.980]Or if you know the sales people you can also contact them.
[00:05:02.210]With Uniform Guidance,
[00:05:06.520]which Maggie and KT are gonna talk about more later,
[00:05:10.885]that lower level has dropped to 10,000.
[00:05:15.060]So with our prime suppliers,
[00:05:19.150]we have done bids there.
[00:05:21.330]And there's contract placing in place.
[00:05:25.256]And there is an exception there,
[00:05:29.784]especially with Fisher, their pricing
[00:05:33.490]for small equipment that's less that 5,000
[00:05:37.221]is very well-priced.
[00:05:39.800]But when we get above 5,000,
[00:05:41.580]where it's not per the contract,
[00:05:43.430]we wanna get quotes, Fisher, VWR or other suppliers
[00:05:47.860]if they're in that competitive arena.
[00:05:54.710]But on the lower prices, if you have quotes,
[00:05:59.370]you know, those can be just run through eShop.
[00:06:01.590]And they'll go right out.
[00:06:02.850]If they're over $1,000 or so, I see those and release those.
[00:06:08.820]One exception here, also is,
[00:06:12.300]and we'll touch on this a little on another slide
[00:06:14.620]is, and this happened with chemistry.
[00:06:17.270]If you're buying something in quantity
[00:06:20.820]of a small item like a hot plate stirrer,
[00:06:24.160]or some small lower priced balances,
[00:06:26.295]if you're buying 10, 12, or more of those,
[00:06:30.650]you wanna get a quote for those
[00:06:32.710]because they'll always give you a better price
[00:06:35.260]on quantity like that.
[00:06:37.894]And we'll touch on that in the slide coming up here.
[00:06:42.570]Once you have these quotes,
[00:06:43.730]make sure you attach them to a requisition,
[00:06:46.000]because if you get audited,
[00:06:47.710]they're there for the auditors.
[00:06:49.690]They can easily find those and check things out.
[00:06:54.910]As we go, if you have any questions,
[00:06:56.586]please ask 'em and we'll address them as we go
[00:07:00.700]through the slides.
[00:07:06.400]Come on.
[00:07:10.761]Now this is benefits of utilizing prime suppliers.
[00:07:15.440]All of 'em give us
[00:07:18.190]excellent customer service,
[00:07:19.410]'cause we, for a lot of 'em
[00:07:21.150]we've done prime supplier bids.
[00:07:23.840]And they have service people on campus.
[00:07:27.440]Or they also have exit customer service.
[00:07:32.570]Couple exceptions here,
[00:07:34.160]regarding the white glove delivery, short truck
[00:07:36.610]and lift gates.
[00:07:38.280]This has to with the larger equipment
[00:07:41.800]coming to campus.
[00:07:42.633]There are a few buildings that don't have docks
[00:07:44.880]or you can't large trucks in.
[00:07:47.480]So especially I'd like either Fisher or VWR orders.
[00:07:52.347]I will put white glove delivery.
[00:07:54.870]And they will bring that to your lab,
[00:07:57.550]unpack it and set it up.
[00:08:01.350]And if you have a tight place to get a large truck in,
[00:08:06.360]we'll also add short truck.
[00:08:09.730]And if you do not have a dock,
[00:08:13.900]we'll also add...
[00:08:17.030]Make sure the truck has a lift gate.
[00:08:18.700]And this does not add anything
[00:08:20.680]to the cost of your quote, your piece of equipment.
[00:08:23.570]That's all no charge,
[00:08:25.270]because there's no shipping charge,
[00:08:27.440]especially with Fisher and VWR.
[00:08:28.981]The only time that
[00:08:31.350]would come into play,
[00:08:32.400]if it was a smaller item and you wanted one day service,
[00:08:34.960]you're gonna have to be shipping that way.
[00:08:38.010]Or if it's a third-party item,
[00:08:39.810]and a lot of those run through Fisher,
[00:08:43.660]there may be shipping charges for the third party.
[00:08:47.150]But by going through eShop, though, we still see
[00:08:52.450]advantages, cost savings, of not doing extra orders.
[00:08:58.050]And, of course, with those contracts,
[00:09:01.650]the prime vendor contracts,
[00:09:03.640]we have contract pricing.
[00:09:04.830]And there could be price matching.
[00:09:07.710]And there's ease of ordering.
[00:09:10.524]When you have those quotes, you can click and drag
[00:09:13.690]the Fisher or VWR quote right to your cart,
[00:09:16.760]you don't have to punch in all that
[00:09:18.470]whatever lines you have.
[00:09:21.740]And if need be, on certain products,
[00:09:23.579]talk to the salespeople,
[00:09:26.160]they can arrange product demos
[00:09:28.560]even just with some of their suppliers.
[00:09:32.120]And sometimes there may need like if it's a water system,
[00:09:37.830]they may need to have
[00:09:39.660]like Fisher Middle Park would bring somebody in
[00:09:41.930]from Kansas City and set that up.
[00:09:43.734]A lot of the other, if it's white glove delivery,
[00:09:46.834]the delivery people will install and set those up
[00:09:50.950]in the lab.
[00:09:52.770]And I already talked about the volume discounts,
[00:09:57.019]it could be large or small purchases.
[00:09:58.860]And most all of this meets,
[00:10:04.295]comes under the requirements of the Uniform Guidance.
[00:10:12.160]Okay, here's a list of 14,
[00:10:14.400]this is in our lab and medical,
[00:10:15.770]there's two medical companies here,
[00:10:21.470]Medline and
[00:10:27.230]it's Henry Schein.
[00:10:30.660]Here we have Masks and Gas,
[00:10:32.620]our prime gas supplier.
[00:10:35.420]But the rest are all scientific related.
[00:10:38.040]And you see that probably daily.
[00:10:40.530]That's on the home page of eShop.
[00:10:47.600]Now some unique resources that we have
[00:10:50.270]are what we can help you out. Hollis,
[00:10:51.500]would you mind going back?
[00:10:52.500]Just hit the reverse?
[00:10:56.410]Thank you, you just hit the page up and stay.
[00:10:59.270]Nope, page up.
[00:11:01.680]There you go.
[00:11:02.540]I just wanted to add something.
[00:11:04.060]When Hollis was on the previous slide,
[00:11:05.707]I wanna make sure you can hear me.
[00:11:07.390]Sorry if I look a little strange here.
[00:11:09.850](chuckles) So the real point we wanna make here
[00:11:14.070]is when you're using eSHop,
[00:11:15.590]and we are gonna talk in a few minutes
[00:11:17.130]about Uniform Guidance,
[00:11:18.950]but because these are contract suppliers
[00:11:21.920]and they're prime and/or what we refer to
[00:11:25.500]as catalog vendors, we've gone through the process
[00:11:28.390]of vetting everything.
[00:11:30.020]They meet all of the uniform guidance criteria you need.
[00:11:34.620]So the purchases are going to fall within all
[00:11:38.270]the criteria we talk about
[00:11:40.130]but later in the presentation.
[00:11:42.400]So we wanna try to help reinforce that
[00:11:45.890]a lot of the purchases are already going to meet,
[00:11:49.170]that you're gonna making,
[00:11:50.003]are already gonna meet Uniform Guidance requirements.
[00:11:52.248]It's when we get outside of that realm
[00:11:54.870]that's probably gonna take a little extra effort.
[00:11:56.918]So we just wanna help reinforce that education.
[00:12:00.710]And we're gonna continue more education as the year goes on.
[00:12:04.640]We'll guide everybody through the process,
[00:12:06.560]but we do wanna make sure you know
[00:12:08.360]that when you're shopping in eShop,
[00:12:10.130]you got a lot of that already taken care, okay?
[00:12:13.290]Thank you.
[00:12:14.623]Thank you.
[00:12:19.270]Okay, some of these unique resources.
[00:12:23.938]Some of you may know, recall, inventory resource
[00:12:26.840]or in the receiving area of Beadle Center,
[00:12:30.830]we have the freezers that have enzymes,
[00:12:34.329]we have some refrigerators that have some other products.
[00:12:38.902]And we even have some dry cabinets
[00:12:41.620]for some of the suppliers.
[00:12:42.660]There's about six of 'em right now.
[00:12:44.155]But how this saves you money is
[00:12:51.010]Allen Mothersbaugh does the reordering for you it.
[00:12:53.580]This is consignment stock.
[00:12:55.870]And so either once a week or every two weeks,
[00:12:58.360]he does an order.
[00:12:59.670]And because of the bundling,
[00:13:02.150]there's no shipping charges.
[00:13:04.430]So that saves you that way.
[00:13:07.400]Also, most of those have discounts
[00:13:11.870]for the product also.
[00:13:14.210]One other tip here,
[00:13:15.720]say a researcher needs an item from one of these suppliers
[00:13:20.620]but it's not in stock.
[00:13:23.464]If you time it right, then let Allen know
[00:13:27.160]he can add that to his order
[00:13:28.820]and you'll avoid 40, $50 shipping charge.
[00:13:32.710]So that can be very, very helpful.
[00:13:37.430]We do have Smart Spend here.
[00:13:39.770]That is a Fisher scientific term.
[00:13:42.300]We're in the process of changing that.
[00:13:44.110]That is for lower cost alternative items
[00:13:48.340]where you can save money, but
[00:13:51.300]we'll change the name and then eventually have that
[00:13:54.520]on their punch-out as an icon
[00:13:57.540]so you know what those products are.
[00:14:02.606]I'm gonna add something to that,
[00:14:03.830]so that's technology that eShop offers.
[00:14:08.090]Those of you that know eShop well enough know
[00:14:10.104]it's the Jager technology.
[00:14:12.035]So basically we can use that
[00:14:14.450]across a lot of our suppliers who offer...
[00:14:17.350]You know, maybe you don't care
[00:14:18.980]if it's a CorningWare test tube.
[00:14:21.480]Maybe you're fine buying the one that was made
[00:14:25.740]by CorningWare, but doesn't have their name stamped on it,
[00:14:28.560]or some other piece of equipment
[00:14:30.629]that is considered an equivalent,
[00:14:32.850]but maybe you're gonna be able to save
[00:14:34.619]50% on the cost.
[00:14:36.650]Fisher, VWR, all of our prime suppliers
[00:14:39.220]offer several products that are like that
[00:14:41.526]in their catalogs.
[00:14:43.460]And other suppliers that are prime suppliers
[00:14:46.590]offer products like that as well.
[00:14:48.190]They're called private label products.
[00:14:50.260]So we're coming up with our own version of that.
[00:14:54.630]And, actually, you may actually get an email from us
[00:14:58.850]to participate in a naming contest for this icon,
[00:15:03.340]because it's technology for eShop.
[00:15:05.370]And we're working on this right now with Julie Davids
[00:15:08.520]and the people at Jager.
[00:15:10.220]And the concept of Smart Spend is what Fisher calls it,
[00:15:14.050]but we can use it across Jager.
[00:15:16.410]And as Hollis described,
[00:15:19.060]basically what the people at Fisher do,
[00:15:21.940]and other suppliers,
[00:15:22.960]they just apply that icon to those lower cost items.
[00:15:25.910]And they pop up when you're looking at
[00:15:28.540]something that's a name brand item.
[00:15:30.160]So when you're shopping and you're like,
[00:15:32.187]"Oh, do you like this item?
[00:15:33.377]"Would you like to pay less?"
[00:15:34.847]So it's kind of nifty.
[00:15:37.270]So look for that.
[00:15:39.550]Okay, thank you.
[00:15:40.940]Tax-free alcohol,
[00:15:42.100]a lot of you order that and know about that.
[00:15:45.260]But that's something that we have in stock
[00:15:48.978]because of our tax-free alcohol permit.
[00:15:53.650]From Fisher, VWR, you cannot order
[00:15:56.306]that directly, because you have to have a permit.
[00:15:59.330]And that's what we have through procurement
[00:16:00.860]for many decades.
[00:16:04.040]That pricing is through Fisher from Decon,
[00:16:06.710]there's their supplier.
[00:16:12.590]And that is
[00:16:15.580]rebated pricing, so it's very, very low priced.
[00:16:19.701]We have 100% or 200 proof in gallons,
[00:16:24.350]we also have that in pints.
[00:16:25.867]And then we have the 190, which is
[00:16:29.530]diluted with just 5% water.
[00:16:33.290]Now they both have some methanol-ethanol type products
[00:16:38.730]that are denatured with poisonous type items.
[00:16:42.880]Those are very expensive,
[00:16:43.980]but sometimes a lab may need those.
[00:16:47.030]But for general purposes, this is the way to go.
[00:16:49.877]And what you do is you fill out a paper requisition
[00:16:53.700]and send it to be Bob Garr at Moving Services
[00:16:56.400]and you can fax that to 7051.
[00:16:59.500]And within a day or two out of our stock,
[00:17:02.220]which is in the printing vault,
[00:17:04.249]they'll deliver it right to wherever you want it.
[00:17:10.420]International purchases,
[00:17:11.890]a number of you get involved with those over the years,
[00:17:14.230]'cause it's a lot of our high-end equipment comes from
[00:17:18.440]international suppliers all over the world.
[00:17:21.640]And you really need to work through procurement
[00:17:23.720]and the buyer, myself, probably has handled
[00:17:27.980]most of those over the years.
[00:17:31.867]In the past up to currently here,
[00:17:34.060]those orders have had to be done through SAP,
[00:17:37.680]but the next week or two
[00:17:39.610]we're about ready to announce that those orders
[00:17:42.380]can go through eShop.
[00:17:44.380]I still put the message and I know pat does that
[00:17:48.008]that your address is the consignment address for delivery.
[00:17:54.422]But most of 'em we try to get through
[00:17:58.170]Phil Patterson, our custom broker in Omaha.
[00:18:00.189]That's the notify party,
[00:18:01.875]just so they get paperwork so they can clear it.
[00:18:07.170]A lot of 'em are cleared in Omaha,
[00:18:08.410]but sometimes they can clear 'em in Chicago
[00:18:10.260]or east or west coast.
[00:18:13.030]And then the billings all come to myself
[00:18:16.194]and accounting person
[00:18:18.380]and then Jim Vogelaar, financial guy,
[00:18:21.700]because it's better to have
[00:18:24.770]those processed through one process.
[00:18:26.800]'Cause years ago going to departments
[00:18:29.560]and paper was getting lost.
[00:18:32.382]Also they weren't paid in a timely manner
[00:18:35.720]so once those come in,
[00:18:38.290]I check out, make sure, or get the PO,
[00:18:41.916]check with the department,
[00:18:43.541]make sure they want the same cost center
[00:18:47.350]that's on the PO, or a different cost center,
[00:18:50.670]that's their choice.
[00:18:52.860]And once Jim pays those,
[00:18:55.360]then he sends that paperwork to the department
[00:18:59.070]so they have that for the records,
[00:19:00.510]to be part of the purchase order.
[00:19:06.840]And also between the med center and UNL,
[00:19:09.807]every end of the year,
[00:19:12.010]we pay $200 each for a blanket bond.
[00:19:14.937]That saves 3% when they come in.
[00:19:18.650]And then large, large dollar equipment,
[00:19:22.110]that saves thousands of dollars
[00:19:24.290]for each campus over a year.
[00:19:29.160]What you do have to pay, though,
[00:19:30.800]is if there is duty, sometimes those
[00:19:33.230]are very minimal, or we do not see those,
[00:19:36.330]but there may be freight from Omaha to Lincoln,
[00:19:40.552]or maybe Chicago and that's how those are processed.
[00:19:54.820]Okay, now formal bids.
[00:19:58.290]If you have several manufactures that make
[00:20:01.304]a piece of equipment
[00:20:02.940]and you want it to be bid,
[00:20:05.030]it could be the lower cost ITB or RFQ,
[00:20:08.580]or even something over 150,000 for an RFP,
[00:20:13.360]probably from a professor, or a post-doc,
[00:20:16.640]we would need specifications.
[00:20:19.510]'Cause we work up our attributes with our front-end
[00:20:22.640]kind of water plate part of the bid.
[00:20:27.760]And those are out for at least two weeks, 15 days.
[00:20:36.925]And sometimes that process can take a couple months.
[00:20:42.850]Now have sole source coming up here,
[00:20:45.590]but I'll just touch based on this right now.
[00:20:48.744]If it's a bid that ends up over 400,000 or sole source,
[00:20:55.110]we still have to have it approved.
[00:20:56.850]I'll make a few more comments on the next slide.
[00:21:01.340]For certain things, or prime vendor bids,
[00:21:04.160]if we do, there may be evaluation committee,
[00:21:07.170]and then before the PO is sent out,
[00:21:09.500]there's a seven-day protest period.
[00:21:12.170]So you have to keep that in mind,
[00:21:14.310]'cause we don't release the purchase order right away.
[00:21:23.260]Okay, here's the the sole source.
[00:21:24.980]And then we show you that 10,000 level there.
[00:21:31.950]And in that 10,000 to 149,999,
[00:21:36.980]you're gonna have to have the buyer
[00:21:39.400]and then the director of procurement services
[00:21:41.600]sign off on that.
[00:21:43.970]And you're gonna have to have very good justification
[00:21:46.020]due to do the uniform guidance.
[00:21:50.670]Now if you're over 150 up to the 400,000 level,
[00:21:54.938]those have to be sent over to the vice chancellor
[00:21:57.500]for business and finance.
[00:21:59.820]And depending on the process
[00:22:03.410]that could be short as two days or it might be a week or so.
[00:22:06.450]Just depending on how things work through the system.
[00:22:11.072]And then I mentioned the 400,000.
[00:22:13.211]One other thing here with the board,
[00:22:16.710]they only meet six times a year.
[00:22:18.978]So if you need to know about that timing,
[00:22:23.220]call a buyer, or if it's something for me, call me.
[00:22:26.780]'Cause we've got the listing of when they meet.
[00:22:30.940]It takes almost six weeks now
[00:22:35.910]because as of two years ago,
[00:22:40.630]they go through the vice chancellor
[00:22:42.109]out to central administration.
[00:22:44.920]And then they also have to go through
[00:22:47.380]the business affairs committee,
[00:22:49.290]so that's why I've added more time.
[00:22:51.690]So it could be as much as two months
[00:22:54.917]depending on your timing
[00:22:57.110]before an order could even be released.
[00:23:00.220]So keep that in mind.
[00:23:02.100]Hey, Hollis, I'll give an example.
[00:23:03.960]We have a project we're working on.
[00:23:05.600]This isn't scientific, but for athletics.
[00:23:07.673]We started in February just gathering information,
[00:23:12.390]trying conceptually.
[00:23:15.250]We are letting the bid in a week or so
[00:23:19.125]and just working it backwards.
[00:23:22.420]They wanted it to be at the board meeting for October
[00:23:25.358]because we know it's gonna have to be
[00:23:28.530]in for signatures by August
[00:23:32.240]and to the business affairs committee
[00:23:34.353]the end of August before September,
[00:23:36.860]so it can be at the board of regions meeting in October.
[00:23:40.510]So you do have to really be thinking about that.
[00:23:43.274]It doesn't mean you should avoid a bid,
[00:23:47.910]it just means that you gotta think about that and plan it.
[00:23:52.750]Like part of the process when you're selecting,
[00:23:55.230]what you need for the lab or for
[00:23:58.096]the equipment that's gonna be purchased,
[00:24:00.310]where it's gonna be put,
[00:24:01.700]you gotta think about that in the timeline.
[00:24:05.704]Okay, thank you.
[00:24:09.827]Got anything more here.
[00:24:12.210]Okay, that kinda ends my part, but are there any questions?
[00:24:15.590]Do you have any?
[00:24:16.423]Go ahead, Pat?
[00:24:25.957]Thank you.
[00:24:27.500]Actually have a couple of questions.
[00:24:29.040]I do wanna say, though, Hollis,
[00:24:30.220]that I'm gonna miss you a lot.
[00:24:31.890]Enjoyed working with you.
[00:24:33.585]Thank you. Very much.
[00:24:34.940]First question is on that white glove policy.
[00:24:38.322]And so that's with all of our prime vendors
[00:24:40.570]that are in eShop
[00:24:42.228]or just Fisher? No, only Fisher
[00:24:44.920]and some of the VWR large equipments.
[00:24:46.633]Okay, so it's for the large equipment?
[00:24:48.620]Yes. And do we just put that
[00:24:49.680]in internal notes?
[00:24:50.513]You don't really need it for small hot plates or balances.
[00:24:56.437]It might be a bio-safety cabinet.
[00:25:02.930]It might be a water system.
[00:25:06.212]Those are larger,
[00:25:07.867]you're gonna need a dock and help getting those in.
[00:25:13.970]We're gonna have to pay for it.
[00:25:15.340]It might be built into the quote,
[00:25:17.130]but still those quotes are very competitive.
[00:25:19.240]So we always try to use that
[00:25:22.491]whenever we can when it's applicable.
[00:25:26.530]Okay, I didn't know that was offered.
[00:25:28.420]Do we put that in internal notes when we want
[00:25:30.830]something like that? Yes, especially
[00:25:31.943]like Fisher and Glory,
[00:25:33.620]when that's in there,
[00:25:35.430]any external notes, Glory sees,
[00:25:39.160]or if it's for some reason,
[00:25:40.950]it might be a non-catalog order form, Glory will see those.
[00:25:44.044]Okay, thank you.
[00:25:46.097]Second question is on you mentioned the internal
[00:25:50.459]international orders that are gonna be going through eShop.
[00:25:54.151]So we'll probably get more information on that
[00:25:57.390]down the road, like in putting W-8s in that,
[00:26:00.170]will probably go into eShop, I'm assuming.
[00:26:03.250]Yeah, and AP needs, they need to make sure
[00:26:06.620]they have everything, all their ducks in their row,
[00:26:09.510]so that they could see those are paid
[00:26:13.730]by wire by Sheila Stewart.
[00:26:17.030]And we've gotta have them set up.
[00:26:19.036]And they don't have federal IDs, but Sheila sets those up
[00:26:22.612]and they gotta have that process working
[00:26:25.780]so we send them out.
[00:26:27.258]Now they may go by fax or they might go by an email.
[00:26:31.277]A lot of our e-Shop orders are going more by email now.
[00:26:36.100]And sometimes the fax numbers don't work or they're wrong.
[00:26:39.567]So we've been switching a lot of those over.
[00:26:42.210]Okay.
[00:26:46.010]So that's just gonna come down as a notice to everybody
[00:26:48.250]knowing that, okay, we're now gonna start doing the
[00:26:50.551]international orders. It does depend on supplier
[00:26:52.520]but it does coordinate that.
[00:26:54.590]And Sheila's got it down to a science.
[00:26:56.589]She communicates internationally
[00:26:59.502]with all those suppliers.
[00:27:01.180]A lot of them are very email savvy
[00:27:03.700]so a lot of them do their paperwork electronically
[00:27:06.690]over email, but some of 'em are fax.
[00:27:09.118]But for the most part, those are paid by wire.
[00:27:13.050]Okay, did you say
[00:27:14.779]you had an estimated time of when it may be in eShop then?
[00:27:17.310]We're thinking in the next couple of weeks.
[00:27:20.090]Oh, really? They're working on that.
[00:27:20.950]They're really working fast on getting that done.
[00:27:23.660]Great.
[00:27:24.902]Yeah, I know we had a meeting scheduled for yesterday,
[00:27:27.870]the ladies had to postpone,
[00:27:29.410]but they're really trying to get it done.
[00:27:31.060]So I'm excited about that.
[00:27:32.790]Okay, great.
[00:27:34.120]That's all I have, thank you.
[00:27:36.060]One other thing that I see,
[00:27:39.260]when Sheila converts, I mean, she's converting dollars
[00:27:42.500]to euros or whatever.
[00:27:44.110]I think there's a $10 charge that the department has to pay,
[00:27:49.600]the wire fee, you have to pay that.
[00:27:51.650]So just so you're aware of that.
[00:27:53.255](Pat speaks from a distance)
[00:27:55.984]Okay, Kim?
[00:27:57.714]It's Jill,
[00:27:59.721]no, it's fine.
[00:28:00.990]Okay, I have a sole source question.
[00:28:03.223]Does that apply just to equipment?
[00:28:05.580]'Cause we send samples in for analysis
[00:28:07.801]to like Charles River Labs.
[00:28:10.619]And sometimes that can get kind of expensive.
[00:28:13.260]So does that have to go through?
[00:28:17.073]I know what you're talking about,
[00:28:18.090]'cause sometimes those are, what?
[00:28:19.570]20,000 or better?
[00:28:20.880]Yeah.
[00:28:23.040]I mean, they're the only ones that can do that analysis.
[00:28:27.760]And because it's over the 10,000,
[00:28:30.085]you're gonna have to do a justification
[00:28:32.500]and have the two signatures on the sole source form.
[00:28:39.959]That's kind of a uniform guidance question.
[00:28:42.070]So you don't have to, at the 150 and above, right?
[00:28:46.960]Then you're gonna need to do formal sole source forms.
[00:28:51.450]But when you're in that 10,000 to 150,000
[00:28:54.785]and you send the order to Hollis through eShop,
[00:28:59.116]we can add comments.
[00:29:01.050]And so if an auditor comes in,
[00:29:03.920]we can adapt the sole source forms.
[00:29:06.390]But it doesn't have to take that long,
[00:29:07.990]or we can verify that this is a sole source.
[00:29:10.600]This lab is the only that can do it.
[00:29:12.260]For continuity of research,
[00:29:13.870]it has to continue to be done by lab XYZ,
[00:29:16.550]we can't bit this right now.
[00:29:18.124]So there are comments we can add.
[00:29:19.843]So we do need to do that, though.
[00:29:22.890]We can't just say, of course, we need to continue with this.
[00:29:26.709]We will have to add comments and things like that.
[00:29:29.020]So I have to put that in the internal notes?
[00:29:31.237]Or how does that? Yes, you can do it
[00:29:32.530]in the internal notes, talking with your buyer,
[00:29:35.085]those will all stop in purchasing.
[00:29:37.800]So they have to approve it, see.
[00:29:40.120]So their name's on it after your name's on it,
[00:29:42.770]the buck'll stop with them if the auditor comes by.
[00:29:45.660]Okay.
[00:29:46.632]Okay?
[00:29:47.750]So we don't have to use our regular sole source form?
[00:29:50.851]I'm glad you caught that. (KT speaks from a distance)
[00:29:56.750]Yeah, I think the thing to remember is
[00:29:58.360]the signature authority still follows.
[00:30:00.500]So if it's 20,000 it's within the proper range.
[00:30:05.070]But it's still going to require that sole source
[00:30:07.007]documentation to accompany it.
[00:30:09.968]But the logic is that if it's a sole source,
[00:30:14.040]it just means you didn't have to get competitive quotes.
[00:30:16.493]We'll still adapt it to the process
[00:30:18.594]and make sure that we notate that, hey,
[00:30:21.730]this is the sole source, we agree with the buyer,
[00:30:24.970]the person sending this in, that this is.
[00:30:27.040]And we'll adapt it and say per policy
[00:30:30.860]we agree and accept that this is a sole source
[00:30:33.220]and make sure that we document it accordingly.
[00:30:35.420]So whether the form or language adopted from the form
[00:30:40.870]is put in there.
[00:30:42.110]And it's probably a good idea that we find a way
[00:30:44.780]to make that a little more efficient in the system.
[00:30:47.370]So I kinda like the idea of looking for a way to make eShop
[00:30:50.450]help us along the way.
[00:30:52.130]So I'm gonna take a note on that, all right?
[00:30:55.260]So we may not necessarily do like above 25,000 on up.
[00:30:59.740]We were doing sole source in quote,
[00:31:03.350]but it might be adapted from that then.
[00:31:06.790]Well, we'll talk
[00:31:08.841]a little more about it in-- Okay.
[00:31:13.270]I think we still have more the vet on that,
[00:31:15.320]'cause that's a very good question.
[00:31:16.830]And I think as we're going through it,
[00:31:18.870]I think you put something through,
[00:31:20.550]and it's obvious you can't get another lab to do that,
[00:31:23.553]but if it's something that could be comparative quotes,
[00:31:27.851]when we get up here and we're gonna define a little bit more
[00:31:31.360]on sole sources and what Uniform Guidance says about it,
[00:31:36.210]'cause I don't wanna be the first university
[00:31:38.381]audited on this. (chuckles)
[00:31:40.321]Nobody wants to be the first,
[00:31:42.020]but I'm sure somebody's gonna have to be.
[00:31:44.373]And all the other procurement leadership,
[00:31:47.370]for the Big 10, we were talking about this
[00:31:49.520]at our last two meetings
[00:31:50.810]and really getting into the definition of this.
[00:31:53.130]So we're all comparing notes
[00:31:54.710]and making sure that we all understand it thoroughly.
[00:31:59.410]We feel strongly that pretty much at every level,
[00:32:03.020]it's just gonna be the obligation on us
[00:32:05.210]to document very carefully
[00:32:07.237]in a consistent manner.
[00:32:09.675]So like I hear what Hollis is saying
[00:32:12.650]and what KT is suggesting is on lower dollar,
[00:32:16.370]if it's a lab transaction,
[00:32:19.009]and we commonly purchase from this company,
[00:32:21.630]and that makes logical sense.
[00:32:23.330]No, you're not gonna go to another laboratory for this
[00:32:25.500]because this is exactly what they do.
[00:32:27.140]But if it's a piece of equipment,
[00:32:28.610]where we had a choice,
[00:32:30.180]we might need to do a comparative quote,
[00:32:31.930]that's what the Uniform Guidance says
[00:32:34.950]just to justify
[00:32:36.010]that it's a reasonable purchase value,
[00:32:39.260]even though that's the one you need
[00:32:41.650]and it's go the features that you're looking for.
[00:32:45.000]So I'll get into that in a minute.
[00:32:47.680]If we can find a way to make it easier in eShop
[00:32:50.820]and not attach that form,
[00:32:52.830]that could be something we can do, too.
[00:32:54.570]We haven't investigated that, but I like that idea, I do.
[00:32:58.750]'Cause, you know, I think some of our processes,
[00:33:01.053]all the forms and scan this and attach that,
[00:33:04.360]are also time consuming for all of you.
[00:33:07.970]And we'd like to find easier ways to do business.
[00:33:11.020]So it doesn't have to be that form.
[00:33:13.450]Maybe there's an easier way.
[00:33:15.490]So I know you're all used to it.
[00:33:17.840]Would you mind if we took a few pieces of paper away?
[00:33:20.521](laughs) (audience laughing)
[00:33:23.070]So we'll look at easier ways,
[00:33:24.910]but we'll continue that discussion.
[00:33:27.400]Sorry.
[00:33:28.450]Thank you, any other questions?
[00:33:37.890]Okay, so from online it says,
[00:33:40.787]"Can we still P-Cards to process international orders?
[00:33:45.091]"Of course if the item is allowed
[00:33:47.447]"and it is under the dollar amount?"
[00:33:51.180]So I think this is a partial scientific
[00:33:54.100]and also maybe...
[00:33:56.459]You weren't paying attention were you?
[00:33:58.154](laughs) It's okay.
[00:34:00.874](woman speaks from a distance)
[00:34:03.090]So can we still use P-Card to process international
[00:34:06.980]orders, of course, if the item is allowed
[00:34:09.790]and it is under the dollar amount?
[00:34:13.540]Well, I know sometimes in biological science,
[00:34:17.380]years ago, sometimes their cards would get compromised.
[00:34:20.260]So I think you have to be careful.
[00:34:23.910]I mean, you certainly have the $5,000 level.
[00:34:29.180]So on the university's, we're not changing
[00:34:31.620]the P-Card level, so you're not gonna get in trouble
[00:34:33.530]with Uniform Guidance.
[00:34:34.363]There's a $5,000 daily and a $10,000 monthly.
[00:34:37.830]So you're not gonna go over that
[00:34:39.550]without asking to.
[00:34:40.810]And then your P-Card
[00:34:42.250]people that couldn't give you those rights
[00:34:44.000]is going to do more work.
[00:34:46.490]Using your card internationally,
[00:34:48.470]at the med center where I'm from,
[00:34:50.340]it's very rare occasion.
[00:34:51.700]We usually go through the controller's office
[00:34:53.530]when you're kind of doing that.
[00:34:54.550]Because people are like, "Oh, this guy wants it from
[00:34:59.167]"this African country."
[00:35:00.390]And it's very legit, but we've never done it before
[00:35:03.300]and they get nervous about it.
[00:35:04.800]So certainly the P-Card is used internationally
[00:35:08.420]and can be used internationally,
[00:35:09.960]but with caution on some of it.
[00:35:15.560]That it, Sarah?
[00:35:17.400]Okay, we'll turn it over to KT and Maggie.
[00:35:24.698]I'll use this one.
[00:35:26.463](Maggie speaks from a distance)
[00:35:32.940]Okay, so my name is KT Nelson.
[00:35:34.790]I management procurement services
[00:35:36.620]at University of Nebraska Medical Center campus.
[00:35:38.740]And I have to say thank you to Hollis, too.
[00:35:40.620]I joined seven years ago and Hollis has been invaluable.
[00:35:42.972]I have a long-term science research buyer as well
[00:35:47.490]and she just retired last month after 29 years.
[00:35:50.748]So between Hollis and Claire
[00:35:53.090]we had upwards of 100, I mean, so much experience.
[00:35:57.350]So thank you to them for taking us on years ago
[00:36:01.090]and helping us come along.
[00:36:02.302]Uniform Guidance is something
[00:36:07.320]that all four campuses are doing.
[00:36:09.210]So that's why I'm here just as a resource
[00:36:11.983]and a collaboration and a colleague effort
[00:36:16.490]between our campuses.
[00:36:17.569]Uniform Guidance, what is it?
[00:36:20.344]It is the federal government cleaning up their
[00:36:25.630]20-some volumes of guidance that has been in place
[00:36:28.700]for years, decades, into one volume.
[00:36:32.270]That's a very big volume, but it's one volume.
[00:36:34.810]So they've gone through all of the requirements
[00:36:37.430]on how you use federal money when you do your research.
[00:36:40.542]It started being implemented in 2014.
[00:36:44.115]Right now, July 1, 2018 is the final deadline.
[00:36:49.200]So all procurement organizations across the country
[00:36:52.617]are now flipping with the Uniform Guidance standards.
[00:36:56.881]So the Office of Management and Budget,
[00:37:00.498]they are the people that are running
[00:37:03.550]the Uniform Guidance across the country.
[00:37:06.080]They will be doing audits and universities.
[00:37:08.212]We have hundreds of millions of dollars at the Med Center,
[00:37:11.350]Lincoln has hundreds of millions of dollars
[00:37:13.130]of federal grants.
[00:37:14.500]So it will be at some point,
[00:37:16.980]our books will be looked at.
[00:37:18.330]I'm sure other people are in front of us,
[00:37:21.660]so we'll learn from their audits as well
[00:37:23.650]what Uniform Guidance is looking for.
[00:37:26.190]We are sticking with that $10,000 number.
[00:37:28.938]Some parts of Uniform Guidance give a lower number,
[00:37:31.620]but all of the big universities are sticking
[00:37:33.740]at that $10,000 mark as the point
[00:37:36.010]that you start having to get quotes at.
[00:37:39.651]Its intent is to spend money better.
[00:37:43.370]So the, technically, right?
[00:37:48.270]It's for federal grants.
[00:37:49.510]However, there is something in the federal code
[00:37:52.081]that says, watch out,
[00:37:54.210]we're going to look at all your spending.
[00:37:56.270]You should do it the same way
[00:37:57.680]for non-federal money that you do for federal money,
[00:37:59.860]'cause they know that if you have
[00:38:02.598]access to cost centers,
[00:38:04.220]you probably have access to other cost centers
[00:38:06.220]that aren't on your federal grant.
[00:38:07.690]And they're gonna make sure that you're not moving money
[00:38:10.080]and behaving differently.
[00:38:11.499]So they want all of the grants, all of the cost centers,
[00:38:15.490]grant or non grant,
[00:38:16.667]to be administered the same way.
[00:38:19.200]So that's why these purchase levels
[00:38:21.260]are gonna be administered
[00:38:22.380]whether it's a federal grant class center or not.
[00:38:30.336]Oh, wrong way.
[00:38:33.580]So that's that point.
[00:38:34.870]It's going to include everything that every campus buys.
[00:38:38.860]So I'm at the Med Center campus.
[00:38:40.351]We have colleagues on all four campuses,
[00:38:42.526]Kearney, UNO, Lincoln, we've all worked together.
[00:38:45.858]There's a few different spots
[00:38:48.230]where the procurement rules are published.
[00:38:52.174]So you've got the Board of Regents guidelines,
[00:38:54.485]then you have campus policies and you have campus websites.
[00:38:57.735]So we, as a group, have gone through
[00:39:00.250]and cleaned up all of those.
[00:39:01.564]And they're going to be posting, July 1,
[00:39:05.000]the Board of Regents meets on June 28th,
[00:39:06.882]once they agree to all the changes we've made,
[00:39:09.860]they'll get posted.
[00:39:11.060]So the Board of Regents rules
[00:39:12.470]will be all one for everybody,
[00:39:14.341]then all of our campus policies will fall in line.
[00:39:17.800]And all of our websites will say the same thing, too.
[00:39:21.290]So it doesn't matter what campus you're on,
[00:39:22.968]everybody's gonna have the same buying rules.
[00:39:26.462]Right now you guys had that $25,000 kind of an up limit.
[00:39:30.764]UNMC was an open limit up to 150.
[00:39:34.566]It was a recommended.
[00:39:35.901]So right now it's a hard stop at the 10,000.
[00:39:44.120]So I can let Maggie give a little step in.
[00:39:46.900]And she'd talk about your campus and these purchase levels.
[00:39:51.820]It is the same, though, at every campus.
[00:39:53.710]So we've worked really hard and we will
[00:39:56.140]back each other up should someone need help
[00:39:59.300]on a purchase at a different campus
[00:40:01.780]or we work for campus-wide,
[00:40:03.285]to do like we did for the office supplies
[00:40:06.920]or we do for the medical supplies,
[00:40:08.590]or the science research supplies.
[00:40:10.460]So when we do those,
[00:40:11.320]we're all operating under the same rules.
[00:40:17.930]I could just let her take in anyway.
[00:40:19.360]She's doing a great job.
[00:40:20.716](KT chuckles)
[00:40:22.050]KT has been more than invaluable in this process.
[00:40:27.370]She's actually led the team that helped
[00:40:31.142]do the entire revamp for Uniform Guidance for us.
[00:40:35.484](chuckles) And she helped rewrite
[00:40:37.700]the entire board policy, chapter six,
[00:40:39.850]for the entire team, for procurement.
[00:40:42.350]So we really owe a lot to KT.
[00:40:45.320]We are very grateful, too, thank you.
[00:40:47.814]That's a lot of work.
[00:40:49.480]It's not small going through that entire chapter, thank you.
[00:40:54.390]And this is something that, for me,
[00:40:56.580]being kinda new to higher ed,
[00:40:58.500]I think those of you that know me here on this campus
[00:41:00.620]know it's just my second year,
[00:41:02.298]not in purchasing, but here in higher ed,
[00:41:05.220]so it was still getting used to all of this.
[00:41:07.490]A micro-purchase, as you probably don't,
[00:41:10.300]it's not micro to me.
[00:41:11.700]At home, $10,000 is a lot of money,
[00:41:13.887]but on our campus, that used to be 25.
[00:41:17.360]So now that's that threshold
[00:41:19.206]where you need to, below that,
[00:41:24.300]you don't have to worry about it.
[00:41:26.030]But above that, you're gonna have to worry about
[00:41:28.464]the quotes, okay?
[00:41:31.170]So that is what Uniform Guidance is saying, basically.
[00:41:38.280]Up to $10,000 you're not gonna have to worry about those
[00:41:41.604]competitive quotes.
[00:41:43.350]But a small purchase,
[00:41:44.477]so you really, you could probably say
[00:41:47.290]between zero to 999,
[00:41:51.160]small purchases, 10,000 up to the $150,000 level,
[00:41:55.042]which is called a small purchase
[00:41:58.040]or this is what Uniform Guidance refers to it
[00:42:01.270]as simplified acquisition threshold,
[00:42:03.610]which is, for us, 150,000, which is the same
[00:42:07.130]as Uniform Guidance.
[00:42:08.466]That is where you will need to have competitive
[00:42:12.250]or comparative quotes,
[00:42:13.510]depending on which way you phrase that.
[00:42:16.790]And this is what our website
[00:42:19.180]will be updated to read as well.
[00:42:20.772]So as we're kinda stating throughout here.
[00:42:24.255]And then our competitive proposals, RFPs, no changes
[00:42:28.168]for over 150,000.
[00:42:30.350]It's the same as we've always had.
[00:42:32.079]And then one major change,
[00:42:35.477]and this may not affect the scientific community,
[00:42:38.710]but this is affecting particularly those areas
[00:42:42.076]like in facilities in some of the custom build areas,
[00:42:44.638]it may affect a specific project.
[00:42:46.813]This last bullet is a big change in Uniform Guidance
[00:42:51.630]is contractors who assist in drafting specifications
[00:42:55.700]for some project are not allowed to compete in the RFP.
[00:43:01.430]So it's important to make note of that.
[00:43:04.430]If your professor or somebody is wanting
[00:43:08.080]to work with a specific supplier,
[00:43:10.340]we're gonna wanna have a conversation beforehand
[00:43:13.680]and talk about that
[00:43:15.360]so that we can kind of understand
[00:43:16.860]the nature of that relationship,
[00:43:18.810]that if it's going to go out for bid,
[00:43:20.544]or if it's a sole source.
[00:43:23.100]So we're gonna have to understand that beforehand.
[00:43:25.420]So engaging procurement early will be the right way
[00:43:29.710]to have that discussion.
[00:43:31.060]So that if it should go out for bid,
[00:43:33.014]that would disqualify that supplier
[00:43:35.430]from competitive bid situation.
[00:43:37.860]Does that make sense to everyone
[00:43:39.970]or did I-- And this is a big change.
[00:43:41.873]Yeah, and this is huge. And it's in
[00:43:43.220]the construction areas, it's also in specialty research.
[00:43:46.984]We have down at the Med Center all kinds of
[00:43:51.630]things that are specially built
[00:43:53.340]and a lot of them are designed using the vendor
[00:43:56.040]that's going to build and help write the specs.
[00:43:58.558]Unless it's truly, truly a very obvious sole source,
[00:44:03.440]you don't wanna involve those vendors to the point
[00:44:05.550]where they become disqualified from bidding
[00:44:07.960]on the final product.
[00:44:09.580]So it's easy to see it in construction,
[00:44:11.730]like those audio-visual guys that come in
[00:44:13.760]and say this is where all the mics are gonna go
[00:44:15.950]and this is where all the TVs are gonna go.
[00:44:17.530]You don't want them doing that anymore
[00:44:18.980]or they're not gonna be able to bid on
[00:44:20.660]putting all that stuff in.
[00:44:22.070]It helps your construction people,
[00:44:24.740]gives them a quick out that they don't have to decide
[00:44:27.290]where the plugs go and where all the outlets are
[00:44:30.170]and where all the visual cables go.
[00:44:32.324]But for Uniform Guidance, it's not gonna be allowed anymore.
[00:44:36.100]So it's a big change.
[00:44:37.789]And I would also point out,
[00:44:39.626]when we work, Maggie and I,
[00:44:42.380]with our colleagues at other universities.
[00:44:44.329]Now a lot of universities are very nervous
[00:44:46.760]about Uniform Guidance.
[00:44:48.148]It does look like a lot more work.
[00:44:50.670]Getting quotes for everything over $10,000
[00:44:52.466]can be a lot of work.
[00:44:55.004]The big plus that we have is that five years ago,
[00:44:59.029]Nebraska invested in eShop,
[00:45:01.296]the Jager software system that we call eShop.
[00:45:03.990]And it's going to allow us to do a lot
[00:45:07.280]with the people we have.
[00:45:09.020]So adding quotes, looking at quotes,
[00:45:11.760]using those front tiles,
[00:45:13.060]where all the stuff has already been competitively bid,
[00:45:15.762]using those front tiles to purchase your items
[00:45:20.110]or get quotes from two different places.
[00:45:21.719]You can get a quote from VWR and Fisher.
[00:45:26.525]So you can attach those.
[00:45:28.650]And in those cases, we've already got competitive quotes.
[00:45:31.220]So using the system and then the system's gonna route it
[00:45:34.610]for the right signatures,
[00:45:35.810]and the right people are gonna look at it at dollar levels,
[00:45:38.230]things will stop.
[00:45:39.249]The system is going to help us a lot.
[00:45:41.792]So for the universities that haven't invested
[00:45:44.290]in something like this, they're scrambling right now
[00:45:46.459]to try and create that wheel that we've already had
[00:45:49.450]five years learning how to adapt.
[00:45:51.834]So we're very lucky to have that.
[00:45:53.656]And it's going to give you guys
[00:45:58.150]some piece of mind, too,
[00:45:59.140]that there's other people looking at this
[00:46:00.760]and it's not going to affect your research dollars
[00:46:03.220]that you have somebody here trying to help you, too,
[00:46:05.570]with the rules, before you get into any trouble.
[00:46:08.230]KT, you made a really good point.
[00:46:09.730]We are ahead of the game when it comes to e-procurement.
[00:46:13.225]Just driving the system and the software
[00:46:16.600]that we already have really does make it a lot better.
[00:46:20.040]So especially in the scientific arena,
[00:46:22.684]eShop is definitely state-of-the-art.
[00:46:26.520]And we probably are in the best state,
[00:46:28.654]best condition, with the suppliers that we have.
[00:46:31.210]So if there's something you need that we don't have there,
[00:46:35.050]definitely keep us apprised.
[00:46:36.317]And we're gonna have somebody in place.
[00:46:38.760]We've got some really good candidates.
[00:46:40.346]We're really excited about who we've got in the wings.
[00:46:43.210]And we'll be excited to let you know in that area.
[00:46:47.330]So we're not stopping for nothing,
[00:46:49.581]but we just wanna keep you posted here.
[00:46:52.194]That last one, if you have something that comes up,
[00:46:56.700]if it's a new project, if you hear about it,
[00:46:58.765]we're probably gonna wanna make sure
[00:47:01.300]that we're engaged earlier in the process,
[00:47:03.910]not waiting until they're about 70% down the road,
[00:47:08.460]like maybe up front just having a conversation.
[00:47:15.100]Okay, I promised a little bit of information.
[00:47:17.840]How am I doing on time?
[00:47:18.820]Good, we're fine.
[00:47:20.479]So this is actually some detail from
[00:47:24.757]one of our Big 10 procurement leadership meetings.
[00:47:29.300]There's, what is it?
[00:47:30.390]16 schools in the Big 10, I think, if I'm not mistaken?
[00:47:34.780]14?
[00:47:35.742](audience member speaks from a distance)
[00:47:36.970]Okay, thank you.
[00:47:38.872]I can't count.
[00:47:40.680]I said, "Why is it called the Big 10?"
[00:47:42.540]That drives me nuts.
[00:47:44.120]It makes absolutely not sense.
[00:47:45.896](audience member speaks from a distance)
[00:47:46.729]Yeah, okay, so, see?
[00:47:49.330]None of it makes any sense?
[00:47:50.650]All right, I'm just having fun.
[00:47:53.630]So this is probably one of the coolest things
[00:47:55.580]is getting together with people that...
[00:47:58.140]You know, this academic alliance,
[00:48:00.190]and we all trade notes.
[00:48:02.400]And some of these people actually read the entire
[00:48:05.500](chuckles) Uniform Guidance.
[00:48:07.260]And we kinda compiled this slide
[00:48:09.720]that told us what were the most distinct challenges
[00:48:12.100]we were gonna have to face.
[00:48:13.510]And so we set up this definition
[00:48:15.580]that told us exactly what we had to worry about
[00:48:17.520]when it came to sole sources.
[00:48:19.300]So everybody said, "So what is a sole source?"
[00:48:21.708]it's procurement by noncompetitive proposals.
[00:48:24.669]So everybody had kinda differing
[00:48:28.370]definitions of it, but we just said that's what it is.
[00:48:30.896]It's a solicitation of a proposal
[00:48:33.530]from one source.
[00:48:34.710]And it's considered legitimate
[00:48:36.250]when only one or more of the following circumstances apply.
[00:48:40.562]And I'm going to add that number one, that has to be proven.
[00:48:46.760]We could've written a longer sentence there,
[00:48:49.330]but let me just say that what we're finding out,
[00:48:52.020]it means that you literally have to demonstrate
[00:48:54.710]that it can only be available from a single source.
[00:48:58.030]Doesn't just mean you can say, "We really like it
[00:49:00.710]"and it's a really nifty camera."
[00:49:03.683]because if there are more than one source out there,
[00:49:06.470]or is more than one source, then it already is disqualified.
[00:49:09.920]It literally has to be proven.
[00:49:12.979]Number two, the public exigency or emergency
[00:49:16.090]for the requirement would not permit a delay
[00:49:18.855]resulting from a competitive solicitation,
[00:49:22.500]meaning it's a rush, literally.
[00:49:24.880]Now if somebody tries to fake that into the situation,
[00:49:27.413]an auditor might be able to figure that out.
[00:49:30.760]So we know those happen, emergencies happen.
[00:49:34.630]If the entity expressly authorizes
[00:49:38.694]that that particular item
[00:49:40.800]has to be bought
[00:49:42.110]and we don't have the opportunity
[00:49:43.900]to get a proposals, that happens, but not very often.
[00:49:48.330]I haven't seen it very often.
[00:49:50.246]This last one is the one that we saw
[00:49:52.955]that really we think is gonna be the most common situation
[00:49:59.270]is competition is not adequate,
[00:50:02.670]but you're still gonna have to look around.
[00:50:05.300]So this is something
[00:50:07.460]that I think is gonna have to happen more frequently
[00:50:09.590]than we've seen in the past.
[00:50:11.390]So if somebody needs microscopes
[00:50:13.490]or some expensive equipment in certain situations,
[00:50:16.680]there are many times I think we're gonna see more
[00:50:19.560]situations where we have to get competitive bids.
[00:50:23.290]So we've had a lot of conversations about it
[00:50:27.860]with some very experience scientific buyers
[00:50:31.090]and our suppliers are ramping up
[00:50:33.570]to try to help us prepare for it.
[00:50:35.500]So I think we've got a lot of good prime vendors.
[00:50:38.630]Yeah, and I would just say a couple things
[00:50:40.640]on this slide.
[00:50:41.840]So if you're in the room, or you're listening,
[00:50:45.020]and you are in that construction area,
[00:50:47.920]so purchases and how you would spend your money,
[00:50:53.549]instead of doing RFPs or sole sources,
[00:50:56.590]you do request for qualifications.
[00:50:59.280]That's a little different from this.
[00:51:01.030]So don't get nervous that your world's changing,
[00:51:04.550]qualifying suppliers for large building a building
[00:51:08.600]and things like that is still in place
[00:51:11.080]and acceptable in Uniform Guidance.
[00:51:13.660]So what we're talking about here for RFPs and sole source
[00:51:16.140]at the 150, is when you're out there looking
[00:51:18.730]for goods and services that could be found elsewhere.
[00:51:21.714]I'll say that I joined seven years ago,
[00:51:24.430]I really pushed on the buying group to move away
[00:51:27.740]from sole source.
[00:51:29.030]We do 30% more RFPs now than we've ever done before.
[00:51:33.410]We have saved millions, millions of dollars doing RFPs
[00:51:38.790]instead of sole sources.
[00:51:40.221]That being said, people are scared of it
[00:51:42.410]because, oh, it's gonna slow everything down
[00:51:44.250]and I can just get four signatures and I'm done
[00:51:46.840]versus doing a bid.
[00:51:48.126]Between all the campuses, we have templates.
[00:51:51.120]We are set to go.
[00:51:52.610]We will turn bids around in a fast time period.
[00:51:55.240]Yes, they have to be on the street
[00:51:56.490]for at least 15 days.
[00:51:58.135]But putting it on the street
[00:52:00.360]and taking it off in a timely manner
[00:52:02.216]you may get a bid you didn't expect.
[00:52:04.880]I have had College of Dentistry, I've had other
[00:52:09.110]scientific equipment very surprised at where they ended up
[00:52:12.763]versus what they thought
[00:52:14.090]they were gonna do a sole source on.
[00:52:15.950]So it is helpful.
[00:52:17.338]If no one replies, or if it's really a sole source,
[00:52:20.970]or you request quotes even in that lower range
[00:52:23.640]and you don't get any responses back
[00:52:25.120]but the one you wanted anyways, you've done your work.
[00:52:28.260]It doesn't mean you have to have three quotes.
[00:52:30.400]It doesn't mean you have to have three bids
[00:52:32.340]respond back to your RFP, it just means
[00:52:35.340]that we've done our due diligence,
[00:52:37.250]we've done the work and we've given a fair shot
[00:52:40.267]to the open market.
[00:52:43.990]And due diligence is one of the biggest
[00:52:45.945]purposes behind Uniform Guidance,
[00:52:49.090]is just ensuring that that's there.
[00:52:51.018]When you think about it, 15 days isn't that long
[00:52:53.570]when I see how long some of these things float around.
[00:52:56.020]But any questions?
[00:52:59.010]I think we're gonna summarize.
[00:53:01.640]'Kay, I know this is kinda dry material.
[00:53:06.700]Oh, okay.
[00:53:08.717]I think we reinforced this point, right?
[00:53:11.610]Use eShop, it's there to help you.
[00:53:13.980]And it basically, if you're working with contracted
[00:53:17.890]prime suppliers, you're already meeting
[00:53:20.700]Uniform Guidance requirements.
[00:53:22.230]I mean, those suppliers are,
[00:53:25.840]you know, when they're in eShop,
[00:53:27.340]they are on those tiles.
[00:53:29.770]We have prime supplier agreements with those suppliers.
[00:53:33.030]We've done the bids.
[00:53:34.290]Everything in that contract,
[00:53:35.820]everything available to you there has been negotiated.
[00:53:40.160]And we are planning more information
[00:53:42.450]about Uniform Guidance as we go forward.
[00:53:44.660]But we thought it was really pertinent
[00:53:46.632]to come and support Hollis,
[00:53:48.660]because there's often so much surrounding
[00:53:51.314]the special nature of the things
[00:53:54.170]that he sources for you.
[00:53:55.350]And that you bring to Hollis.
[00:53:57.160]So we thought it would be really appropriate
[00:53:59.580]to this audience.
[00:54:00.590]So thank you for letting us share.
[00:54:05.398]Hollis, do you wanna wrap up?
[00:54:13.440]Thank you, Maggie.
[00:54:18.283]I mean, this goes for myself,
[00:54:19.620]but any of our other buyers also,
[00:54:21.260]but you wanna engagement procurement
[00:54:24.450]as early in the process as you can,
[00:54:26.520]especially if it's a large purchase,
[00:54:27.930]or even like if it's over 400,000
[00:54:30.680]so you know the time frame.
[00:54:32.810]Get help, mitigate risk,
[00:54:35.305]even on the international purchases.
[00:54:37.550]And it protects the researchers
[00:54:40.540]from various different aspects.
[00:54:41.871]Of course, starting July 1, you need to comply
[00:54:46.130]with Uniform Guidance.
[00:54:48.440]And we help negotiate contracts.
[00:54:53.400]Used to do that a lot with Claire myself
[00:54:55.750]on like radioactive and then of course
[00:54:59.000]we've done bids for the prime vendors.
[00:55:00.670]And when we do all this,
[00:55:03.364]this frees up funds, like other startups,
[00:55:07.780]so they can buy more equipment that way.
[00:55:09.482]Our budget situation,
[00:55:13.560]that just helps save them money for
[00:55:19.550]number of types of uses.
[00:55:24.742]That the last one?
[00:55:31.740]Any final questions?
[00:55:45.470]This is about the sole source.
[00:55:46.920]So if you have some scientific equipment
[00:55:50.710]that you already have in place
[00:55:53.521]and you wanna order another piece of equipment
[00:55:56.800]that is going to be compatible
[00:55:59.199]with those other equipment, but you can maybe get it
[00:56:02.960]from other vendors,
[00:56:05.120]would that be considered a sole source
[00:56:06.960]because you want it all from that one particular vendor
[00:56:10.920]so that it all works together?
[00:56:13.670]Well, for you,
[00:56:15.260]I mean, I know what you're referring to,
[00:56:16.660]you have a lot of your weather systems around the state
[00:56:21.930]for your researcher.
[00:56:22.918]And you replace those components periodically
[00:56:27.160]'cause they wear out or they go bad.
[00:56:29.670]You've done a lot of that.
[00:56:30.600]Sometimes it's small amounts,
[00:56:32.200]sometimes you've been over 25,000.
[00:56:35.160]So it kinda depends on what it is.
[00:56:41.160]Yeah, so I think that also
[00:56:44.490]it's hard in equipment areas,
[00:56:46.250]because you have these distributors.
[00:56:47.810]And some people have the rights to distribute
[00:56:49.590]in a certain area and others don't.
[00:56:51.400]So you're almost in a sole source situation
[00:56:52.897]because you wanna buy this GE ultrasound,
[00:56:58.110]you gotta buy 10 of 'em.
[00:57:00.010]And there's only one distributor for your area.
[00:57:02.830]So you do engage with purchasing.
[00:57:05.230]We will work out on the best contracted pricing
[00:57:07.500]we can get for you.
[00:57:08.333]We do have access to cooperatives
[00:57:10.131]as well as the things we've negotiated ourselves.
[00:57:12.850]So we can look at pricing from a couple different angles.
[00:57:16.540]It might be the distributor,
[00:57:17.670]but once we give 'em a different tier,
[00:57:19.180]we get a difference price
[00:57:20.870]once we tell them what other cooperatives
[00:57:22.870]we're belonging to.
[00:57:23.940]So just know that even though it is a sole source,
[00:57:27.230]there are other ways to get pricing
[00:57:28.660]than just your salesperson.
[00:57:32.750]And some of it is us just knowing what you're doing
[00:57:35.490]and looking at what other access we have
[00:57:37.570]to other pricing for you.
[00:57:39.520]Now there'll be times when you have a piece of equipment
[00:57:42.347]and you have to buy the right
[00:57:45.114]items to put in that piece of equipment for research.
[00:57:48.292]So you can't just go,
[00:57:49.950]you have an Agilent piece of equipment,
[00:57:51.840]you have to buy this different Agilent,
[00:57:53.557]all the supplies that go in it,
[00:57:55.690]or else your warranty doesn't work.
[00:57:57.520]So, of course, those are sole sources.
[00:57:59.760]However, when you get up there and you're buying
[00:58:02.103]$150,000 of these things,
[00:58:04.259]let us at least look at what you're committing to
[00:58:06.758]so we can help you with some of that pricing.
[00:58:11.143]And I might just add,
[00:58:12.670]sometimes on some of this equipment,
[00:58:15.202]might be after depreciation, after eight years,
[00:58:19.140]but we do see a number of upgrades.
[00:58:21.162]And most of the time it's gonna have to come
[00:58:25.702]from the supplier.
[00:58:27.820]I mean, usually those larger companies are the manufacturer
[00:58:30.334]and they may be 50, $100,000 with the repair
[00:58:36.670]plus an upgrade of a system.
[00:58:40.493]And then that kinda extend the life
[00:58:42.950]of our accounting, asset people always wanna know that,
[00:58:46.386]but if it's outside of the depreciation of eight years,
[00:58:50.760]they don't add that in.
[00:58:52.320]So we have to look at each situation
[00:58:53.210]as it comes through.
[00:58:54.580]So, yes, that help?
[00:58:58.122]Thank you.
[00:59:01.610]Okay, it's 4 o'clock.

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June PED Talk

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