Procurement Services Forum
May 2010
Today’s Agenda
New Procurement Services Website
Business Diversity Program
Electronic Reimbursement Project
Request: Send invoices to AP
Small Dollar Transition
Strategic Contract Demonstrations
• Hardware IT: CDW-G
• Compressed Gas: Praxair Demonstration
Announcing:
the new
Procurement Services Website
David Wright
Director of eCommerce
Business Diversity Program
Procurement Services Forum
Chesca Ward, Diversity Manager
Diversity Opportunity
Transparency
The UW has a Business Diversity Program?
Vision
• The University of Washington will be an academic
community strengthened by the utilization of businesses
whose ownership is representative of the diverse
community we serve.
Mission
• We proactively engage with and support the University of
Washington’s commitment to creating an environment for
businesses contracting with the University that reflects
diversity, promotes opportunity, and values transparency.
Business Diversity Program Goals
Improve reporting
Educate and encourage internal customers about BDP
Develop resources to connect M/WBEs with “buyer/decision
makers”
Improve capacity of M/WBEs doing work with UW
Question #1
Which of the following departments/staff are
responsible for the success of the UW’s Business
Diversity Program (BDP)?
A. Procurement Services
B. Capital Projects Office
C. Chesca Ward and Lynn Beck
D. Office of Sponsored Programs
E. All of the above
Mandatory goals
The authority to reject low
bidders who do not meet the
M&WBE goals
Price preferences or
preference points based on
race, gender, color, ethnicity,
or national origin
Consideration of race,
gender, color, ethnicity, or
national origin in the final
selection and award of
contracts or purchases
Did Not Remove
Removed
What about I-200? Is this legal?
Certification of M&WBE firms
Outreach and recruitment of
M&WBE firms
Voluntary M&WBE purchasing
and contracting goals
The State's authority and duty
to identify and remove
barriers to equal participation
in contracting and purchasing
The State's monitoring and
reporting of the utilization of
M&WBE firms
Question #2
What did the UW spend with both minority and
women-owned (MWBE) firms in fiscal year
2009?
A. MBE 10.28%, WBE 6.59%
B. MBE 15.12%, WBE 8.03%
C. MBE 6.87%, WBE 4.73%
D. MBE 1.56%, WBE 1.08%
How We Compare
When compared with 120 Washington state
agencies, the UW ranked:
• #2 in total dollars spent with MBEs
• #1 for total dollars spent with WBEs
• #2 overall for total spent with MBEs & WBEs
• #40 for % spend with MBEs
• #45 for % spend with WBEs
Upcoming Initiatives
• Improving reporting capabilities
• Tracking 2nd tier & subcontractor spend
• Exclusions
Your Purchases Matter
• Click on “Supplier Diversity” from the NEW
Procurement Services web site to learn more
• Purchasing methods:
– eProcurement: Excel Gloves & Keeney’s Office Plus
(coming soon)
– ProCard
• Diverse Vendor Search
Other Ways to Make a Difference
• Departmental Meetings
• Supplier Diversity Events
– BDP Catering Event
• August 11, Kane Hall, Walker Ames Room
– 5th Annual Business Diversity Supplier Fair,
• December 8, Mary Gates Commons
Contact Us
Chesca Ward, Business Diversity Manager
qsw@uw.edu, 616-3741
Lynn Beck, Business Diversity Specialist
lynnb@uw.edu, 543-0847
http://www.washington.edu/admin/bdp/
http://f2.washington.edu/fm/ps/
Electronic Reimbursement
Project
Julie Condit
Accounts Payable Supervisor
Electronic Reimbursement Project
Streamline Reimbursements
Team consists of
central office staff
and several
customers to come
up with a
recommendation
for using an eForm
for reimbursements.
• Also reduces rework, processing costs and speeds up
payment
Provide visibility
• Status of reimbursement requests and ability to track
payment in an electronic system (ARIBA)
Provide clear guidance
• Provide clear guidance and instructions
• Help reduce the number of methods for
reimbursement
What processes will this affect??
Departmental
Revolving Fund
Check Request
Petty Cash window
at SFS
Purchase Order
Electronic
Reimbursement
Project
Request to
send invoices to
Accounts Payable
Julie Condit
Accounts Payable Supervisor
Request to Send Invoices to Accounts Payable
The Goal
• Goal is to pay 85% of invoices within 45 days of
invoice date
Our Average
• In previous years we were averaging receipt of
invoices within 18 days of invoice date
Current Stats
• Currently we are averaging receipt of invoices
within 24 days of invoice date
How can you help?
• We need your help to pay our suppliers timely,
send your invoices ASAP to AP, Box 351130
Small Dollar Transition
Mark Conley
Associate Director,
Purchasing Services
July 1, 2010
Hard cut off date for
PAS requisitions
under $3300 that do
not meet the
exception criteria
Small Dollar Transition
• Targeted approach
• Deeper Dive into the Data
• Compressed gases
• 6000 transactions
• Approx 20% of discrepancies
• Contracts in place
• Collaborative approach
Strategic Contracts
Ray Hsu, UW Purchasing
Hardware IT: CDW-G
Come see the
CDW-G
Showroom
In Action!!
Purchasing/Accounting Building
3917 University Way NE
Seattle, WA 98105
2nd floor
Hours:
Contact:
206.543.5834
8:00am – 5:00pm
Suzanne Blais
/ sblais@uw.edu
Strategic Contracts
Kassy Ellefson; UW Purchasing
Dan Mackenstadt; Praxair
University of Washington
Spring Procurement Services Forum
May 11-13
Praxair Contract
Making our planet more productive
SM
Agenda
• Contract Benefits
Agenda
•Praxair Service Offerings
• Contract Benefits
•Safety
•Bundled Pricing
•Praxair Service
Offerings
•Delivery
and Plant Capabilities
•Safety
•Bundled Pricing
• Full
Service
Provider
•Delivery
and Plant
Capabilities
•Liquid Helium
Praxair Proactive Maintenance• Full Service• Provider
•Liquid HeliumFreezers
• Praxair Proactive Maintenance- Freezers
• eProcurement (Punchout)
• E- Procurement (Punchout)
• Sustainability
• Sustainability
28
Benefits of Praxair Contract
Cylinder Management
Cylinders are bar-coded
Tracked by delivery point, purchase order and product
Provides
E H & S with HAZMAT reporting by location and product
• Contract
Benefits
Agenda
Bundled
Pricing
•Praxair
Service
Offerings
•Safety Includes rental, delivery,
•Bundled Pricing
•Delivery
and Plant Capabilities
One Source,
Total Supply
hazmat, product price in one cost
Manufacturer of all base molecules including Helium
• Full Service Provider
(Ar, H2, N2, CO2, O2)
•Liquid Helium
of cylinder
gases and equipment
• PraxairManufacturer
Proactive MaintenanceFreezers
Distributor of Chart MVE and Taylor Wharton Cryogenic Equipment
• E- Procurement (Punchout)
Dedicated Resources
• Sustainability On site Account Manager
Dedicated Customer Service
Dedicated Delivery Personnel, daily delivery to UW Campus
29
Benefits of Praxair Contract
Agenda
Safety
Safety seminar offering
MSDS
and DOT classifications available at praxair.com, live updated
• Contract
Benefits
data
Participating
in Partners in Emergency Preparedness Conference
•Praxair Service
Offerings
•Safety Drivers and onsite personnel trained in safe practices for handling gases
•Bundled
Pricing
and
equipment
•Delivery and Plant Capabilities
Factory trained personnel to service cryogenic equipment
• Full Service Provider
KeyHelium
Performance Measurements
•Liquid
• PraxairDelivery
Proactive Time
MaintenanceFreezers
Tracking=
99% on time average
in 2009
Zero/Zero Safety Incidents
• E- Procurement
Customer (Punchout)
Satisfaction Survey
Continuous Improvement
• Sustainability
30
Tacoma Plant Capabilities
• Local inventory of high purity and
Agenda
industrial gases
•
Diverse array of cylinder types
and sizes
• Gas Analysis
Laboratory on site
• Contract
Benefits
•
Fully automated dry ice cutting
operation
•
2 Full time chemists in Tacoma
Laboratory
•
On line, centralized Plant
Operations Information System
– Manages all quality and
•
On site cylinder maintenance and
hydrostatic testing capability
•
Subject to internal and external
audits
– Gas chromatography
(TCD, DID)
•Praxair Service
Offerings
–
Trace
oxygen
analytical
•Safety
capability
•Bundled
Pricing
•Delivery
and Plant
Capabilities
– Flame
ionization
detector
– Horiba IR
• Full Service
Provider
– Moisture
analysis
•Liquid Helium
– Fully validated analytical
• Praxair Proactive Maintenance- Freezers
systems
– FDA manufacturing facility for
• E- Procurement
(Punchout)
USP, NF, Medical
and Medical
Device products
• Sustainability
31
Praxair Gas Delivery
Equipment
Agenda
•
Praxair builds thousands of gas handling
• Contract Benefits
solutions, available for immediate shipment!
•Praxair Service Offerings •
Regulators
•Safety
•Bundled Pricing
•Delivery and Plant Capabilities
• Full Service Provider
•
Flow Meters
•
Gas Distribution Systems
•Liquid Helium
• Gas
• Praxair Proactive Maintenance- Freezers
•
• E- Procurement (Punchout)
• Sustainability
Purification Accessories
Gas Generators
•
Valves, Pigtails, Fittings, and CGA connections
•
Custom panels and manifolds for gas cryogenic
supply available
Protect the purity of your gases with the ProStar
32
Platinum gas delivery equipment!
Cryogenic Products
Agenda•
Transfer hoses & phase
separators
• Contract Benefits
• Freezers & Inventory Racks
•Praxair Service Offerings
•Safety
• Aluminum Tanks
•Bundled Pricing
– Small Storage Capacities
•Delivery and Plant Capabilities
– LN2 Dewars
• Full Service Provider
– Vapor Shippers
•Liquid Helium
• Praxair Proactive Maintenance- Freezers
• Control Rate Freezers
• E- Procurement (Punchout)
• Vacuum Jacketed Piping
• Sustainability
• Accessories / Parts
33
Fresh Ice Delivered
Daily on Campus!
Praxair Handouts
Agenda
• Contract Benefits
•Praxair Service Offerings
•Safety
•Bundled Pricing
•Delivery and Plant Capabilities
• Full Service Provider
•Liquid Helium
• Praxair Proactive Maintenance- Freezers
• E- Procurement (Punchout)
• Sustainability
35
Punchout Update
Agenda
The Landing Page
"Praxair is the Primary Supplier", marketing tool, monthly
specials, new services, highlighted products (liquid helium)….
• Contract Benefits
User contact information
•Praxair Service Offerings
•SafetyCommunication to Users
•Bundled Pricing
Communications listed on the eProcurement home page,
•Delivery and Plant Capabilities
Procurement Guide, Email announcements to Administrators.
information flyer for drivers
• Full Service Provider
•LiquidTutorial
Helium
Update re Toxics
• Praxair Proactive Maintenance- Freezers
Added information about Toxic ordering procedure (EH&S
requirement) and user changing their "Ordering Preference"
• E- Procurement (Punchout)
Training
• SustainabilityCompleted in April
36
Business Continuity Plan
Agenda
If punchout is not functioning
• Contract Benefits
•Praxair Service
Offerings
Praxair
computer system acts as a back up
•Safety
•Bundled Pricing
UW
•Delivery and
Plantpricing
Capabilitiesis
Account
#’s
• Full Service
Provider
all in Praxair computer system
are set up on scheduled delivery
•Liquid Helium
Order
desk can
take
• Praxair Proactive
MaintenanceFreezers
phone orders and place in to CU
• E- Procurement (Punchout)
• Sustainability
37
Praxair Proactive Maintenance
Cryogenic Freezer Services
Agenda
Why Praxair Proactive Maintenance?
• Contract Benefits
•Praxair Service Offerings
•Safety • Increase safety for stored
materials, users & Praxair
•Bundled Pricing
•Delivery and Plant Capabilities
• Identify problems associated
with
cryogenic storage solutions
• Full Service
Provider
before they occur.
•Liquid Helium
• Reduce complexity – one
dependable, experienced
resource for problem
resolution.
• Ensure easy access to
historical maintenance data.
• Praxair Proactive Maintenance- Freezers
• Reduce risk.
• E- Procurement (Punchout)
• Preserve and protect
investments.
• Sustainability
• One provider, one price for all
maintenance requirements.
• Ensure the equipment
manufacturers’ recommended
maintenance schedules are
met or exceeded.
39
Liquid Helium
Praxair offers:
• Special pricing based on total UW volume
• Additional services such as NMR/MRI magnet shimming,
movement, maintenance
• Manufacturer position, not a reseller, so can guarantee supply
during allocations/shortages
• Multiple North American fill points, only PNW supplier operating
two transfill facilities (one in Fife, WA, one in Richmond, BC)
Agenda
Sustainability
• Contract Benefits
•Praxair
• Service
March Offerings
17 Supplier Summit
•Safety
•Bundled Pricing
•Delivery and Plant Capabilities
• Next meeting May 24
• Full Service Provider
•Liquid Helium
• Praxair Proactive Maintenance- Freezers
• Goal
– to present one new idea that will improve Praxair/UW
• E- Procurement
carbon(Punchout)
footprint or sustainability in a tangible,
measurable way, within a one year timeframe.
• Sustainability
41
Contacts:
Procurement Customer Service
Jeff Follman
Associate Controller; Financial Management
David Wright
Director; eCommerce
Dennis Gawlik
Director; Purchasing Services
Chesca Ward
pcshelp@uw.edu
206-543-4500
jfollman@uw.edu
543-3708
djwright@uw.edu
616-7076
gawlikd@uw.edu
543-4139
qsw@uw.edu
Manager; Business Diversity
Julie Condit
Supervisor; Accounts Payable
Mark Conley
Associate Director; Purchasing Services
Kassy Ellefson
Senior Buyer; Purchasing Services
Dan Mackenstadt
Associate Account Manager; Praxair
Suzanne Blais
Senior Contracts Manager; Purchasing Services
Ray Hsu
Manager; Purchasing Services
616-3741
jacondit@uw.edu
685-0571
mconley@uw.edu
543-4211
ellefson@uw.edu
543-5827
Dan_mackenstadt@praxair
.com
206-632-7138
sblais@uw.edu
543-5854
rayhsu@uw.edu
543-0793