Supplier OrientationSeptember 17, 2015

IntroductionThe University strives to create relationships with the supplier

community which results in the maximum benefit to our

campus departments from a cost and efficiency perspective,

while also meeting the University’s goals of environmental

stewardship and the creation of opportunities for small,

diverse and local suppliers. The University seeks to conduct a

fair and open purchasing process for all suppliers while also

striving to “right size” our supplier base and encourage use of

existing contracts. Purchasing processes are based on state

purchasing statutes, which require competition where

possible.

UW Buying Methods

• eProcurement – Ariba Web-based ordering system.– Catalogs – Contract Suppliers

– Non-catalog Order – Purchases over the direct buy limit or that require a written (electronic) purchase order.

– Blanket Purchase Order - Open order for a fix period of time.

– Non-PO invoice – Method to pay for orders under the direct buy limit

Currently up to $10,000 including shipping and handling, but excluding tax.

• ProCurement Card: Credit card purchases. Suggested option for small dollar items that are not available in eProcurement.

Please note that the UW Capital Projects Office handles construction/public works projects and architectural / engineering related services. For more information, visit the UW Capital Projects office website at: http://www.cpo.washington.edu/

UW Payment Methods

The University of Washington's required payment method is an electronic payment method via a corporate Payment Card account known as ePayables. For more information about how this works or frequently asked questions, please see the getting paid page.

Benefits to the supplier include:• Faster payments-- suppliers can receive funds on the day the

payment is due

• Reduced exposure to check fraud

• Fewer credit approvals and collection activities

• Reduced administrative costs

• Complete visibility of the payment detail and remittance information

UW Supplier Registration

A current UW Supplier Registration must be on file in order to do business through UW eProcurement (Ariba).

• All suppliers must complete a UW Supplier Registration Form online*

When Supplier Registration is Needed• New suppliers that need to be paid through eProcurement• Suppliers that were previously registered with UW but have had their

information deleted due to lack of use (inactive for 2 years)• When a business's name and /or tax payer information or ID number changes

or is missing

Supplier Registration is required as a prerequisite for doing business through UW eProcurement (Ariba), and should not be interpreted as a method of becoming a preferred vendor.

*UW Supplier Registration is distinct and separate from the WEBS registration requirement and is not required for orders placed by departments using their department ProCurement Card.

Register for Ariba Supplier Network

The University is transitioning from its legacy purchasing system to the AribaeCommerce platform for its procurement transactions. Since this is a managed transition, the University will contact its suppliers and provide instructions on how to enroll in the program.

• Registering for the Ariba Supplier Network (ASN) and completing the UW Supplier Registration process will allow you to:– Receive purchase orders electronically from the University

– Create and transmit invoices electronically to the University

– Receive payments electronically

– Receive notice of competitive solicitations (this feature coming soon)– Expand business opportunities through exposure to other potential customers

using the Ariba network

Note: There is no commitment or guaranteed business as a result of becominga registered Ariba or University supplier.

UW Sourcing Process

How UW BuysThe spending patterns of the University are analyzed to determine the best contracting approach to meet institutional needs. “Preferred supplier” relationships may be established through the contracting process. Many of the preferred supplier contracts are enabled in our UW “eProcurement” system, which allows campus departments to place orders through electronic catalogs.

Preferred UW SuppliersSuch preferred supplier contracts are closely managed to ensure compliance with University goals and requirements. The University will work with preferred suppliers, to ensure that the supplier remains a supplier of choice for the University and the University is a customer of choice for the supplier, resulting in the delivery of excellent service to our customers, and a beneficial relationship for both parties.

UW Sourcing Process

What UW Buys

The University purchases

many different types of

goods and services,

ranging from “one-off”

equipment purchases, to

consulting services, to

purchases that require

University-wide (master)

contracts.

Centralized Teams of Buyers & Contract Managers

With dedicated buyers for:

• Housing & Food Services

• UW IT

• UW Medical Center IT

• UW Medical Center equipment

• Lab Medicine

• Tacoma Campus

The Solicitation Process

Solicitation Process

Description of ProcessGoods

and Services

Direct Buy

Competition or justification for vendor selection not required. Departments may place orders with suppliers of choice within the direct buy limits without prior approval of Purchasing Services. Some exceptions may apply.

less than $10,000 (excluding shipping,handling and tax)

Informal Competition

Purchasing Services Buyer will issue a Request for Quotations (RFQ) to qualified suppliers. Quotations may be provided by telephone or in writing (email, fax, or U.S. mail), depending on instructions from UW Buyer. Solicitations are required to include one minority and one women owned business certified by OMWBE.

$10,000 to less than $100,000

Formal Competition

Purchasing Services Buyer will issue a solicitation and advertise via Washington Electronic Business Solutions (WEBS). Formal receipt process required.

$100,000 and greater

Solicitation Opportunities

• In General, the University solicitations over $10,000 are advertised via Washington Electronic Business Solutions (WEBS).

• Occasionally purchasing staff will issue solicitations between $10,000 and $100,000 that are not advertised in WEBS and the buyer is required to include one minority and one women owned business certified by State of Washington Office of Minority and Women Owned Business (OMWBE) in the solicitation process.

• Suppliers must register with WEBS, http://www.des.wa.gov/services/Pages/ForBusiness.aspx to receive free notices of University of Washington bid opportunities via email.

Please note that registration with WEBS is distinct and separate from theUW Supplier Registration requirement.

Submitting a Bid

Read all requirements in a bid thoroughly and refer questions to the UW Buyer named in the document, prior to the deadlines specified in the bid document.

Bid Openings:

• Most Procurement Services solicitations do not include a public bid opening,

• Public Works bids are managed by the Capital Projects Office.

• Contact 206-543-5200 for information about their bid process.

• Bids must be received by the date and time indicated in the solicitation.

• Responses to Requests for Proposals and Requests for Information will not be read at a public opening.

• Request a debrief with the Buyer following the award

Sustainable Supplier Commitments• Responsible delivery and transportation plan to reduce campus deliveries• Waste reduction

– Packing material reduction, reusable, refillable packaging– Reduced paper use via e-Procurement or electronic payment vouchering– Recycled content, including EPA requirements

• Energy efficiency, such as Energy Star and EPEAT ratings• Green Seal, Ecologo certified or other independent eco-labeling certifications• Low VOC and Greenguard indoor quality pollution certifications• Trade-ins – supplier take back programs• Reclamation services• Forest Stewardship Council (FSC) certification• Credit requirements set forth by LEED into product and service sourcing and procurement• Contract suppliers will be required to provide a corporate sustainability plan with annual reports• Products shall meet or exceed the efficiency standards identified in Chapter 19.260 RCW• Bidders are required to complete a Green Profile questionnaire and report any citations for non

compliance with environmental or safety issues• Where environmentally preferable products and services do not exist, the University will work with

suppliers to identify and develop opportunities• Certification that sweat shop labor not be used

Tax StatusThe University of Washington must pay sales tax on most merchandise purchased for operations of the University.

– Sales tax applies to tangible personal property for those vendors subject to collect Washington State sales tax

University of Washington sales/use tax policy

The operations of the University of Washington are very diverse with a number of departments placing orders for goods and services. You should include sales tax on all invoices unless the items ordered:

• are indicated as being purchased for resale,• are indicated as being purchased for use in doctor prescribed treatment of medical patients,• are indicated as being delivered (shipped) directly to an out-of-state address;• or, are otherwise specifically exempted from sales tax by the Revised Code of Washington

Under Washington state law, it is generally the seller’s duty to collect and remit sales tax where required unless there is a provision in Washington state law specifically exempting you from doing so. Therefore, it is the University’s expectation that you will appropriately assess Washington State retail sales tax when required. However, if this does not occur, it is the University’s policy to pay use tax.

UW Policies• Gifts/Gratuities

– UNIVERSITY EMPLOYEES MAY NOT ACCEPT ITEMS FOR PERSONAL USE (free lunch, coffee cards, gift certificates, T-shirts, etc.)

– Giveaways for office use, pens, portfolios, lab products are acceptable when used in the office (UW Medicine restricts these items)

– The University would prefer that suppliers offer special product promotions

• Trademarks/UW Logo Use– The Trademarks and Licensing Office administers the University's licensing

program to control the commercial use of the University's name and registered trademarks

– Manufacturers of emblematic merchandise must obtain a licensing agreement to secure the rights to print the University's name or identifying marks on their products

– The licensing agreement requires products are manufactured in compliance to the University's Code of Conduct

– For more information about trademarks or logo use, please contact: • Kathy D Hoggan (206)543-0775 khoggan@uw.edu

UW Business Diversity Program

Vision:

The University of Washington will utilize businesses whose ownership is representative of our diverse & local

community.

Mission:

Proactively engage with and support the University of Washington’s commitment to creating a diverse business

environment.

Contacts

eProcurement Contracts Managed by buying staff

•Contractual issues•Business Reviews•Marketing material/review/approval•Event sponsor•Reviews required reports•Contact extension/modifications/notifications

Claudia Christensen, Procurement ManagerFederal Small Business Contactclaudiac@uw.edu 206-543-4156Kyle Richard, Director, Tax OfficeCorporate Social Responsibilitykrich1@uw.edu 206 685-0571

Customer Service –Procurement Services

•Responds to general questions about orders, delivery status and eProcurement process

Procurement Customer Service (PCS) Teampcshelp@uw.edu 206-543-4500

Communications –Outreach

•Procurement Services •eProcurement migration

David Wright, Director of Communications,Procurement Servicesdjwright@uw.edu 206-616-7076

Business Diversity Program

•Maintains list of diverse suppliers •Coordinates/schedules Diversity events•OMWBE Get Certified Campaign

Flyer: http://goo.gl/pFlWC9

Angela Battle, Director, Business Diversityakbattle@uw.edu, 206 543-0847Katherine Wu, Business Diversity Specialistyabonunu@uw.edu 206-616-3741

Invoice Issues•Status, etc: https://f2.washington.edu/fm/ps/supplier-information/getting-paid#payment inquiry

PCShelp@uw.edu

Foster School of Business

•Business and Economic Development Center Wilfredo T. Tutol Jr., Associate Directorwtutol@uw.edu, 206 616-1216

Additional University Contacts

• UW Sustainability Office– Claudia Frere – frerec@uw.edu – 206.221.0391

• Procurement Services - Consulting Services – Dawn Lake – dawnlake@uw.edu – 206.543.0814

– Sophia Meyering – sophiam@uw.edu – 206.543.5833

• Procurement Services - Goods and Services – Susan Malysiak smaly@uw.edu

– Kassy Ellefson Ellefson@uw.edu

• UW Medical Center – IT Purchases– John Lowdon – jlowdon@uw.edu – 206.221.2413

• UW Medical Center – Equipment and Services– Marion Benner bennem2@uw.edu – 206.221.2954

Additional Resources

• Washington’s Electronic Business Solution (WEBS ): The University posts solicitations on this site.

• System for Award Management (SAM): Register to do business with the Federal Government – the University uses this site to identify potential suppliers

• State of Washington Office of Minority and Women Business Enterprises (OMWBE)

• Small Business Administration: Register to receive news, information and tools to help your business.

• Washington State PTAC: The Procurement Technical Assistance Center's (PTAC) mission is to maximize the number of capable U.S. companies participating in the government marketplace.

THANK YOU