PROCUREMENT SERIES: PART I
JABSOM Administrators’ Meeting (JAM)Thursday, August 2, 2018, 9:30 am
MEB 315 Auditorium
PROCUREMENT SERIES: PART I
• What is Procurement?
• Micro-Purchases
• Source Selection Methods
• Showcase: SPO Price / Vendor Lists
PROCUREMENT
• Purchase of goods/services in accordance with UH, RCUH, State, and Federal policies and procedures
• Choosing the right source selection method is the key to a successful procurement. Various source selection methods available dependent on goods/services being purchased.
MICRO-PURCHASES
• Purchases made using the most advantageous price, terms, and other factors affecting the total cost without utilizing a source selection method
• Procurement documentation of the record of competition and/or source selection method is not required for micro-purchases (e.g., obtaining competitive quotes, sole source and/or cost price justification, etc.)
• UH and RCUH have different dollar thresholds for their micro-purchases
UH
ProcessingSystem
Fund Type
Dollar Threshold
UH KFS
Tuition (2xxxxxx) 0.00 <
2,500.00RTRF (3xxxxxx)
ProcessingSystem
Fund Type
Dollar Threshold
RCUH
Private (4xxxxxx)
0.00 <10,000.00*(new as of 8/1/2018)
Federal (6xxxxxx)
Revolving(0001xxx,0002xxx)
RCUH
MICRO-PURCHASESDOLLAR THRESHOLDS
https://www.rcuh.com/2018/07/30/update-to-rcuhs-micro-purchase-threshold-effective-august-1-2018/*Federal contracts micro-purchase threshold remains at $3,500. Contact your Fiscal Administrator for clarification as needed.
SOURCE SELECTION METHODS
• Only applicable for purchases above micro-purchase threshold for both UH and RCUH
• Source Selection Methods:1. SPO Price / Vendor Lists*
2. Exempt Procurements
3. Pre-Approved Sole Source Procurements / Sole Source
4. Competitive Solicitation
i. Request for Quotations
ii. SuperQuote
iii. Invitation for Bids
SPO PRICE / VENDOR LISTS http://www.hawaii.edu/oprpm/spo_pricelist/
SPO PRICE / VENDOR LISTS
• State of Hawaii Procurement Office (SPO) establishes price/vendor lists that participating state agencies may use to purchase a variety of goods/services
• UH Procurement Office maintains a list of those SPO price/vendor lists that UH (and RCUH) may utilize: http://www.hawaii.edu/oprpm/spo_pricelist/
• SPO, in conjunction with purchasing cooperative agreements such as NASPO Valuepoint, negotiate favorable pricing and terms for state agencies
• Benefits:
• Favorable pricing
• Favorable terms
• Hawaii Compliance Express not needed (most cases)
• Purchase right off the price list (some cases)
NASPO VALUEPOINT
• NASPO: National Association of State Procurement Officials
• NASPO ValuePoint: Multi-state Contracting Consortium of state governments
• Facilitate public procurement solicitations for state entities
• Provide price discounts through cost-effective and efficient acquisition of quality goods/services, i.e. economies of scale
• Negotiate favorable terms and conditions for state governments
SPO PRICE / VENDOR LISTS http://spo.hawaii.gov/for-vendors/contract-awards/price-vendor-lists/
SPO PRICE LIST 01-15HTTPS : / /SPO.HAWAI I .GOV/WP-CONTENT/UPLOADS/2018/03 /01-15-CR26 .PDF
What is it for?• Letterhead
• Envelopes
• Business Cards
How to use it?• Select products to order
off price list
• Prepare custom information, e.g. contact info for business card
• Contact Hawaii Correctional Industries to place order
• Send proofs to UH Collegiate Licensing Office for review
What else?• Process on PCard
(if <$2,500) or generate KFS/RCUH Requisition
• Cite “SPO Price List No. 01-15” on PCard or Requisition
• JABSOM Business Card Form (if applicable)
• Attach quote/proofs
SPO VENDOR LIST 15-05HTTPS : / /SPO.HAWAI I .GOV/WP-CONTENT/UPLOADS/2018/07 /APPROVED_PL-15-
05-CHANGE-NO.-29_7-16-2018 .PDF
What is it for?• Computers
• Laptops
• Printers
• Peripherals
How to use it?• Prepare brand-less, generic
specifications
• Obtain quotes:
• <$5,000: one quote
• $5,000<$100,000: two quotes
• >$100,000: three quotes
What else?• Process on PCard
(if <$2,500) or generate KFS/RCUH Requisition
• Cite “SPO Vendor List No. 15-05 / NASPO Valuepoint Master Agreement No. _____” on PCard or Requisition
• Attach quotes
• SPO-010 Form: >$5,000
• Cost Price Form:
• UH: >$2,500
• RCUH: >$10,000
SPO VENDOR LIST 16-15HTTPS : / /SPO.HAWAI I .GOV/WP-CONTENT/UPLOADS/2018/02 /16-15-CR-EXE.PDF
What is it for?• Laboratory Supplies &
Equipment with unit cost under $75,000
• Fisher Scientific
• VWR International
• Nikon Instruments (microscopes only)
How to use it?• Consolidate orders and
obtain quotes from all vendors
• Choose the quote that works best
What else?• Process on PCard
(if <$2,500) or generate KFS/RCUH Requisition
• Cite “SPO Vendor List No. 16-15 / NASPO Valuepoint Master Agreement No. _____” on PCard or Requisition
• Attach quotes
• Cost Price Form:
• UH: >$2,500 & not lowest
• RCUH: >$10,000 & not lowest
SPO PRICE LIST 16-17HTTPS: / /SPO.HAWAII .GOV/WP-CONTENT/UPLOADS/2018/07/SPO-PL-16-17-
CHANGE-NO.-9_EXECUTED.PDF
What is it for?• Coarse Paper Products
(Essentials!)
• Toilet Paper
• Toiler Seat Covers
• Paper Towels
How to use it?• Select products to order
off price list from desired vendor
What else?• Process on PCard
(if <$2,500) or generate KFS/RCUH Requisition
• Cite “SPO Price List No. 16-17” on PCard or Requisition
SPO PRICE / VENDOR LIST 17-02HTTPS: / /SPO.HAWAII .GOV/WP-CONTENT/UPLOADS/2018/07/SPO-PL-VL-
17-02-CHANGE-NO.-7_EXECUTED.PDF
What is it for?• Office Supplies
• Recycled Office Paper
• Toner Cartridges
• Dated Products
• Planners
• Calendars
How to use it?• Paper/Toners/Dated
Products:
• Select products to order off price list
• Office Supplies:
• <$5,000: one quote
• >$5,000: three quotes
What else?• Process on PCard
(if <$2,500) or generate KFS/RCUH Requisition
• Cite “SPO Price / Vendor List No. 17-02” on PCardor Requisition
• Attach quotes (office supplies)
SPO VENDOR LIST 18-04HTTPS : / /SPO.HAWAI I .GOV/WP-CONTENT/UPLOADS/2017/08 /VL-NO.-18-04-
CHANGE-NO.-1_S IGNED.PDF
What is it for?• In-Store purchases at
Lowe’s for facilities maintenance supplies
How to use it?• Obtain Lowe’s
Government Contract Card (Key-Fob)
• Shop in-store
• At checkout, present key-fob for discount and pay with PCard
What else?• Process on PCard
(<$2,500)
• Cite “SPO Vendor List No. 18-04 / NASPO ValuepointContract No. MA087” on PCard
• Attach receipts
SPO PRICE LIST 18-11HTTPS : / /SPO.HAWAI I .GOV/WP-CONTENT/UPLOADS/2018/03 /PL-18-
11_S IGNED.PDF
What is it for?• Long Distance Telephone
Services
• Transition from AT&T to Hawaiian Telcom as long distance carrier
How to use it?• Existing Depts/Prgms:
• Expect Hawaiian Telcominvoices in the future
• New Depts/Prgms:
• Contact JABSOM OIT
What else?• Generate KFS
Disbursement Voucher (DV) or RCUH Authorization for Payment (AFP)
• Cite “SPO Price List No. 18-11” on DV/AFP
• Attach invoice
SPO VENDOR LIST 19-02HTTPS : / /SPO.HAWAI I .GOV/WP-CONTENT/UPLOADS/2018/07 /APPROVED_VL-19-
02-CHANGE-NO.-1_7-26-2018 .PDF
What is it for?• Facilities Maintenance
Supplies
How to use it?• Obtain quotes:
• <$5,000: one quote
• >$5,000: two quotes
What else?• Process on PCard
(if <$2,500) or generate KFS/RCUH Requisition
• Cite “SPO Vendor List No. 19-02 / NASPO Valuepoint Master Agreement No. _____” on PCardor Requisition
• Attach quotes
• SPO-010 Form: >$5,000
• Cost Price Form: • UH: >$2,500 & only one or not
lowest
• RCUH: >$10,000 & only one or not lowest
QUESTIONS?
Thank you!