Procurement Operations and Contracts

TODAY’S AGENDA 1. Procurement Operations and Contracts Overview 2. Procurement Department • Role • Procurement Requirements • How to Purchase • Resources & Contact Info 3. Contracts Department • Role • Types of Contracts • Requesting and Finding Contracts • Contract Signing Requirements • Resources & Contact Info

PROCUREMENT OPERATIONS AND CONTRACTS

PROCUREMENT OPERATIONS AND CONTRACTS Website: poc.uchc.edu

PROCUREMENT DEPARTMENT

PROCUREMENT DEPARTMENT’S ROLE - WHAT WE DO Use best practices to source and procure materials, equipment and services in accordance with state and federal laws and regulations. Manage bid and procurement activities for goods and services for all commodities, leased space and construction  Consult with departments on sourcing strategies, supplier outreach and procurement process  Develop and support strategic sourcing initiatives  Partner with clinical leadership and Materials and Supply Chain Management to facilitate the Value Analysis Programs  Manage and develop our e-procurement system, HuskyBuy (SciQuest)  Ensure procurement and bidding compliance  Implement policies and procedures to support and improve our procurement process  Ensure vendor compliance with the Health Center's insurance requirements (for construction and other purchased services) 

PURCHASING AUTHORITY The University of Connecticut Health Center receives purchasing authority from Title 10a, Chapter 185b, Section 10a-151b of the Connecticut General Statutes, which states in part, “…a chief executive officer may purchase equipment, supplies and contractual services, [and] execute personal service agreements…” The UConn Board of Trustees has delegated this purchasing authority to specific individuals at UCHC. (See Purchasing Approval Authority Policy #2006-19.)

STATUTORY BIDDING REQUIREMENTS Connecticut General Statutes Section 10a-151b 

At least an informal bid/quote process is required for purchases $10,000 to $50,000

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A formal public bid process is required for purchases costing $50,000 or more 

The formal public bid process includes posting the bid on the Department of Administrative Services (DAS) website UCHC has Policies on several bid and procurement topics – go to the Procurement Department’s website for a list.

TYPES OF BIDS 

RFQ – Request for Quotes ($10,000 - $49,999) Business awarded to lowest qualified bidder.

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ITB – Invitation to Bid ($50,000 & above) Business awarded to lowest qualified bidder.

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RFP – Request for Proposal ($10,000 & above) Selection Committee appointed to review and select supplier to be awarded the business, based on pre-established criteria that may include price, quality, references, demonstrations and other factors.

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RFI – Request for Information Does not result in an award. Issued to create a fair public process when we need to gather information about a potential future purchase.

E-PROCUREMENT - HUSKYBUY HuskyBuy Statistics    

8,000 suppliers in HuskyBuy & Banner Finance Annual spend: $300,000 million Process/approve 50,000 POs per year 4 Buyers support entire Health Center

HUSKYBUY LOG-IN

Website: procurement.uchc.edu

HUSKYBUY INSTRUCTIONS & TRAINING http://procurement.uchc.edu/huskybuy/

HuskyBuy user training classes are offered every month!

HUSKYBUY PURCHASE REQUISITIONS Entering a Purchase Requisition (PR) is the first step. You’ll hear that again later… 

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Enter PR in HuskyBuy to initiate a purchase or bid process, or to request a contract.  Add comments & internal attachments to help reviewers and Buyer understand your request. If your supplier is not already listed in HuskyBuy, have supplier complete New Supplier Application.  Then enter PR with supplier “TBD” with completed New Supplier Application attached. Purchases of $10,000 or more must be bid out unless they qualify as a sole source or emergency purchase, or we can obtain the goods/services through an existing contract.  Attach completed Sole Source Justification or Emergency Purchase form to your PR. Capital Asset purchase of $5,000 or more requires a Capital Asset (CA) number from the Budget Department. Track the approval status of your PR to ensure that it gets turned into a Purchase Order.

PREFERRED SUPPLIERS & HUSKYBUY PUNCH-OUT/CATALOG ACT** - Computer Desktops & Laptops BD Biosciences** - Research Lab Supplies BioRad* - Research Lab Supplies BrandNu ** - Chemicals Dell* - Computer Desktops & Laptops eBioscience ** - Research Reagents & Kits Fisher Scientific* - Research Lab Supplies & Apparatus GovConnection* - IT Equipment/Peripherals Grainger* - Facilities/Maintenance Supplies Henry Schein* - Dental Supplies John W. Gross* - Stationery/Business Cards (Certified Small Bus.) Life Technologies* - Research Lab Supplies New England BioLabs** - Research Lab Supplies Owens & Minor^ - Medical & Surgical Supplies Qiagen** - Cross-linking Reagents Roche Diagnostics** - Reagents Sigma-Aldrich* - Research Lab Supplies Suburban Stationers* - Office Supplies (Certified Small Bus.) USA Scientific** - Research Lab Supplies/Pipette Tips * HuskyBuy Punch-Out ** HuskyBuy Catalog (Showcased Suppliers) ^ Preferred supplier for clinical supplies

NEW SUPPLIER APPLICATION 

Our New Supplier Application complies with state and federal legal requirements, and provides the information we need to enter the supplier into Banner and HuskyBuy for PO issuance and payment  Supplier Information  W-9  Non-discrimination Certification

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Also allows us to:  Identify DAS Certified Small & Minority Owned Businesses  Find out if company is registered with the Secretary of the State’s Office to do business in CT

CREDIT CARD TRANSACTIONS UCHC P-CARD 

P-Card orders will be processed by Procurement Department staff in extenuating circumstances:   

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Rush orders Internet only orders Supplier unable to accept PO

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UCHC P-Card cannot be used to purchase equipment or on EBay or bartering sites. Purchases made on employee personal credit cards are usually not reimbursable.

For best results, contact your Buyer or Lori Acomb with questions before you place your order!

BUYER COMMODITIES LYNN BROWN X3927 MEDICAL, CLINICAL, DENTAL & OPTICAL SUPPLIES, EQUIPMENT & SERVICES Medical, Clinical, Dental & Optical Equipment  Medical, Clinical, Dental & Optical Supplies  Repair & Maintenance Services for Medical/Clinical/Dental/Optical Equipment  Temporary Clinical/Dental Support Services for UCHC and CMHC 

BUYER COMMODITIES BONNIE LASKY X2217 RESEARCH LAB SUPPLIES/CHEMICALS, EQUIPMENT & SERVICES AND PHARMACEUTICALS Research Lab Equipment  Research Lab Supplies  Research Chemicals, Diagnostics, Reagents & Radioisotopes  Animals & Veterinary  Feed & Forage  Repair & Maintenance Services for Research/Animal Care Equipment  Pharmaceuticals 

BUYER COMMODITIES JOHN RUSSELL X7395 IT/TELECOMMUNICATIONS, OFFICE EQUIPMENT/SUPPLIES, EVENTS & CONSULTING SERVICES  

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Advertising Telecommunications, Alarm/Security & Signal Equipment Video and AV Equipment Computer Hardware/Software Office, Educational and Library Supplies Office Machines/Equipment Photographic Equipment Supplies & Service

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Printing Hotels & Conferences Consulting Services

BUYER COMMODITIES MARGARET GILBERT X1988 FACILITIES Building/Grounds Maintenance & Repair  Furniture & Furnishings  Major Appliances  Motor Vehicles & Transportation  Industrial & Building Supplies Equipment  Construction  Real Estate/Leased Space  Compressed Gas Cylinders 

PROCUREMENT RESOURCES & CONTACT INFO PROCUREMENT DEPARTMENT: Main Phone x2408 / Fax x2508 Website: procurement.uchc.edu Lori Acomb x1775 Shanee Mansaw, APA x2583

BUYERS: Lynn Brown x3927 Bonnie Lasky x2217 John Russell x7395 Margaret Gilbert x1988 PURCHASING ASSISTANTS: Sandy Walker x3517 Diane Kobylarz x1859

HUSKYBUY TEAM: Help Desk x2066 Kevin Howard, Garrett Heinze, Pam Salka VENDOR MANAGEMENT: Tim Misterka x2066 POLICIES, PROCEDURES & FORMS: Find them at: http://poc.uchc.edu/policies_procedures/

CONTRACTS DEPARTMENT

CONTRACTS DEPARTMENT’S ROLE - WHAT WE DO  Draft, negotiate and execute contracts for the

Health Center (including UCHC Finance Corporation).  Maintain a comprehensive database of the Health Center’s contracts. What contracts does the Contracts Department handle?  Any agreement/document that needs to be signed on behalf of the Health Center  May be expense, revenue or “zero dollar” agreement

What is excluded?    

Incoming money for grants/sponsorship/research (ORSP) Faculty consulting (Scott Wetstone) Clinical trials (Jeff Small/Clinical Trials Office) Insurance agreements (Cassandra Mitchell)

WHAT IS A CONTRACT? Any legally-enforceable promise or agreement to do (or not do) something. Redo my kitchen Join a gym Buy supplies for CMHC Lease medical office for UMG physicians

Rent an apartment

Lease a car Purchase a piece of equipment for JDH Bring in a consultant

Retain temporary/travel nurses from an agency

WHAT IS A CONTRACT? Any legally-enforceable promise or agreement to do (or not do) something.

Can be typed or hand-written… Can look like a “contract”…

Or a letter…

If anyone sends you something to sign, check with the Procurement Department or Contracts Department!

EXAMPLES OF CONTRACT TYPES 

UCHC Standard Contract Purchase or lease of supplies/equipment, or maintenance services for equipment

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Personal Service Agreement (PSA) Purchase/Sale of Services Purchases may be grant-funded or non-grant funded

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Memorandum of Agreement/Understanding (MOA/MOU) Agreement between UCHC and another State of Connecticut agency

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Software License Authorization to use computer software program or system for period of time

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Lease (Space/Real Estate) Exclusive use of space

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Facility Use Agreement Short-term, non-exclusive use of space

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AIA Contract Industry standard design/construction contract

Purchase/Sale Agreement  Purchase Order  Supplier Contract 

CONTRACT REQUEST PROCESS Entering the Purchase Requisition (PR) is the first step. There it is again!

Must be important!

To request a new contract or an amendment to an existing contract:  Enter a PR in HuskyBuy for contract drafting, review and negotiation. • Complete and attach all required forms to PR.  See instructions, “How to Request a Contract” on the Procurement Department’s HuskyBuy website.

FIND YOUR CONTRACT https://itsharepoint.uchc.edu/administrative/contracts/

Request access to site

Completed contracts

Contracts in process

Also: Check the status of your contract request by looking at the Comments on your Purchase Requisition in HuskyBuy.

CONTRACT SIGNATURE AUTHORITY Who can sign contracts on behalf of the Health Center? UCHC POLICY #2012-04

CONTRACT SIGNATURE AUTHORITY Who can sign contracts on behalf of the UCHC Finance Corporation? UCHC FINANCE CORPORATION POLICIES & PROCEDURES Only those individuals named in the UCHCFC Policies & Procedures – currently Richard Gray and John Biancamano.

BOARD AUTHORIZATION REQUIREMENTS UCHC CONTRACTS ≥ $1 MILLION

Before signature, must be approved by: 1) UCHC Board’s Finance Subcommittee, and 2) UCHC Board of Directors. UCHC FINANCE CORP. CONTRACTS ≥ $500,000

Before signature, must be approved by: 1) UCHC Board’s Finance Subcommittee or UCHC Board of Directors, and 2) UCHCFC Board of Directors. LEASES OF ANY VALUE

Before signature, must be approved by UConn Board of Trustees. If UCHCFC lease, before signature must also be approved by UCHCFC Board of Directors.

CONTRACTS RESOURCES & CONTACT INFO CONTRACTS DEPARTMENT Website: contracts.uchc.edu Jessica Silverman – x6772      

Debby Anderson – x1616 Ken Brintle – x1192 Dave Lavoie – x2110 Jane Tinti – x4583 Martin Powell – x2284 Judy DeVitto, UCHC Finance Corp. – x2222

PROCUREMENT OPERATIONS AND CONTRACTS

THANK YOU!

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