Understanding PVAMU Procurement Process and PantherBuy Training
Dive into the comprehensive training agenda covering procurement responsibilities, purchase thresholds, purchasing methods, and considerations for utilizing the PantherBuy system at Prairie View A&M University. Learn about bid limits, procurement policies, and efficient purchasing practices to uphold state and federal regulations for obtaining goods and services. Gain insights into utilizing Procards, non-PO invoices, and navigating vendor selection for enhanced procurement efficiency.
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Presentation Transcript
Purchasing and PantherBuy
Procurement & Contracts Office Training Objectives Procurement Policy Things you need to know Understanding PVAMU Procurement Process Introduction to Pantherbuy Basic understanding of new e-procurement system
Training Agenda Procurement Responsibilities Purchase Thresholds (bid limits) Purchasing Methods (including order of precedence) Determining a Purchasing method Purchasing Cycle Non-compliance / Violations
Procurement Responsibilities University Employees Uphold State of Texas Procurement Laws Texas A&M System Policies Prairie View A&M University (UAP) Federal Uniform Guidance (UG) Procurement & Contracts Office Provide support to University departments in procuring goods/services Make purchases in an efficient manner and at the best value to the University
Purchase Thresholds (Bid Limits) Amount Bid Requirement No bid required Exception computers, charter buses, services $5,000 or below Informal Bid Process Three written bids $5,000.01 - $25,000.00 At least two certified Historically Underutilized Businesses (HUBs) Formal Bid Process Sealed written bids Must be advertised for a minimum of 14 days or 21 days for Construction bids $25,000.01 or above At least two certified Historically Underutilized Business (HUB)
Purchasing Methods Which do I use? PURCHASE TYPE CHARACTERISTICS fast and flexible $2,000 or other approved amounts for delegated purchases and payment any dollar amount exempt from purchasing requirements Vendor is pre-determined Example: memberships, employee reimbursements below $5,000.01 department issues PO directly to the vendor. No computers, charter buses or services above $5,000 on-campus services additional approvals required timelines/deadlines associated clear and detailed specifications PROCUREMENT CARD (PRO-CARD) NON-PO INVOICE REQUISITION (Panther Buy) NON-CATALOG ITEM REQUISITION Issued in PantherBuy from the DEPARTMENT NON-CATALOG ITEM REQUISITION Issued in PantherBuy TO PROCUREMENT
Considerations Procard No services $2,000 per transaction Non-PO invoice Vendor known Membership/reimbursement Funding Source Local State Federal HUBs Minority, women owned, veterans Find on CMBL
Other Things to Consider Exemptions Sole Source/Proprietary Emergency State & Federal Contracts Agreements (Co-Op, TAMUS Members, PVAMU) Competitive Bids Informal Obtain Multiple Quotes CMBL (Link) Formal IFB vs RFP
Additional Approvals Required Information Security Office(ISO) - Computer Software Information Technology Services (ITS) - Computer Hardware Risk Management Services (RMS) Chemicals, Fume hood cleaning Procurement and Contracts Office Memberships, Contracts, Independent Contractors, Sole Sources, Emergencies Payroll - Independent Contractors
Contracts Document requiring a signature must be sent to the Contracts Office for review and signatures Department personnel are not delegated to sign for the university for any agreement Service Agreements Rental Agreements Software & Hardware License Agreements Addendum to a Vendors Terms & Conditions Construction Contracts Documents referencing the words Contract or Agreement Advertising Agreements Affiliation Agreement Game Contest Lodging Agreement Maintenance Agreement / Warranties Memorandum of Understanding Purchase Orders Vendor Quote referencing Terms and Conditions
PURCHASING PROCESS FLOW CHART Requisitions must be approved and PO s issued prior to goods and services being ordered DETERMINE NEED (WHO) End User Use ProCard for Acceptable Purchases Exceptions to Bid Process: 1. Sole Source Bidding Process Decision ? BELOW ABOVE Describe the Need: $ 5,000 Submit Non-PO Invoice items that are exempted. 1. Scope of Work 2. DIR Begins the Competitive Bid Process 2. Specifications 3. Buy Board Submit Non- Catalog item -if not Procard or Non-PO Invoice Eligible (PVAMU Policy) 4. Texas A&M 5. TCPN $25,000 6. Other Contracts or Cooperatives Obtain Vendor Quote and/or other supporting documentation BELOW ABOVE 7. TIBH Decision ? Obtain Vendor Quotes Need 3 Quotes Obtain Price Estimates (2 Hubs) Enter Requisition in PantherBuy Upload all Support Documentation with Requisition No. in PantherBuy Enter requisition for estimate Enter Requisition Upload Support Documentation with requisition in PantherBuy Submit Support Documentation to Procurement Office Submit detail Scope & Specs to Procurement Office
Non-Compliance/Violations Any goods being ordered or services rendered without a PO will be considered non-compliant. Departments submitting a purchase requisition for a good or service already ordered or received will be subject to the following administrative actions: First and Second Violations Account holder and responsible individual will receive violation letter from Procurement Office Vendor will be informed of the University's procurement guidelines which require a PO prior to filling an order for delivery of goods and services Third and Subsequent Violations Account holder and responsible individual will receive violation letter from Procurement Office Violation letter will require responsible person to submit a letter of explanation to the Chief Financial Officer (CFO)
Resources PVAMU Administrative Procedures (Expenditure of Funds) https://www.pvamu.edu/policies/#s24 Procurement Office http://www.pvamu.edu/pdsv/ Pantherbuy/Aggiebuy Quick Reference Guides - https://aggiebuy.tamu.edu/training/ University Department Resources http://www.pvamu.edu/procurement/home/university-department-resources/ Procurement Forms http://www.pvamu.edu/pdsv/forms/ Contracts Office http://www.pvamu.edu/pdsv/contracts/
Procurement and Contracts Office Contact Info. W. Kay Peavy Executive Director, PDSV E-mail: wkpeavy@pvamu.edu Phone: (936) 261-1933 Michael L. Simms, Sr. Buyer II E-mail: mlsimms@pvamu.edu Phone: (936)-261-1935 A. Marie Johnson Assistant Director, PDSV Email: amjohnson@pvamu.edu Phone: (936) 261-1736 Jim Nelms Procurement Supervisor & HUB Coordinator E-mail: janelms@pvamu.edu Phone: (936) 261-1932 Randy Millin Contract Specialist E-mail: rlmillin@pvamu.edu Phone: (936) 261-1930 Lashunda Watson Contract Specialist E-mail: lrwatson@pvamu.edu Phone: (936) 261-1937 Bessie Marie Robinson Administrative Associate Email: bmrobinson@pvamu.edu Phone: (936) 261-1934 Michael Yant Sr. Contract Negotiator E-mail: miyant@pvamu.edu Phone: (936) 261-1943 Brandon Davis HUB Assistant & Buyer II E-mail: bsdavis@pvmu.edu Phone: (936) 261-1914
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