This document provides an overview of procurement basics and purchasing policies and procedures at the University of Louisville. It discusses key topics like purchasing authority, duties and responsibilities, competitive bidding processes, contracts, software purchases, ethics, and forms. Contact information is provided for the director, assistant directors, contract administrators, and chief procurement officer in the Procurement Services department. An index lists additional covered topics like price contracts, office supplies, and federal debarment. Frequently asked questions are also addressed.
. Strategic Sourcing Contingent upon the business and industry, the articulations "sourcing," "purchasing" and "procurement" might be utilized correspondingly to depict the capacity of getting supplies and managing the interaction, with sourcing considered more strategic, and purchasing and procurement used to suggest the genuine functional capacity.
E-Procurement: Decentralizing the Process for Higher Education InstitutionsCognizant
For institutions in higher education, including those that rely on grants, procurement is traditionally a complex, decentralized process that consumes time and resources. By establishing an automated, integrated procurement platform (e-procurement) as part of an ERP-based supply chain, institutions can maximize the time and value of professors and principal investigators, make more funds available for research, and provide students with the level of education they seek.
. Strategic Sourcing Contingent upon the business and industry, the articulations "sourcing," "purchasing" and "procurement" might be utilized correspondingly to depict the capacity of getting supplies and managing the interaction, with sourcing considered more strategic, and purchasing and procurement used to suggest the genuine functional capacity.
E-Procurement: Decentralizing the Process for Higher Education InstitutionsCognizant
For institutions in higher education, including those that rely on grants, procurement is traditionally a complex, decentralized process that consumes time and resources. By establishing an automated, integrated procurement platform (e-procurement) as part of an ERP-based supply chain, institutions can maximize the time and value of professors and principal investigators, make more funds available for research, and provide students with the level of education they seek.
Presentation from Ohio CPA Firm, Rea & Associates on AP and Contracts Payable for Ohio Businesses. Topics discussed include ORC requirements, Compling AP and contracts payable for GAAP financial statements, Internal Controls over AP, and common audit deficiences in AP.
E Procurement Explained, Need, Key Features, Benefits and Case Studies:
1. E-Procurement in Government of Andhra Pradesh, India
2. E-Procurement by Indian Railways
3. IBM's B2B e-Procurement
4. Rolls Royce e-Procurement
5. Hewlett-Packard’s e-Procurement System
Nervous about the handful of arrangements at your organization that compensate physicians outside traditional FMV ranges?
Even though many healthcare organizations adopt a single benchmark quantile as the standard for payments, there are times when a higher rate is justified. How do you determine what’s fair, and how do you standardize that process?
This deck covers what to do when physician agreements fall outside of traditional FMV Range and how you can protect yourself and your organization against compliance risks, including:
-Evaluating if contracts warrant a higher payment rate
-Crafting policies and procedures for these types of arrangements
-Strategies for efficient, compliant documentation
-And more!
Learn how content marketing can drive brand awareness and generate sales for banks and credit unions. People are looking for answers to their financial questions. They will overwhelmingly buy from the answer provider. See how your bank or CU can become that kind of valuable resource.
An EPIC Transformation of Purchasing Processes at the University of ManitobaSAP Ariba
During this informative session, Paul Dugal shares the journey that the University of Manitoba experienced—from making the business case to implement the end-to-end Ariba solution suite as an essential tool for transforming their new purchasing operating model, to engaging the broad University community in its successful implementation.
Paul Dugal, Manager, Purchasing Services - University of Manitoba
2012 Ariba Commerce Summit in Toronto
Ontario's Auditor General Report on Supply Chain Jon Hansen
Bravo's progress with the Ontario Government implementation referenced in the recent Ontario Auditor General's Report.
Specifically Section 4.3 (Page 662) through to and including 4.3.2 (Page 664):
4.3 New Online Tendering System Not Widely Used
4.3.1 Concerns Raised Regarding The System's Design
4.3.2 Suppliers Now Charged Higher Bid Fees
Also refer to 4.1.6 (Supplier Performance Not Tracked)
Presentation from Ohio CPA Firm, Rea & Associates on AP and Contracts Payable for Ohio Businesses. Topics discussed include ORC requirements, Compling AP and contracts payable for GAAP financial statements, Internal Controls over AP, and common audit deficiences in AP.
E Procurement Explained, Need, Key Features, Benefits and Case Studies:
1. E-Procurement in Government of Andhra Pradesh, India
2. E-Procurement by Indian Railways
3. IBM's B2B e-Procurement
4. Rolls Royce e-Procurement
5. Hewlett-Packard’s e-Procurement System
Nervous about the handful of arrangements at your organization that compensate physicians outside traditional FMV ranges?
Even though many healthcare organizations adopt a single benchmark quantile as the standard for payments, there are times when a higher rate is justified. How do you determine what’s fair, and how do you standardize that process?
This deck covers what to do when physician agreements fall outside of traditional FMV Range and how you can protect yourself and your organization against compliance risks, including:
-Evaluating if contracts warrant a higher payment rate
-Crafting policies and procedures for these types of arrangements
-Strategies for efficient, compliant documentation
-And more!
Learn how content marketing can drive brand awareness and generate sales for banks and credit unions. People are looking for answers to their financial questions. They will overwhelmingly buy from the answer provider. See how your bank or CU can become that kind of valuable resource.
An EPIC Transformation of Purchasing Processes at the University of ManitobaSAP Ariba
During this informative session, Paul Dugal shares the journey that the University of Manitoba experienced—from making the business case to implement the end-to-end Ariba solution suite as an essential tool for transforming their new purchasing operating model, to engaging the broad University community in its successful implementation.
Paul Dugal, Manager, Purchasing Services - University of Manitoba
2012 Ariba Commerce Summit in Toronto
Ontario's Auditor General Report on Supply Chain Jon Hansen
Bravo's progress with the Ontario Government implementation referenced in the recent Ontario Auditor General's Report.
Specifically Section 4.3 (Page 662) through to and including 4.3.2 (Page 664):
4.3 New Online Tendering System Not Widely Used
4.3.1 Concerns Raised Regarding The System's Design
4.3.2 Suppliers Now Charged Higher Bid Fees
Also refer to 4.1.6 (Supplier Performance Not Tracked)
Attending a job Interview for B1 and B2 Englsih learnersErika906060
It is a sample of an interview for a business english class for pre-intermediate and intermediate english students with emphasis on the speking ability.
RMD24 | Debunking the non-endemic revenue myth Marvin Vacquier Droop | First ...BBPMedia1
Marvin neemt je in deze presentatie mee in de voordelen van non-endemic advertising op retail media netwerken. Hij brengt ook de uitdagingen in beeld die de markt op dit moment heeft op het gebied van retail media voor niet-leveranciers.
Retail media wordt gezien als het nieuwe advertising-medium en ook mediabureaus richten massaal retail media-afdelingen op. Merken die niet in de betreffende winkel liggen staan ook nog niet in de rij om op de retail media netwerken te adverteren. Marvin belicht de uitdagingen die er zijn om echt aansluiting te vinden op die markt van non-endemic advertising.
Memorandum Of Association Constitution of Company.pptseri bangash
www.seribangash.com
A Memorandum of Association (MOA) is a legal document that outlines the fundamental principles and objectives upon which a company operates. It serves as the company's charter or constitution and defines the scope of its activities. Here's a detailed note on the MOA:
Contents of Memorandum of Association:
Name Clause: This clause states the name of the company, which should end with words like "Limited" or "Ltd." for a public limited company and "Private Limited" or "Pvt. Ltd." for a private limited company.
https://seribangash.com/article-of-association-is-legal-doc-of-company/
Registered Office Clause: It specifies the location where the company's registered office is situated. This office is where all official communications and notices are sent.
Objective Clause: This clause delineates the main objectives for which the company is formed. It's important to define these objectives clearly, as the company cannot undertake activities beyond those mentioned in this clause.
www.seribangash.com
Liability Clause: It outlines the extent of liability of the company's members. In the case of companies limited by shares, the liability of members is limited to the amount unpaid on their shares. For companies limited by guarantee, members' liability is limited to the amount they undertake to contribute if the company is wound up.
https://seribangash.com/promotors-is-person-conceived-formation-company/
Capital Clause: This clause specifies the authorized capital of the company, i.e., the maximum amount of share capital the company is authorized to issue. It also mentions the division of this capital into shares and their respective nominal value.
Association Clause: It simply states that the subscribers wish to form a company and agree to become members of it, in accordance with the terms of the MOA.
Importance of Memorandum of Association:
Legal Requirement: The MOA is a legal requirement for the formation of a company. It must be filed with the Registrar of Companies during the incorporation process.
Constitutional Document: It serves as the company's constitutional document, defining its scope, powers, and limitations.
Protection of Members: It protects the interests of the company's members by clearly defining the objectives and limiting their liability.
External Communication: It provides clarity to external parties, such as investors, creditors, and regulatory authorities, regarding the company's objectives and powers.
https://seribangash.com/difference-public-and-private-company-law/
Binding Authority: The company and its members are bound by the provisions of the MOA. Any action taken beyond its scope may be considered ultra vires (beyond the powers) of the company and therefore void.
Amendment of MOA:
While the MOA lays down the company's fundamental principles, it is not entirely immutable. It can be amended, but only under specific circumstances and in compliance with legal procedures. Amendments typically require shareholder
What is the TDS Return Filing Due Date for FY 2024-25.pdfseoforlegalpillers
It is crucial for the taxpayers to understand about the TDS Return Filing Due Date, so that they can fulfill your TDS obligations efficiently. Taxpayers can avoid penalties by sticking to the deadlines and by accurate filing of TDS. Timely filing of TDS will make sure about the availability of tax credits. You can also seek the professional guidance of experts like Legal Pillers for timely filing of the TDS Return.
Buy Verified PayPal Account | Buy Google 5 Star Reviewsusawebmarket
Buy Verified PayPal Account
Looking to buy verified PayPal accounts? Discover 7 expert tips for safely purchasing a verified PayPal account in 2024. Ensure security and reliability for your transactions.
PayPal Services Features-
🟢 Email Access
🟢 Bank Added
🟢 Card Verified
🟢 Full SSN Provided
🟢 Phone Number Access
🟢 Driving License Copy
🟢 Fasted Delivery
Client Satisfaction is Our First priority. Our services is very appropriate to buy. We assume that the first-rate way to purchase our offerings is to order on the website. If you have any worry in our cooperation usually You can order us on Skype or Telegram.
24/7 Hours Reply/Please Contact
usawebmarketEmail: support@usawebmarket.com
Skype: usawebmarket
Telegram: @usawebmarket
WhatsApp: +1(218) 203-5951
USA WEB MARKET is the Best Verified PayPal, Payoneer, Cash App, Skrill, Neteller, Stripe Account and SEO, SMM Service provider.100%Satisfection granted.100% replacement Granted.
Business Valuation Principles for EntrepreneursBen Wann
This insightful presentation is designed to equip entrepreneurs with the essential knowledge and tools needed to accurately value their businesses. Understanding business valuation is crucial for making informed decisions, whether you're seeking investment, planning to sell, or simply want to gauge your company's worth.
Putting the SPARK into Virtual Training.pptxCynthia Clay
This 60-minute webinar, sponsored by Adobe, was delivered for the Training Mag Network. It explored the five elements of SPARK: Storytelling, Purpose, Action, Relationships, and Kudos. Knowing how to tell a well-structured story is key to building long-term memory. Stating a clear purpose that doesn't take away from the discovery learning process is critical. Ensuring that people move from theory to practical application is imperative. Creating strong social learning is the key to commitment and engagement. Validating and affirming participants' comments is the way to create a positive learning environment.
Improving profitability for small businessBen Wann
In this comprehensive presentation, we will explore strategies and practical tips for enhancing profitability in small businesses. Tailored to meet the unique challenges faced by small enterprises, this session covers various aspects that directly impact the bottom line. Attendees will learn how to optimize operational efficiency, manage expenses, and increase revenue through innovative marketing and customer engagement techniques.
Digital Transformation and IT Strategy Toolkit and TemplatesAurelien Domont, MBA
This Digital Transformation and IT Strategy Toolkit was created by ex-McKinsey, Deloitte and BCG Management Consultants, after more than 5,000 hours of work. It is considered the world's best & most comprehensive Digital Transformation and IT Strategy Toolkit. It includes all the Frameworks, Best Practices & Templates required to successfully undertake the Digital Transformation of your organization and define a robust IT Strategy.
Editable Toolkit to help you reuse our content: 700 Powerpoint slides | 35 Excel sheets | 84 minutes of Video training
This PowerPoint presentation is only a small preview of our Toolkits. For more details, visit www.domontconsulting.com
Implicitly or explicitly all competing businesses employ a strategy to select a mix
of marketing resources. Formulating such competitive strategies fundamentally
involves recognizing relationships between elements of the marketing mix (e.g.,
price and product quality), as well as assessing competitive and market conditions
(i.e., industry structure in the language of economics).
Enterprise Excellence is Inclusive Excellence.pdfKaiNexus
Enterprise excellence and inclusive excellence are closely linked, and real-world challenges have shown that both are essential to the success of any organization. To achieve enterprise excellence, organizations must focus on improving their operations and processes while creating an inclusive environment that engages everyone. In this interactive session, the facilitator will highlight commonly established business practices and how they limit our ability to engage everyone every day. More importantly, though, participants will likely gain increased awareness of what we can do differently to maximize enterprise excellence through deliberate inclusion.
What is Enterprise Excellence?
Enterprise Excellence is a holistic approach that's aimed at achieving world-class performance across all aspects of the organization.
What might I learn?
A way to engage all in creating Inclusive Excellence. Lessons from the US military and their parallels to the story of Harry Potter. How belt systems and CI teams can destroy inclusive practices. How leadership language invites people to the party. There are three things leaders can do to engage everyone every day: maximizing psychological safety to create environments where folks learn, contribute, and challenge the status quo.
Who might benefit? Anyone and everyone leading folks from the shop floor to top floor.
Dr. William Harvey is a seasoned Operations Leader with extensive experience in chemical processing, manufacturing, and operations management. At Michelman, he currently oversees multiple sites, leading teams in strategic planning and coaching/practicing continuous improvement. William is set to start his eighth year of teaching at the University of Cincinnati where he teaches marketing, finance, and management. William holds various certifications in change management, quality, leadership, operational excellence, team building, and DiSC, among others.
"𝑩𝑬𝑮𝑼𝑵 𝑾𝑰𝑻𝑯 𝑻𝑱 𝑰𝑺 𝑯𝑨𝑳𝑭 𝑫𝑶𝑵𝑬"
𝐓𝐉 𝐂𝐨𝐦𝐬 (𝐓𝐉 𝐂𝐨𝐦𝐦𝐮𝐧𝐢𝐜𝐚𝐭𝐢𝐨𝐧𝐬) is a professional event agency that includes experts in the event-organizing market in Vietnam, Korea, and ASEAN countries. We provide unlimited types of events from Music concerts, Fan meetings, and Culture festivals to Corporate events, Internal company events, Golf tournaments, MICE events, and Exhibitions.
𝐓𝐉 𝐂𝐨𝐦𝐬 provides unlimited package services including such as Event organizing, Event planning, Event production, Manpower, PR marketing, Design 2D/3D, VIP protocols, Interpreter agency, etc.
Sports events - Golf competitions/billiards competitions/company sports events: dynamic and challenging
⭐ 𝐅𝐞𝐚𝐭𝐮𝐫𝐞𝐝 𝐩𝐫𝐨𝐣𝐞𝐜𝐭𝐬:
➢ 2024 BAEKHYUN [Lonsdaleite] IN HO CHI MINH
➢ SUPER JUNIOR-L.S.S. THE SHOW : Th3ee Guys in HO CHI MINH
➢FreenBecky 1st Fan Meeting in Vietnam
➢CHILDREN ART EXHIBITION 2024: BEYOND BARRIERS
➢ WOW K-Music Festival 2023
➢ Winner [CROSS] Tour in HCM
➢ Super Show 9 in HCM with Super Junior
➢ HCMC - Gyeongsangbuk-do Culture and Tourism Festival
➢ Korean Vietnam Partnership - Fair with LG
➢ Korean President visits Samsung Electronics R&D Center
➢ Vietnam Food Expo with Lotte Wellfood
"𝐄𝐯𝐞𝐫𝐲 𝐞𝐯𝐞𝐧𝐭 𝐢𝐬 𝐚 𝐬𝐭𝐨𝐫𝐲, 𝐚 𝐬𝐩𝐞𝐜𝐢𝐚𝐥 𝐣𝐨𝐮𝐫𝐧𝐞𝐲. 𝐖𝐞 𝐚𝐥𝐰𝐚𝐲𝐬 𝐛𝐞𝐥𝐢𝐞𝐯𝐞 𝐭𝐡𝐚𝐭 𝐬𝐡𝐨𝐫𝐭𝐥𝐲 𝐲𝐨𝐮 𝐰𝐢𝐥𝐥 𝐛𝐞 𝐚 𝐩𝐚𝐫𝐭 𝐨𝐟 𝐨𝐮𝐫 𝐬𝐭𝐨𝐫𝐢𝐞𝐬."
2. • Provide and discuss information about Purchasing laws,
policies and procedures.
• Provide a better understanding of the Purchasing process.
• Central Purchasing Staff and Responsibilities can be found on
the Purchasing Web Page at :
http://www.louisville.edu/admin/purchasing/cpstaff.htm#Purchasing
Procurement Basics
• Provide and discuss information about Purchasing laws,
policies and procedures.
• Provide a better understanding of the Purchasing process.
• Procurement Staff and Responsibilities can be found on
the Procurement Home Web Page at :
http://louisville.edu/purchasing
3. Staff
Lisa Ennis
Director of Procurement Services
lisa.ennis@louisville.edu
502.852.9220
Amber Horn
Assistant Director of Procurement Services
amber.horn@louisville.edu
502.852.7211
Marc Ellis
Assistant Director of Procurement Diversity & Inclusion
marc.ellis@louisville.edu
502.852.4276
Jessica Meyer
Contract Administrator
jessica.marcum@louisville.edu
502.852.1823
Steve McMillin
Contract Administrator
stephen.mcmillin@louisville.edu
502.852.8224
Phil Wiesemann
Contract Administrator
philip.wiesemann@louisville.edu
502.852.8227
Vacant
Contract Administrator
@louisville.edu
502.852.6248
Donna Barrett
Manager of Procurement Services
donna.barrett@louisville.edu
502.852.8225
Tiffany Jones
Administrative Specialist
tiffany.jones.1@louisville.edu
502.852.9257
Sally Molsberger
Chief Procurement Officer
sally.molsberger@louisville.edu
502.852.8223
4. Index
Purchasing Authority
Duties and Responsibilities
Violation of Purchasing Policy
Procure-to-Pay Guidelines
Contracts
Department Agreements
Software Purchases
Competitive Sealed Bid
Competitive Negotiation
Price Contracts
Ethics in Purchasing
Office Supply Purchases
Moving Policy
Federal Debarment
Purchasing Forms
5. • KRS 164A.560, allowed public institutions of higher education and their
affiliated corporations to perform the functions of acquisition of funds,
accounting, purchasing and capital construction by regulation.
• The University operates under KRS 164A.555 - 164A.840 and
the Model Procurement Code KRS 45A.005 through 45A.470.
• The Board of Trustees has delegated purchasing responsibility to the
Director of Procurement Services by board resolution.
• The Chief Procurement Officer, Director, Assistant Director, and Contract
Administrators in Procurement Services are authorized to sign contracts on
behalf of the University. Department signs as “Recommended By” Only.
Purchasing Authority (Statutory)
6. • Purchasing oversight of all equipment, supplies and services for the
University.
• Execution of equipment rental and equipment lease agreements.
• Adherence to state statutes and administrative regulations.
• Practice sound purchasing policies resulting in economical procurement
under fair and competitive conditions.
• Maintain good working relationship with our vendors so issues of
price, delivery and quality can be resolved.
• Operation of Central Receiving, Stockroom, Inventory Control,
and Asset Management.
Purchasing Duties and Responsibilities
7. • Faculty and staff who violate purchasing policies or otherwise act outside
of their authority, do so at their own personal risk.
• Purchases made without proper authority may become binding upon the
University only upon ratification by the Director of Procurement Services.
• If the purchase is not ratified by the Director of Procurement Services, the
obligation remains the personal obligation of the person making the
purchase.
• Use of the University tax exempt number is for University purchases only.
Tax exempt form can be printed off the web (Tax Exempt Form ), completed and
emailed or mailed to vendor.
Violation of Purchasing Policy
8. • The University of Louisville currently has three mechanisms (ProCard,
PO & Payment Requests) for procuring goods and non-PSC services
with a value of less than $4,500. The number of options very often can
lead to confusion as to what is the best and proper method to make a
purchase. This confusion leads to documents having to be reworked or
completely redone utilizing the correct process. The increased use of
the University’s ProCard program will provide efficiency and a
streamlined approach to procuring goods of a relatively low dollar
amount for the University.
• http://louisville.edu/purchasing/procure-to-pay-guidelines
Procure-to-Pay Guidelines
9. Diversity, equity and inclusion is of the utmost importance to the university and Procurement Services.
With that in mind, we have made a revision to our 3 Quote Process that will provide opportunities for
Minority and Women Owned Business Enterprises (MWBE’s) to partner with the University of
Louisville.
This process outlines departments are required to obtain three quotes on purchases that total between
$20,000 and $39,999.
Beginning July 1, 2021 departments are to obtain at least one quote from a Minority Owned
Business Enterprise (MBE) or Women Owned Business Enterprise (WBE) within the three quotes.
To find an MBE or WBE vendor click MBE/WBE Vendor List (scroll to bottom of page) or GovQuote
which also provides this information.
Should you have any questions or need any additional assistance, please contact the Procurement
Services team at purchase@louisville.edu.
We look forward to launching other initiatives in the future to support supplier diversity and inclusion
throughout the Commonwealth of Kentucky.
Revised 3 Quote Process – Effective July 1, 2021
10. • A purchase order is a contract.
• A department agreement is a contract.
• A contract is created when an Invitation to Bid or Request for Proposal is
awarded. Contracts are required when total spend for the fiscal year for any
vendor exceeds $40,000. Procurements are not to be split in order to evade this
policy.
• Thresholds:
– $1 to $19,999.99: One quote needed
– $20,000.000 to $39,999.99: 3 quotes required - 1 must be from MBE/WBE supplier
– $40,000.00 or more: Contact procurement services for formal bid process
• Payment methods:
– Procard: Up to $4,500
– PO: Over $4,500
– Payment Request: If purchase has been made already and you need to pay an invoice.
Contracts
11. • A department agreement is needed any time there are terms and
conditions on the agreement and/or requires an approval signature.
• All department agreements should be submitted to the Department
Agreement Portal. Instructions for using the Department Agreement
Portal can be found on the Purchasing website at
https://louisville.edu/purchasing/instructions-submitting-da
• If a department agreement is needed, it should be completed by
Procurement Services prior to entering a requisition. The completed
agreement should be attached to the requisition.
Department Agreements
12. • All software purchases should be reviewed by Procurement Services
regardless of the amount. Many of the software purchases that are
made online require you to agree to the company’s terms by utilizing a
“click through” agreement. These agreements have terms and
conditions that the University may not always be able to abide by.
• Software agreements can take up to 2-3 months to complete because of
the additional security reviews required by IT and Information Security
as well as negotiation on the terms.
• Procurement Services does not review anything until the security
reviews are complete to ensure that the software is compatible with our
systems and security policies.
Software Purchases
13. • No software should be used before these security reviews are completed
and a contract is signed by Procurement Services.
• If a vendor will not accept the limitation of liability requirements of the
University and we cannot come to an agreement, the liability will fall to
the department to pay in case of a breach or other legal concern instead
of utilizing the University insurance.
• If a vendor will not agree to changes in our terms and conditions,
Procurement Services cannot sign the agreement. If a department
decides to move forward with the purchase it is a violation of the
University Purchasing Policy.
Software Purchases
14. • Purchasing Policy 3.00
Can be found on the Purchasing Web page at the following address:
https://louisville.edu/policies/policies-and-procedures/pageholder/pol-purchase-by-
competitive-sealed-bidding
• The University is required by law to solicit formal Invitations to Bid for commodities and
services, including construction >=$40,000. The $40,000 threshold for vendor purchases is
University wide utilization and not just an individual department.
• Contract Administrators can add value to a procurement in the form of:
*More competitive price
*Better quality
*Shorter delivery time
*Improved terms and conditions
*Participation by Minority or Woman-owned firms
Contract Administrators will initiate the appropriate procurement method.
Continued on next slide
Purchase By Competitive Sealed Bid
15. • Bids have a specific opening time and are publicly opened and read.
• Bids are tabulated and ranked in accordance with applicable evaluation
criteria and posted on the website for public view.
• Departments cannot split or parcel purchases over a time period for the
purpose of evading competitive bidding, per KRS 45A.100.
Purchase By Competitive Sealed Bid
(Continued)
16. • Purchasing Policy 4.00
Can be found on the Purchasing Web page at the following address:
https://louisville.edu/policies/policies-and-procedures/pageholder/pol-purchase-by-
competitive-negotiation
Contract Administrator determines in writing that the use of competitive sealed bid
is not practical. Some of the reasons:
o Inability to write detailed specifications
o Price is not the main factor in awarding a contract
o Need for vendor’s expertise to accomplish desired outcome
• Examples: Food Services, Bookstore Services, Insurance
• A Request for Proposal is the document used to facilitate a competitive negotiation
• Standard time to allow responses is 30 days
• No public bid opening, all responses and negotiations remain confidential until
a contract is awarded.
Purchase By Competitive Negotiation
17. It is the policy of the University of Louisville to establish personal services contracts for
professional services in accordance with the provisions of KRS 45A.690 - 45A.695.
• Examples of services that must be provided through a personal services contract
include but are not limited to consultants, doctors, employee search firms, nurses,
lawyers, engineers and architects.
Commodities, equipment and non-professional services are not to be procured via a
personal services contract.
PSC Policy
PSC RFP Training and Instructions
PSC Forms
PSC’s must be paid on a purchase order and include the signed PSC Invoice form.
A PSC is only paid by payment request if the contract is expired and the work was
completed prior to the expiration.
Personal Service Contracts
18. • Purchasing Policy 22.00
Can be found on the Purchasing Web page at the following address:
https://louisville.edu/policies/policies-and-procedures/pageholder/pol-contracts
Price Contracts are established to obtain competitive price and prompt delivery of
products used frequently.
• Awarded as result of competitive bid or negotiations
• Usually established for a period of one year with renewal options.
• It is the policy of Procurement Services to purchase from price contract vendors
when products qualify and prices are consistent with specifications supplied by the
ordering department.
• A list of current price contracts can be found on the Purchasing Web Page
http://louisville.edu/purchasing/contracts
Price Contracts
21. • Purchasing Policy 2.00
Can be found on the Purchasing Web page at the following address:
https://louisville.edu/policies/policies-and-procedures/pageholder/pol-
ethics-in-purchasing
• Buyers of goods and services for the University of Louisville,
shall not take, receive or offer to take or receive (directly or
indirectly) any rebate, percentage of contract, money, (or other
things of value) as an inducement (or intended inducement) from any
vendor bidding for University purchase contract(s) or otherwise
seeking to make sale to the University.
• The Procurement Services Department adheres to the National
Association of Educational Buyers Code of Ethics.
Ethics in Purchasing (Gratuities)
22. • Purchasing Policy 7.00
Can be found on the Purchasing Web page at the following address
https://louisville.edu/policies/policies-and-procedures/pageholder/pol-
purchase-of-office-supplies
• Staples is the primary office supply vendor for the University. All office
supplies should be purchased from Staples.
• A Staples Welcome Guide is available. This guide
contains useful information on how to process orders, returns, etc.
• Order placement – http://www.StaplesAdvantage.com/
• Our Staples representative is Marc Renee Stevenson, 502-773-2541,
marcrenee.Stevenson@staples.com
Purchase of Office Supplies
23. • Purchasing Policy 38.00
Can be found on the Purchasing Web page at the following address:
https://louisville.edu/policies/policies-and-procedures/pageholder/pro-moving-
expense
• University has established a contract with Allied Van Lines/
Berger Transfer Storage Inc.
• Departments complete an authorization to move form found at:
(Employee move) http://louisville.edu/purchasing/forms/employee-move-form
(Office/Lab move) http://louisville.edu/purchasing/forms/office-lab-move-form
• All Self-Moves need prior approval from Procurement Services
• Payments are made by the Department of Procurement Services and
reallocated back to the authorizing department.
Moving Expense Policy
24. Federal Debarment
• Prior to contract award, Procurement Services shall ensure that the
successful vendor is not debarred from doing business with federal
agencies. Sanction checks will be performed on all new contracts for
vendors and at renewal times also.
• Sole source purchases, and departmental agreements >$25,000 will
require a sanction check.
25. • Can be found on the Purchasing Web page at the following address:
http://louisville.edu/purchasing/forms
• Examples:
Capital Lease - application for master lease
• MOVING (Employee Move)
• MOVING (Office/Lab Form)
• New Vehicle Request
• Procurement Card Forms
• Sole Source Authorization
• Personal Services Contract Forms / PSC Invoice Form
• Stores Requisition
• Component Purchases
• Equipment purchased on procurement card
• Resident Bidder Status
• Construction Invoice / Change Order / Employment
Utilization Report
Purchasing Forms
26. FAQ’s
A vendor gave me a written agreement to sign. Who can sign this agreement with the vendor?
Departments do not have authority to sign written agreements with vendors. Only a Procurement Services representative
has the authority to review and sign a written vendor agreement. In addition to containing terms which are not legal for a
state agency to agree, the liability can be tremendous. Failure to obtain proper review can leave the signatory at personal
liability. In addition, usually the existence of a vendor agreement will require the PeopleSoft requisition process.
Departments should review the agreement and if they are in agreement with the "vendor performance" portion of the
agreement they should sign the agreement below the University signature line as "Recommended by" and forward that to
the Department of Procurement Services via the OnBase DA Portal.
Is it ok to obtain goods and services prior to obtaining a PO?
Departments should always obtain a Purchase Order for Goods or Services prior to receiving such. Obtaining Goods and
Services without the issuance of an official UofL Purchase Order may place theUniversity/Department in direct violation of
State Procurement Laws. Additionally, the individual placing any order without a Purchase Order may also be held
personally responsible for payment of that transaction.
Where do I send invoices? How can I check on the status of an invoice?
All invoices for the academic campus are handled by and should be sent to UofL Controllers Office, Service Complex
Building. All original invoices should be sent directly to them.
How do I know which contract administrator handles whichcommodities/services?
A listing of the Procurement Services Staff and Staff CategoryAssignments can be found at About Staff.
27. FAQ’s
I found a lower priced item on the internet. Since it’s cheaper is it ok for me to order?
Contracting structure for good and services purchased by the University can range from very restrictive to having some
flexibility depending on the individual commodity. In general, departments should utilize the University’s contracted
vendors for purchases. Contact the appropriate Procurement Services staff person at 852-6247 if you have a question
about purchasing a specific product from a non-contracted vendor.
What is a PSC? How do I determine if I need to use one? Are there Forms for this?
Under the Kentucky Model Procurement Code, a personal service contract is an agreement whereby an individual, firm,
partnership, or corporation is to perform certain services requiring professional skill or professional judgment for a
specified period of time, at an agreed upon price. Personal service contracts are governed by the state, require additional
approvals, and have no solicitation threshold. Common services associated with PSC's include attorneys, design,
architectural firms, consulting, licensed professionals, etc. More information about PSC's -- including training and related
forms -- can be found on the Procurement Services website under Forms.
I need to hire a consultant. What should I do?
See answer above regarding PSC’s.
What items am I required to order from the Stockroom?
Purchasing Policy 28.00: The Department of Procurement Services shall identify items of common usage throughout the
University to facilitate quantity buying. Where economically practical, such items may be carried in inventory in the
Stockroom for the purpose of providing a ready supply of such items to using departments. The Stockroom is the
designated source from which all budgetary units are required to purchase supplies such as paper products, maintenance
supplies, and other miscellaneous supplies. Items available at the Stockroom must not be purchased from any other
source. A list of Stockroom items can be found at Stockroom Product Listing.
28. FAQ’s
Where can I find a sales tax exemption certificate?
A Sales Tax Exemption Certificate can be found at Purchase Exemption Certificate.
What is the procedure for leasing equipment?
As stated in Purchasing Policy 32.00: The University of Louisville currently has a financial institution with an established
Master Lease to finance equipment over time. The master leases do not preclude the need to solicit competitive bids in
order to establish the cost to be financed, if items are not covered by an already established contract. See Long-Term
Lease Equipment Procedures .
What can I buy and not buy with my ProCard?
A full listing of Suggested ProCard Uses and Limitations can be found at:
Suggested Uses of ProCard Program Restrictions of ProCard Program
My department is in the process of hiring an employee and we want to pay for their move to Louisville. What do I
do?
A complete guide to moving an Individual/Office to the University can be found under Purchasing Procedure 38.00.
Is it true that printing may only be performed in-house by IT Print or under a contract that has been signed by the
Governor of the Commonwealth?
Yes. All printing requests, regardless of sourcing funds, must be routed through Canon, who has first right of refusal.
Canon decides if a job will be done in-house or sent to a vendor under contract. Under no circumstances may printing be
procured without competitive bidding, contracting, and the Governor's signature. Additional information may be found
under Purchasing Policy 40.00.
29. FAQ’s
I have a budget error on a requisition/purchase order. Who can help me resolve this?
Listed below are a few reasons why your requisition would have a budget error.
1. No Budget Exists
2. Budget date out of bounds
3. Document Tolerance. In all instances notify your UBM first and if it is on a grant contact Grants Management.
Where can I find a copy of the bid that was sent out for my department?
All Bids/RFPs issued and announced Awards can be found at: Invitation to Bids and Requests for Proposals or
Awarded Bids and Requests for Proposals
Where can I find a list of contracts available for use through Purchasing?
A full listing of current contracts can be found at Contracts. This can be searched by Vendor Name or Commodity Type.
How can I get a new vendor added to Peoplesoft?
A new Supplier is added via the Supplier OnBoarding system, accessed from the Controller's Office Accounting Operations
website. Click on Supplier OnBoarding Information. Log-in with your user ID and password. Enter the name of the
individual or company and their email address. The Supplier will then receive an email with detailed instructions about the
registration process. Vendor issues are handled in the Controller's Office and not Procurement Services.
30. Questions?
If you have a question and you’re not sure who to send it to, send an email to the
purchasing service account at purchase@louisville.edu or call 502.852.6247 and it
will be directed to the appropriate individual in Procurement Services.