Contract & Procurement Services

Open ForumOpen ForumJune 23, 2006June 23, 2006

Welcome!Review of Processes, Policies and Procedures:Review of Processes, Policies and Procedures:  

• Direct Pay / Guest Lecturer Forms – Brenda TeschDirect Pay / Guest Lecturer Forms – Brenda Tesch• Furniture Installation Procedures – Suzanne LaCaroFurniture Installation Procedures – Suzanne LaCaro• Truck Rentals – Greg MelnykTruck Rentals – Greg Melnyk• Toner Cartridge Recycling  - Greg MelnykToner Cartridge Recycling  - Greg Melnyk• Events Planning – Greg MelnykEvents Planning – Greg Melnyk

Announcements:Announcements:• New Contract for  Managed Copier Program – Sarah New Contract for  Managed Copier Program – Sarah

WorleyWorley• New OMRS Contract – Suzanne LaCaroNew OMRS Contract – Suzanne LaCaro• Tent and Canopy Structures – Suzanne LaCaroTent and Canopy Structures – Suzanne LaCaro• New GE Capital P-Card – Val MaijalaNew GE Capital P-Card – Val Maijala

Direct Pay

• Purchases under $2,500Purchases under $2,500• CommoditiesCommodities• Staff/Student ReimbursementsStaff/Student Reimbursements• Software purchases that do not Software purchases that do not

require annual maintenance feesrequire annual maintenance fees• Subscriptions/MembershipsSubscriptions/Memberships

• The Direct Pay method The Direct Pay method cannotcannot be be used for services.used for services.

Guest Lecturers/Speakers• Guest Lecturer/Speaker Invoice FormGuest Lecturer/Speaker Invoice Form• Scheduling a Guest Lecturer/Speaker: Scheduling a Guest Lecturer/Speaker:

Things to ask yourself before making a Things to ask yourself before making a commitmentcommitment• What is the period of service?What is the period of service?• Does the Guest Lecturer/Speaker want me to Does the Guest Lecturer/Speaker want me to

sign an agreement?sign an agreement?• Is there a risk associated to the topic matter Is there a risk associated to the topic matter

of the service/presentation etc., of the Guest of the service/presentation etc., of the Guest Lecturer/Speaker.Lecturer/Speaker.

• Is the Guest Lecturer/Speaker from a foreign Is the Guest Lecturer/Speaker from a foreign country?country?

Furniture Installation• P-Card WaiverP-Card Waiver

• Approved: Chairs, bookcases, file cabinets Approved: Chairs, bookcases, file cabinets (not secured to walls)(not secured to walls)

• Not Approved: Overhead cabinets, modular Not Approved: Overhead cabinets, modular furniture, remodels, large scale orders, ADA furniture, remodels, large scale orders, ADA compliant requirementscompliant requirements

• Building PermitsBuilding Permits• Facility ServicesFacility Services

• Tim Hastings, x6651 & Spencer Meyer x67227Tim Hastings, x6651 & Spencer Meyer x67227

Truck Rentals• There is no State or Cal Poly contract for There is no State or Cal Poly contract for

truck rentaltruck rental• As a result, there is no “blanket” insurance As a result, there is no “blanket” insurance

in place as there is when we rent autos from in place as there is when we rent autos from EnterpriseEnterprise

• Therefore, those who rent trucks must Therefore, those who rent trucks must contact Contract & Procurement Services for contact Contract & Procurement Services for support before renting the truck to ensure support before renting the truck to ensure adequate and proper insurance is purchased adequate and proper insurance is purchased from the truck rental agency at the time of from the truck rental agency at the time of rentalrental

Toner Cartridge Recycling

• Thanks for your support of the Thanks for your support of the programprogram

• You will continue to process your You will continue to process your cartridges for recyclingcartridges for recycling

• You will not have to fill out the You will not have to fill out the recycle tag after June 30recycle tag after June 30thth

• Please save the “shirts” – place Please save the “shirts” – place leaky/dirty cartridges in plastic or zip-leaky/dirty cartridges in plastic or zip-lock bagslock bags

Events Planning Guidelines

You asked for it………..You asked for it………..

So here it is……………So here it is……………

Cal Poly Events Planning GuidelinesIf you are involved in planning or directing a function or event, on campus or off campus, whether you are faculty, staff, admin, student or an employee of an auxiliary, then,

STOP!You must read this!

You are obligated to familiarize yourself with these guidelines and contact Cal Poly’s Contracts & Procurement office, well in

advance of the event, for assistance and support. Furthermore, you may be required to contact the Risk Management office for advice regarding Special Event insurance.

Event vs. University Event• What’s an event?

• Awards banquets, annual meetings, formals/dances• Student club activities, Sr. projects, athletic events• Career conferences, IRA activities, ASI club events• Golf tournaments, parades, marches, shows, rodeos,

competitions, displays, art shows, concerts • Almost any off-campus activity involving faculty, staff

or students • What makes it an “University” event?

• University approved/ASI approved/Corporation approved

• University sponsored and perhaps university/state funded

• Overseen by a faculty/staff advisor or directed by college or admin personnel

• Some University/Corporation/ASI combination

Event Location & Funds• Where will it be held?

• Hotels, halls/clubs, camps, ranches, • Commercial venues (restaurants, wineries etc)• County/city facilities such as parks• Private facilities• Note: On-campus events require all the same

considerations plus the requirement to request approval of University Scheduling/Campus Dining/ Campus Police Dept

• What funds are being used?• State, student fee’s, trust, IRA’s• Club, donations, ticket sales, fund raisers, personal• Discretionary, Corporation/Discretionary• Some combination of above

If the event :•Involves an agreement or contract required by the venue or a service provider•Involves alcohol being served, sold, donated or available•Requires some consideration of Risk Assessment or need for special event insurance, then

STOP!DO NOT SIGN ANY AGREEMENTS

OR MAKE ANY INFORMAL COMMITMENTSDO NOT PROCEED WITHOUT THE INVOLVEMENT OF

THE CONTRACT & PROCUREMENT & RISK MANAGEMENT OFFICES

Contracting• Agreements, scheduling forms, reservation forms,

borrowing arrangements, purchases must all be processed through the Contract & Procurement Services office (no matter the source of the funds) for any external• Facilities – Private property, city parks • Equipment – trucks, mobile equipment, grandstands,

tables, tents • Services – food, beverages, tents, chairs, tables,

transportation, security• Supplies – food, paper supplies, materials,

• In general, there are specific requirements, including insurance, for all types of contracting essential to protect the university, employees, students and the public.

University employees, faculty, staff, student assistants, and/ or students who sign such agreement documents may be held personally responsible for all costs and liable for any injuries or damage.

Remember…These principles also apply to the contracting of all services/service contractors which come on campus to provide their services

Managed Copier Program

Overview:Overview:• 130 copiers on existing program130 copiers on existing program• 12 million copies/year12 million copies/year• 5 year contract with Ikon5 year contract with Ikon• Current contract expires August 2007Current contract expires August 2007Process:Process:• Committee formed Committee formed • RFIRFI• RFPRFP• RFP Evaluation and AwardRFP Evaluation and Award

Copier Program ContinuedTimeline:Timeline:• Committee Began Meeting – Jan 2006Committee Began Meeting – Jan 2006• RFI Release – July 15RFI Release – July 15• RFI Due Back – September 1RFI Due Back – September 1• RFI Presentations – October 2-12RFI Presentations – October 2-12• RFP Preparation – October through DecemberRFP Preparation – October through December• RFP Release – Early 2007RFP Release – Early 2007• RFP Due Back – April 2007RFP Due Back – April 2007• RFP Award – May 2007RFP Award – May 2007• Equipment Installation & Training – July & August Equipment Installation & Training – July & August

20072007

Copier Program ContinuedCampus ParticipationCampus Participation• Online Survey – Response Deadline is June 30, Online Survey – Response Deadline is June 30,

20062006• Committee Members: Greg Melnyk, Vicki Stover, Committee Members: Greg Melnyk, Vicki Stover,

Sarah Worley, Dale Kohler & Steve GodinSarah Worley, Dale Kohler & Steve Godin• Focus Group: 4 users, IT Rep, 2 Student rep, 1 Focus Group: 4 users, IT Rep, 2 Student rep, 1

Mgmt rep, 2 faculty repMgmt rep, 2 faculty rep• Focus group will provide:Focus group will provide:

• Diverse ExperiencesDiverse Experiences• Various IdeasVarious Ideas• Additional RFP inputAdditional RFP input• Numerous disciplines of expertiseNumerous disciplines of expertise

New OMRS Contract• B&B Technical is new contractorB&B Technical is new contractor• How to use B&BHow to use B&B

• Call (805) 546-1456Call (805) 546-1456• Leave name and phone number with answering service.Leave name and phone number with answering service.• B&B will call user back in less than 1 hour and obtain B&B will call user back in less than 1 hour and obtain

details of the service request.details of the service request.• B&B is required to respond on site to the service call B&B is required to respond on site to the service call

within 8 working hours.within 8 working hours.• Completion of the repairs will be made within a 24 hour Completion of the repairs will be made within a 24 hour

period (excluding waiting for parts). If repairs exceed period (excluding waiting for parts). If repairs exceed 48 hours, a loaner will be provided free of charge.48 hours, a loaner will be provided free of charge.

• Hourly rate for equipment not on contractHourly rate for equipment not on contract

Tent & Canopy Structures• Facility Services will need to provide a Campus Facility Services will need to provide a Campus

Building Permit to any department who wants to Building Permit to any department who wants to erect a temporary awning, canopy, and/or tent erect a temporary awning, canopy, and/or tent structure.structure.

• Why? Fire Code requires a Use Permit when Why? Fire Code requires a Use Permit when “area in excess of 200 square feet and canopies “area in excess of 200 square feet and canopies in excess of 400 square feet” are being used by in excess of 400 square feet” are being used by the structure.the structure.

• CSU Campus (by Code), the State Fire Marshal CSU Campus (by Code), the State Fire Marshal (SFM is the Authority Having Jurisdiction (AHJ) (SFM is the Authority Having Jurisdiction (AHJ) and must approve and issue a Use Permit to and must approve and issue a Use Permit to erect and occupy such structures. erect and occupy such structures.

Tent & Canopy Structures

• In the past, Facilities only issued In the past, Facilities only issued Campus Building Permits on large Campus Building Permits on large and/or special areas of campus. and/or special areas of campus. However due to recent events, they will However due to recent events, they will be issuing permits for the majority of be issuing permits for the majority of awning, canopy, and/or tent structures.awning, canopy, and/or tent structures.

• Contact Spencer Meyer at x67227 for Contact Spencer Meyer at x67227 for help with the process.help with the process.

New P-Card Contractor

• GE Corporate Payment Services GE Corporate Payment Services awarded the bid.awarded the bid.

• Collaborative effort between the Collaborative effort between the CSU, University of Oklahoma & CSU, University of Oklahoma & Bucknell University.Bucknell University.

• By combining these 3 entities, the By combining these 3 entities, the total contract spend allows for a total contract spend allows for a greater rebates to the CSU.greater rebates to the CSU.

P-Card Timeline

• Timeline for implementationTimeline for implementation• Currently working with GE Capital to Currently working with GE Capital to

transfer over existing information transfer over existing information (statement addresses, chart of accounts, (statement addresses, chart of accounts, etc.)etc.)

• July will be a test month for a small group July will be a test month for a small group of cardholders. of cardholders.

• If everything runs smoothly through one If everything runs smoothly through one billing cycle, program will be rolled out to billing cycle, program will be rolled out to rest of campus for August billing cycle.rest of campus for August billing cycle.

Concerns for Cardholders• How does this affect cardholders?How does this affect cardholders?

• Until new cards are issued it is business as usual. Until new cards are issued it is business as usual. Current contract with JP Morgan is valid until Current contract with JP Morgan is valid until 8/30/06.8/30/06.

• When new program is implemented, new cards When new program is implemented, new cards issued, old ones returnedissued, old ones returned

• Cardholders receive an updated handbookCardholders receive an updated handbook• Cardholders currently using PaymentNet will be Cardholders currently using PaymentNet will be

trained on the new system, called SAM. An easy trained on the new system, called SAM. An easy to follow training guide will be provided as well to follow training guide will be provided as well as a PowerPoint presentation put together by GE.as a PowerPoint presentation put together by GE.

• Speedcharts will be used instead of chartfield Speedcharts will be used instead of chartfield strings.strings.

Questions?