Each university unit should have the appropriate policies and procedures in place to provide for adequate controls in each of these steps within the procurement process and must separate among two or more people the duties of these steps; whenever possible, there should be no direct reporting relationship among these individuals. A formal statement or offer made in response to an invitation to supply specified goods or services, and which contains an estimated cost for the goods or service. Must not accept any inducement, gift or hospitality from a tenderer that might compromise the integrity of the selection process. The general process for obtaining three quotes is as follows: If a successful supplier is determined, a purchase request is to be raised and all quotes are to be attached. All transactions found to be in violation of the university’s competitive bid process will be reported to the Regents as unauthorized purchases. When purchasing with federal sponsored funds additional Uniform Guidance conflict of interest requirements apply. At the procurement planning stage, consideration is to be given to: The above can be summarised in a Procurement Plan that should be reviewed at an appropriate interval, and in-line with the criticality of the contract (annually at a minimum). Purchasing: $50,000 and over 3. All procurement activities conducted on behalf of the university must be in compliance with the standards outlined in federal, state and local laws; university policies; the University of Michigan Statement on Stewardship; and Procurement Services procedures. When there is only one possible supplier for the required goods and/or services. Through further but more limited delegation of authority, detailed in SPG Section 601.24 Delegation of Authority to Bind the University to External Agreements on Business and Financial Matters, authorized department end users may commit funds on behalf of the university using a Purchase Order or purchasing card (PCard). An Independent Contractor is an individual, business or corporation that provides services to the University under a written contract. If a supplier’s assistance is required to develop the bid specifications that supplier cannot submit a bid without approval of the Director of Procurement Services and all materials gathered or prepared must be shared with all potential bidders. Evaluations must be carried out in an objective manner that is fair to all parties and uses a methodology that is fair and transparent. Understand and oversee the supplier’s performance, and notify Procurement Services of any significant performance issues. The following processes are a guide to the minimum requirements for procurement of goods and services for the University. Corporate Governance is to be consulted if deviation from standard University contract agreements is to apply. There may be extenuating circumstances where an exemption to the Procurement Policy is required. An official University corporate credit card available to University Staff members with a Financial Delegation. University units do not have the authority to change agreements; only Procurement Services may do so, and only after diligent review. These links jump directly to the specified sections: 1. While Procurement Services’ involvement is required for some of these steps, its staff can assist with any and all steps. It covers active raw materials \(including bulk products for subsidiaries and contract manufacturers\), excipients, critical \ packaging components in contact with product and imported finished goods. An offer made in writing in response to a Request for Tender. Suppliers that send invoices to university units may experience delays in payment. A university purchasing card or PCard is a credit card, granted to authorized users, that the university issues through a banking institution and that the university pays directly. The SOP should, however, aim at reducing the overall procurement costs, and at ensuring the efficiency and reliability of the supply chain. Issue a request for quote to a select set of suppliers identified as capable of fulfilling the requirements. It helps ensure that the university receives goods and services of the best value while also satisfying federal, state and university requirements. All requests for procuring supplies, equipment and services shall be submitted to the Procurement Section with a requisition using the Court’s ERP System SAP. Inclusion in the University's online Policy Library; 5. The value to be applied on the anticipated total expenditure, accumulated over the total term of the contract, in Australian Dollars and exclusive of GST. At the beginning of the contract management phase, the contract manager should identify the critical clauses in the contract and any other requirements that may influence the management of the contract. Independent Contractors are not within the normal scope of contract management. All purchases of goods and services must be done in an open and competitive environment to ensure that the prices that the university pays are fair and reasonable. An exemption to this policy and procedure may be granted to: A request for an exemption to the procurement policy and procedure must meet one or more of the following categories to be considered: A request for an exemption to the procurement policy and procedure is not required for the following goods and/or services and as such these are deemed exempt from the procurement thresholds and processes. These should be considered as the primary weightings with amendments made on an as required basis. ISO’s procurement process is meant to ensure that ISO’s needs are met for the best possible cost in terms of quality, time, and other relevant factors to support ISO’s business operations. Financial delegation in accordance with the. Assist with the selection of other members of the Tender Evaluation Panel and identify voting members of the Tender Evaluation Panel. PCards are intended for travel and hosting and for small-dollar, infrequent transactions. Requesting a “blanket” order. Purchasing is a small subset of the broader procurement function. Procurement Services will assist the cardholder in determining if another procurement method is more appropriate. Procurement to purchasing activities within the University includes ethical, compliance and financial obligations, as well as opportunities for financial savings, improved sustainability, service and quality. University staff engaging in any procurement activities are required to comply with this procedure and associated local business process. The traditional competitive procurement process allows all interested parties to submit a bid for a job, complete with all required documentation to compete fairly for jobs. A conflict of interest is a conflict between a member of the University Community’s public duty to act in the best interests of the University and their private interests. Business procurement requires preparation, solicitation, and payment processing, … Cost Principles for Educational Institutions. The achievement of a desired procurement outcome at the best possible price (not necessarily the lowest price) based on a balanced judgement of financial and non-financial factors relevant to the procurement. documentation distribution, eg posters, brochures. Purchasing: $49,999 and under 2. University employees may not tell outside parties the prices, terms, or conditions quoted by other suppliers. University employees must handle confidential or proprietary information with due care and proper consideration of ethical and legal ramifications and governmental regulations. When purchasing with sponsored funds, the retention requirements may be much longer; questions regarding retention requirements should be directed to Sponsored Programs. The Tender Evaluation Panel members must have adequate technical and operational knowledge and background about the goods and/or services required such that they are capable of providing meaningful input to the Tender process. It is the responsibility of the preparer and signing authority to confirm that vendor payments are in compliance with the University Procurement Procedure. If the request is procurement-related, the employee should notify Procurement Services of the request. An invitation to others to make an offer or proposal for the supply of goods or services, which is made in order to attract tender responses. Once an invoice is paid, Procurement Services’ ability to provide assistance in resolving disputes is diminished. These items should be generic in nature to allow for sufficient competition in meeting them; they should neither reference nor be written specific to a particular brand, model or company. 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