THE UNIVERSITY OF OKLAHOMA PURCHASING DEPARTMENT

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1 THE UNIVERSITY OF OKLAHOMA PURCHASING DEPARTMENT Prchasing Policies and Procedres Presented by: Nathan Baird, C.P.O. Acqisitions Manager Prchasing Department 1

2 What is the University of Oklahoma? The University of Oklahoma is a constittionally created state agency. (Article XIII, 8, Oklahoma Constittion) The official governing body of the University is the Board of Regents, composed of seven citizens appointed by the Governor with the advice and consent of the State Senate. 2

What does this all mean? As an instittion of Higher Edcation, we are exempt from the State Prchasing Act. (Okla. Stat. tit. 74, 74-85.

3 What does this all mean? As an instittion of Higher Edcation, we are exempt from the State Prchasing Act. (Okla. Stat. tit. 74, A) Or prchasing policies and procedres are derived from The Regents Policy Manal. (Section 4.11) 3

4 Who do we by for? This office procres prodcts and services for the University as a whole. Health Sciences Center - Oklahoma City Main Camps - Norman Schsterman Camps - Tlsa 4 Several Satellite Locations throghot Oklahoma

What do we by? Prchase are made to spport academic and research programs as well as spport activities, sch as Athletics, Facilities/Site Spport, Hosing and Food Services, etc.

5 What do we by? Prchase are made to spport academic and research programs as well as spport activities, sch as Athletics, Facilities/Site Spport, Hosing and Food Services, etc. Prchases for all three campses total over a billion dollars yearly. Items inclde scientific eqipment, frnitre, chemicals, medical spplies, repair and constrction, machinery, and services. 5

6 Small Dollar Policy Unless otherwise governed, restricted, or addressed by University policy, University departments may prchase prodcts and services directly from a vendor when the cost of the acqisition is $5,000 or less (small dollar prchases). Yo may not split orders in order to stay below the limit and avoid generating a prchase reqisition to the Prchasing Department. Desktops and Laptops rnning a fll desktop OS. Departments mst se the designated PC or Apple catalog from IT. Yo mst contact IT for any exceptions to this policy. 6

7 When does Prchasing become involved? According to Regents Policy (Section ) Generally, the dollar amont of a prchase determines whether it mst be processed throgh the Prchasing Department. The dollar limitations are on a per-transaction basis and are not cmlative. However, certain prchases, regardless of dollar amont, mst be processed throgh the Prchasing Department: Leases Use Licenses (sch as for software, intellectal property) Services Prchases involving radioactivity or animals 7

8 How do we by? Part 1 Prchases between $5,000 and $50,000 These prchases are processed competitively, Reqest for Qote(RFQ). We reqire prompt response, and can be paid off a prchase order or Procrement Card (Pcard). Usally a three day solicitation. 8

9 How do we by? Part 2 Prchases over $50,000 These prchases (nless covered by a contract) are competitively bid by formal solicitation, (e.g., Invitation to Bid (ITB) or Reqest for Proposal (RFP). Docments can be downloaded and completed. We award on best vale to the University, sing factors sch as technical experience, history, cstomer references, bid responsiveness, qality, and life cycle costing. 9

10 How do we by? Part 3 Prchases from a Sole Sorce A sole sorce procrement is any acqisition which, by the specifications needed by the reqestor or by the clear and specific restrictions imposed by a fnds provider, restricts the contract to one vendor or to one brand. The Prchasing Department can skip the competition process if there is a sole sorce jstification form and place the order. 10

11 How do we by? Part 4 Contracts that have been established may be sed in lie of competition. State Contracts - php Cooperatives E&I and ByBoard =%2f OU Contracts l 11

12 Regents Reporting and Approval Prchases between $50,000 - $1,000,000 mst be reported to the Regents on a qarterly basis. Prchases over $1,000,000 mst be approved by the Regents before the issance of a prchase order and/or contract. Meetings occr abot 7 times a year. 12

13 Other Approvals Some prodct and services reqire other approvals from specialized departments Examples are: Advertising Pblic Affairs Animal Orders Comparative Medicine Facility Maintenance Repair Facilities Management/Site Spport/Operations Insrance Risk Management Radiation Radiation Safety Committee Sponsored Fnds/Sb-Contracts Grants Acconting/ORA Technology (Hardware/Software) - IT 13

14 Signatre Athority Under Regents Policy 4.10 The Board of Regents grants to the President the power to delegate sch signatre athority to appropriate University exectives, officers and directors. All Prchasing personnel (Directors, Managers and Byers) have sch athority. Exceptions to what we cannot sign: Revene generating contracts Applications for Grants Letters of Agreement, Memoranda of Agreement, Cooperative Agreements, Teaming Agreements, etc 14

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16 Contact Information (405) X (405) Prchasing Mainline 16

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