Procurement Services Forum
May 2010
Today’s AgendaNew Procurement Services Website
Business Diversity Program
Electronic Reimbursement Project
Request: Send invoices to AP
Small Dollar Transition
Strategic Contract Demonstrations
• Hardware IT: CDW-G• Compressed Gas: Praxair Demonstration
Announcing:
the new Procurement Services Website
David WrightDirector of eCommerce
Business Diversity Program Procurement Services Forum
Chesca Ward, Diversity Manager
Diversity OpportunityTransparency
The UW has a Business Diversity Program?
• The University of Washington will be an academic community strengthened by the utilization of businesses whose ownership is representative of the diverse community we serve.
Vision
• We proactively engage with and support the University of Washington’s commitment to creating an environment for businesses contracting with the University that reflects diversity, promotes opportunity, and values transparency.
Mission
Business Diversity Program Goals
Improve reporting
Educate and encourage internal customers about BDP
Develop resources to connect M/WBEs with “buyer/decision makers”
Improve capacity of M/WBEs doing work with UW
Question #1Which of the following departments/staff are responsible for the success of the UW’s Business Diversity Program (BDP)?
A. Procurement ServicesB. Capital Projects OfficeC. Chesca Ward and Lynn BeckD. Office of Sponsored ProgramsE. All of the above
What about I-200? Is this legal?Re
mov
edMandatory goalsThe authority to reject low bidders who do not meet the M&WBE goalsPrice preferences or preference points based on race, gender, color, ethnicity, or national originConsideration of race, gender, color, ethnicity, or national origin in the final selection and award of contracts or purchases
Did
Not
Rem
oveCertification of M&WBE firms
Outreach and recruitment of M&WBE firmsVoluntary M&WBE purchasing and contracting goalsThe State's authority and duty to identify and remove barriers to equal participation in contracting and purchasingThe State's monitoring and reporting of the utilization of M&WBE firms
Question #2What did the UW spend with both minority and women-owned (MWBE) firms in fiscal year 2009?
A. MBE 10.28%, WBE 6.59%B. MBE 15.12%, WBE 8.03%C. MBE 6.87%, WBE 4.73%D. MBE 1.56%, WBE 1.08%
How We CompareWhen compared with 120 Washington state agencies, the UW ranked: • #2 in total dollars spent with MBEs• #1 for total dollars spent with WBEs• #2 overall for total spent with MBEs & WBEs• #40 for % spend with MBEs• #45 for % spend with WBEs
Upcoming Initiatives• Improving reporting capabilities• Tracking 2nd tier & subcontractor spend• Exclusions
Your Purchases Matter• Click on “Supplier Diversity” from the NEW
Procurement Services web site to learn more • Purchasing methods:
– eProcurement: Excel Gloves & Keeney’s Office Plus (coming soon)
– ProCard• Diverse Vendor Search
Other Ways to Make a Difference• Departmental Meetings• Supplier Diversity Events
– BDP Catering Event • August 11, Kane Hall, Walker Ames Room
– 5th Annual Business Diversity Supplier Fair, • December 8, Mary Gates Commons
Contact UsChesca Ward, Business Diversity Manager
[email protected], 616-3741
Lynn Beck, Business Diversity [email protected], 543-0847
http://www.washington.edu/admin/bdp/http://f2.washington.edu/fm/ps/
Electronic Reimbursement Project
Julie Condit Accounts Payable Supervisor
Electronic Reimbursement Project
• Also reduces rework, processing costs and speeds up payment
Streamline Reimbursements
• Status of reimbursement requests and ability to track payment in an electronic system (ARIBA)
Provide visibility
• Provide clear guidance and instructions • Help reduce the number of methods for
reimbursement
Provide clear guidance
Team consists of central office staff and several customers to come up with a recommendation for using an eForm for reimbursements.
What processes will this affect??
ElectronicReimbursement
Project
Petty Cash window at SFS
Departmental Revolving Fund Check Request
Purchase Order
Request to send invoices to Accounts Payable
Julie Condit Accounts Payable Supervisor
Request to Send Invoices to Accounts Payable
•Goal is to pay 85% of invoices within 45 days of invoice date
The Goal
•In previous years we were averaging receipt of invoices within 18 days of invoice date
Our Average
•Currently we are averaging receipt of invoices within 24 days of invoice date
Current Stats
•We need your help to pay our suppliers timely, send your invoices ASAP to AP, Box 351130
How can you help?
Small Dollar Transition
Mark ConleyAssociate Director, Purchasing Services
July 1, 2010Hard cut off date for PAS requisitions under $3300 that do not meet the exception criteria
JULY 1ST CUT OFF DATE
Small Dollar Transition• Targeted approach
• Deeper Dive into the Data
• Compressed gases• 6000 transactions• Approx 20% of discrepancies• Contracts in place
• Collaborative approach
Strategic Contracts
Ray Hsu, UW PurchasingHardware IT: CDW-G
Come see the CDW-G
ShowroomIn Action!!
Purchasing/Accounting Building3917 University Way NE
Seattle, WA 981052nd floor
Hours: 8:00am – 5:00pmContact: Suzanne
Blais206.543.5834 /
Strategic Contracts
Kassy Ellefson; UW PurchasingDan Mackenstadt; Praxair
Making our planet more productive
SM
University of WashingtonSpring Procurement Services Forum
May 11-13
Praxair Contract
28
Agenda• Contract Benefits
• Praxair Service Offerings• Safety• Bundled Pricing• Delivery and Plant Capabilities
• Full Service Provider• Liquid Helium• Praxair Proactive Maintenance- Freezers
• E- Procurement (Punchout) • Sustainability
• Contract Benefits
• Praxair Service Offerings• Safety• Bundled Pricing• Delivery and Plant Capabilities
• Full Service Provider• Liquid Helium• Praxair Proactive Maintenance-
Freezers
• eProcurement (Punchout)
• Sustainability
Agenda
29
Agenda• Contract Benefits
• Praxair Service Offerings• Safety• Bundled Pricing• Delivery and Plant Capabilities
• Full Service Provider• Liquid Helium• Praxair Proactive Maintenance- Freezers
• E- Procurement (Punchout) • Sustainability
Benefits of Praxair ContractCylinder Management
Cylinders are bar-codedTracked by delivery point, purchase order and productProvides E H & S with HAZMAT reporting by location and product
Bundled PricingIncludes rental, delivery, hazmat, product price in one cost
One Source, Total SupplyManufacturer of all base molecules including Helium (Ar, H2, N2, CO2, O2)Manufacturer of cylinder gases and equipmentDistributor of Chart MVE and Taylor Wharton Cryogenic Equipment
Dedicated ResourcesOn site Account ManagerDedicated Customer ServiceDedicated Delivery Personnel, daily delivery to UW Campus
30
Agenda• Contract Benefits
• Praxair Service Offerings• Safety• Bundled Pricing• Delivery and Plant Capabilities
• Full Service Provider• Liquid Helium• Praxair Proactive Maintenance- Freezers
• E- Procurement (Punchout) • Sustainability
Benefits of Praxair Contract
SafetySafety seminar offeringMSDS and DOT classifications available at praxair.com, live updated data Participating in Partners in Emergency Preparedness ConferenceDrivers and onsite personnel trained in safe practices for handling gases and equipmentFactory trained personnel to service cryogenic equipment
Key Performance MeasurementsDelivery Time Tracking= 99% on time average in 2009Zero/Zero Safety IncidentsCustomer Satisfaction Survey
Continuous Improvement
31
Agenda• Contract Benefits
• Praxair Service Offerings• Safety• Bundled Pricing• Delivery and Plant Capabilities
• Full Service Provider• Liquid Helium• Praxair Proactive Maintenance- Freezers
• E- Procurement (Punchout) • Sustainability
Tacoma Plant Capabilities• Local inventory of high purity and
industrial gases
• Gas Analysis Laboratory on site– Gas chromatography
(TCD, DID)– Trace oxygen analytical
capability– Flame ionization detector– Horiba IR– Moisture analysis– Fully validated analytical
systems– FDA manufacturing facility for
USP, NF, Medical and Medical Device products
• Diverse array of cylinder types and sizes
• Fully automated dry ice cutting operation
• 2 Full time chemists in Tacoma Laboratory
• On line, centralized Plant Operations Information System– Manages all quality and
• On site cylinder maintenance and hydrostatic testing capability
• Subject to internal and external audits
32
Agenda• Contract Benefits
• Praxair Service Offerings• Safety• Bundled Pricing• Delivery and Plant Capabilities
• Full Service Provider• Liquid Helium• Praxair Proactive Maintenance- Freezers
• E- Procurement (Punchout) • Sustainability
Praxair Gas Delivery Equipment
• Praxair builds thousands of gas handling
solutions, available for immediate shipment!
• Regulators
• Flow Meters
• Gas Distribution Systems
• Gas Purification Accessories
• Gas Generators
• Valves, Pigtails, Fittings, and CGA connections
• Custom panels and manifolds for gas cryogenic
supply availableProtect the purity of your gases with the ProStar Platinum gas delivery equipment!
33
Agenda• Contract Benefits
• Praxair Service Offerings• Safety• Bundled Pricing• Delivery and Plant Capabilities
• Full Service Provider• Liquid Helium• Praxair Proactive Maintenance- Freezers
• E- Procurement (Punchout) • Sustainability
Cryogenic Products• Transfer hoses & phase
separators
• Freezers & Inventory Racks
• Aluminum Tanks– Small Storage Capacities– LN2 Dewars– Vapor Shippers
• Control Rate Freezers
• Vacuum Jacketed Piping
• Accessories / Parts
Fresh Ice Delivered Daily on Campus!
35
Agenda• Contract Benefits
• Praxair Service Offerings• Safety• Bundled Pricing• Delivery and Plant Capabilities
• Full Service Provider• Liquid Helium• Praxair Proactive Maintenance- Freezers
• E- Procurement (Punchout) • Sustainability
Praxair Handouts
36
Agenda• Contract Benefits
• Praxair Service Offerings• Safety• Bundled Pricing• Delivery and Plant Capabilities
• Full Service Provider• Liquid Helium• Praxair Proactive Maintenance- Freezers
• E- Procurement (Punchout) • Sustainability
Punchout UpdateThe Landing Page
"Praxair is the Primary Supplier", marketing tool, monthly specials, new services, highlighted products (liquid helium)….
User contact information
Communication to UsersCommunications listed on the eProcurement home page, Procurement Guide, Email announcements to Administrators. information flyer for drivers
Tutorial Update re ToxicsAdded information about Toxic ordering procedure (EH&S requirement) and user changing their "Ordering Preference"
Training Completed in April
37
Agenda• Contract Benefits
• Praxair Service Offerings• Safety• Bundled Pricing• Delivery and Plant Capabilities
• Full Service Provider• Liquid Helium• Praxair Proactive Maintenance- Freezers
• E- Procurement (Punchout) • Sustainability
Business Continuity PlanIf punchout is not functioning
Praxair computer system acts as a back up
UW pricing is all in Praxair computer system
Account #’s are set up on scheduled delivery
Order desk can take phone orders and place in to CU
Praxair Proactive Maintenance
39
Agenda• Contract Benefits
• Praxair Service Offerings• Safety• Bundled Pricing• Delivery and Plant Capabilities
• Full Service Provider• Liquid Helium• Praxair Proactive Maintenance- Freezers
• E- Procurement (Punchout) • Sustainability
Cryogenic Freezer Services
Why Praxair Proactive Maintenance?
• Increase safety for stored materials, users & Praxair
• Identify problems associated with cryogenic storage solutions before they occur.
• Reduce risk.
• Preserve and protect investments.
• Reduce complexity – one dependable, experienced resource for problem resolution.
• Ensure easy access to historical maintenance data.
• One provider, one price for all maintenance requirements.
• Ensure the equipment manufacturers’ recommended maintenance schedules are met or exceeded.
Liquid HeliumPraxair offers:
• Special pricing based on total UW volume
• Additional services such as NMR/MRI magnet shimming, movement, maintenance
• Manufacturer position, not a reseller, so can guarantee supply during allocations/shortages
• Multiple North American fill points, only PNW supplier operating two transfill facilities (one in Fife, WA, one in Richmond, BC)
41
Agenda• Contract Benefits
• Praxair Service Offerings• Safety• Bundled Pricing• Delivery and Plant Capabilities
• Full Service Provider• Liquid Helium• Praxair Proactive Maintenance- Freezers
• E- Procurement (Punchout) • Sustainability
Sustainability
• March 17 Supplier Summit
• Next meeting May 24
• Goal – to present one new idea that will improve Praxair/UW
carbon footprint or sustainability in a tangible, measurable way, within a one year timeframe.
Contacts:Procurement Customer Service [email protected] 206-543-4500
Jeff FollmanAssociate Controller; Financial Management [email protected] 543-3708
David WrightDirector; eCommerce [email protected] 616-7076
Dennis GawlikDirector; Purchasing Services [email protected] 543-4139
Chesca WardManager; Business Diversity
[email protected] 616-3741
Julie ConditSupervisor; Accounts Payable [email protected] 685-0571
Mark ConleyAssociate Director; Purchasing Services [email protected] 543-4211
Kassy EllefsonSenior Buyer; Purchasing Services [email protected] 543-5827
Dan MackenstadtAssociate Account Manager; Praxair Dan_mackenstadt@praxair
.com206-632-7138
Suzanne BlaisSenior Contracts Manager; Purchasing Services [email protected] 543-5854
Ray HsuManager; Purchasing Services [email protected] 543-0793