In support of the University’s mission of excellence in education, research, outreach and collaborative partnerships with the greater community, the Department of Procurement and Strategic Sourcing will:
Establish and administer contracts effectively
•Procure facilities, goods and services for best value
•Delegate procurement authority to promote efficiency
•Provide value-added physical distribution services
•Ensure University business is conducted in a fair and open environment, in full compliance with applicable laws and regulations
•Promote sustainability and reduce environmental impact

• Procurement & Strategic
Sourcing Home Page
– www.Purchase.umd.edu
• Main Information 301-405-
5813
• Main Fax 301-314-9565
• KFS Help Desk 301-405-2603
– Email: fp-KFS-support@umd.edu

• Step 1 Consider borrowing or purchasing used or environmentally friendly
• Step 2 Are the goods or services available in-house?
• Step 3 Does the State require that we purchase the goods or services from “Preference
Providers”?

• Step 4 Is the transaction within
Delegated Procurement Authority?
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• Step 5 Submit a Requisition for
Purchase to the Department of
Procurement and Strategic Sourcing.
For competitive purchases include:
Requisition for Purchase
Specifications
Performance requirements
Estimated dollar amount
Funding source

• Step 6 Contact the Department of
Procurement and Strategic
Sourcing with questions/concerns
– Main Information 301-405-5813
– Main Fax 301-314-9565

• Give Vendors Fair and Equal
Consideration
• Strive to obtain the maximum value for each dollar of expenditure
• Do Not Accept Gifts or Gratuities such as
– Tickets to sporting or entertainment events, golf outings, meals

• Avoid Appearance of Conflict of
Interest
– Do not place orders with relatives or firms with whom you have some ownership or relationship
• Conduct business with potential and current suppliers in an atmosphere of good faith, devoid of intentional misrepresentation

• Delegated to Departments
• Processed by Procurement &
Strategic Sourcing:
– Micro
– Simplified
– Formal
– Sole Source
– Construction/Facilities Procurement

• Purchases using the
Purchasing Card
• Transaction under
$5,000 handled in
Procurement
• Greater than $5,000 less than $100,000
• Greater than $100,000
• Same Day
•3 days
•10 -14 days
• Milestone
Plan

• Campus has authority to spend up to $5,000*
• *Purchasing Card
• *Automatic Purchase Orders
• *Consultant Contract up to $5,000
• Vendor Contracts (Formerly Master
Contract)
• Travel Card

• Primary Tool: Purchasing Card
• Cardholder Agreement and
Training with Test Required
• Purchases limited to $5,000 or less per transaction
• Certain Items/Services Restricted

• Issued in Individual’s Name
• Not for Personal Purchases
• No Cash and Cash Equivalents
(gift cards, etc.)
• Not for Travel or Restaurants
• Cards Must NOT be shared
• No Splitting Orders to Bypass
Procurement Regulations
• Pay Fair and Reasonable Prices

(Formerly Master Contracts)
• Approx. 70 Vendor Contracts available
• Many Vendor Contracts with
Small and Minority Vendors
• Office Supplies, Computer
Peripherals, MRO Supplies available through General Stores
• Listing on website (requires UM user ID and password)

• $5,000 and under Micro
Procurement
– Delegated to Campus
• $5,000 - $100,000 - Simplified
Acquisition (Procurement)
• Over $100,000 - Formal
Procurement

• Transaction is generally initiated by creating a Requisition and submitting it to Procurement via
Kuali Financial System
• https://kualifinancial.umd.edu/K
FS/index.html
–- click on
“training” drop down
• Assignment of Requisition Based on Staff Workload

• Approval by authorized signatory
• Clear specifications/scope of work
• Complete information
– who, what, where, when, why
• Sufficient time for process
– Realistic delivery date, not ASAP

3 Major Types of Specifications
1. Design – Identify minimum requirements
2. Performance – Describe what you expect the good or service to produce
3. Combination of design and performance

• $5,000 to $100,000
• Handled by Procurement and
Supply except Vendor Contract
Releases
– Goal is to issue purchase order within 14 days
• Simplified refers to the more streamlined process Procurement
Specialists in Procurement and
Strategic Sourcing use to execute these transactions

• Typically the Procurement
Specialist will send a Request For
Quotation (RFQ) to several suppliers. Will be considered for
SBE/MBE procurement
• Based only on criteria stated in the solicitation
– RFQ - low price that meets the specifications

• Greater than $100,000
• Request For Proposals (RFP)
• Invitation For Bid (IFB)
• Handled by Procurement and Strategic
Sourcing
• Customer Prepares the Statement of Work
• Customer Assists in the Development of a
Milestone Plan
• Requires More Teamwork between
Procurement and Customer
• Award Based on Best Value

• e-Maryland Marketplace
• Others as necessary
– Length of time before due date is now flexible

• Pre-Proposal Conference
• Evaluation of Technical Proposals
– By Committee
– Written Clarifications/Oral
Presentations
• Evaluation of Price Proposals
• Award by Best Value

Sole Source Procurement: “A situation created due to the inability to obtain competition. May result because only one vendor or supplier possesses the unique ability or capability to meet the particular requirements of the solicitation.” –NIGP
Online Dictionary
• Equipment, Supplies and Consumables:
– Products can only be purchased directly from a manufacturer that has NO resellers or distributors.
– If resellers are available the purchase is NOT a sole source.
• Consultants and other Specialized Services
– A Consultant has a unique set of knowledge, skills and abilities that make him/her the ONLY consultant that can do the required work.
– A Scope of Work is required for all consulting contracts.

• A company offers a great price or deal, much better than its competitor.
• A company has the quickest delivery time.
• A company is known for providing the “best” product.
• A contract with the company already exists.
• This company provided the product last time.
• Sold by the manufacturer but there are resellers.

• Formal proposal from Contractor
• Contractor Reviews and Signs our
Terms, Conditions, Affidavits and
Certifications

• Procurement Determines Price
Reasonableness
• Procurement Determines
Contractor Responsibility
– Past Performance
– Technical Capabilities
– Financial Stability
• Procurement Issues Contract

• Only Procurement can sign vendor contracts, agreements
• Insurance
– University is self insured
– Need a certificate of insurance? Contact Risk
Manager, Donna McMahon, DES
• Vendor Agreements, Licenses,
Waivers, Contracts and Contract
Modifications
– All such documents, regardless of cost, require
Procurement’s review for objectionable terms

• Consulting services are, in principle, no different from any other contract for services
• Contracts over $5,000 must be coordinated with Procurement
• Contracts less than $5,000, use UM consulting agreement on website
• Travel and accommodations costs can be included in the contracts
– travel and accommodations should be consistent with University travel guidelines.

• Cannot treat consultants as employees, nor can a consultant have been an employee during the calendar year
• To avoid conflict with IRS rules consult with Procurement before giving the consultant a notice to proceed when within delegated procurement

• Maryland Correctional Enterprises
(formerly State Use Industries) must be evaluated for all furniture purchases
• If Maryland Correctional Enterprises
(MCE) can satisfy your requirements we must use MCE
• Furniture showroom in Physical
Distribution with Representative
• Use Vendor Contract MCE, #12140 in KFS

• Minority Business Enterprise
(MBE)
• State socioeconomic program to support historically underutilized businesses.
• House Bill 306 - Maryland Law sets goals

• To be counted, a firm must be certified by Maryland Department of Transportation
• Approx. 4000 firms certified
• Database available at
– http://www.mdot.state.md.us/cgibin/mbedir/mbedirectory
– link from Procurement’s web site

• Goal is 25% of dollars to be spent with MBE contractors or subcontractors
• 10% sub-goal for women owned businesses and 7% for African
American owned businesses

• Procurement and Strategic
Sourcing will review each procurement to determine if
MBEs are available for solicitation
• Each Procurement over $100,000 should have MBE contract or subcontract goal

• It’s the Law! 10% of dollars spent with Certified Small Businesses
• Designed to stimulate small business growth and strengthen the Maryland economy
• Requires delegated purchases from SBEs to meet mandate

• Certain solicitations will be restricted to competition among
State-certified SBEs
• Look up certified SBEs at: https://www.smallbusinessreserv
e.maryland.gov

• Procurement and Strategic
Sourcing will review each procurement to determine if SBEs are available for solicitation
• Procurement Creates Master
Contracts with Small Businesses
(identified with SBE icon)

• UM and USM Board of Regents supports the
State’s efforts to increase business opportunities for MBE’s and SBE’s
– Firms that have demonstrated time and again the ability to provide excellent products and services
• Increasing the MBE participation to 25 percent is a significant challenge.
• Mandate of SBE participation of 10% also a challenge
• We also need the assistance and aggressive effort of every unit on campus to achieve these new MBE goals and SBE mandate.

• Delegated and Simplified
Procurement or Aquisition
– contract administration may be no more than verifying that the ordered item was received on time, at the right location and the price on the invoice is equivalent to the price on the purchase order, P-Card order, etc
• Complex Procurement
– contract administration is a responsibility that is shared between
Procurement and Supply and the customer (End-User, Department)

• Early and effective communication between all parties (including Procurement)
• Detailed documentation of performance
– Good or Bad!

• Review Delivery/Shipping Documents
• Inspect Shipment
• If count is incorrect or damage is apparent
– Record discrepancy on delivery document (short one piece, etc.)
– Have delivery person sign acknowledgement of statement with signature or initials
– Make a copy of the signed document for your records
– Sign document and accept delivery
– Contact Procurement for Assistance if necessary.
• If UPS or FedEx and shipment is damaged, record discrepancy and refuse shipment

• Get a “Return Authorization”
• Keep accurate records
• FedEx and UPS Contracts
• Contact Traffic Manager for assistance (Doug Waterman, 301-
405-5852)

• Procurement has contracts for household moves
• Contact Doug Waterman, 301-
405-5852 for assistance
• Please allow approximately four weeks for the bid process, especially during peak season
(June, July and August)

• Inside and Outside Storage
• Inside: Sensitive Items
• Outside: 31 Units @ 10’ x 20’ each

• Terrapin Trader is the University’s
Surplus Property Operation
• Property Control
• Free Pick Up from Departments
• Items Sold through TT Showroom and Bid Process

• MRO Contract with MSC Industrial
Supplies
• Office Supply Contracts and Computer
Peripherals Contracts
– Officemax A Boise Company
– Rudolph's Office & Computer Supply, Inc.

Contact:
Jim Haley 301-405-5837
Vickie Underwood 301-405-
5840