Procurement, Contracts and Reconciliations (PCR)
www.pvamu.edu/procurement/
Volume 1 - Issue 2
Financial Administration | W.R. Banks Bldg., Suite 149
: P.O. Box 519; Mail Stop 1311| Prairie View, Texas 77446
: 936/261-1902 | : 936/261-1958
: procurementsvs@pvamu.edu
JULY 2014
PCR NEWSLETTER
THE END
August 31, 2014
It is important to review the fiscal year 2014 purchasing and travel deadline schedule closely and
access your purchase and travel needs. You must take the necessary measures to ensure that all
departmental Requisitions, L-Docs, E-Docs, Interdepartmental Orders (IDO) and travel requests are
received in the appropriate office by the applicable deadline date.
FAMIS will open on August 1, 2014 for departmental entry of Fiscal Year 2015 requisitions.
Departments are encouraged to review departmental account open commitments to prevent the loss of funds and to allow for a
successful close out of FY 2014 before August 15, 2014.
See VPBA Memo FY14-75 Purchasing and Travel Year End Deadlines
What Departments Should Know
*NEW* Limited Purchase Request to Order Form - Ordering departments must
provide L-Doc # to the vendor. If the vendor requests a written purchase
authorization a Limited Purchase Request to Order form must be sent to the vendor.
FAMIS Departmental Receiving (Screen 321) is required to facilitate timely payment
to vendors.
Processing a Facility Work Order Request for facilities services operations through
Southwest Service Corporation (SSC).
ALERT: They’re not easy to identify, but we are receiving reports
that toner pirates are out there trying to do what they do best,
trick you into thinking you can buy toner from them. Please
communicate to your team that they should never purchase toner
outside of the approved vendors listed below.
PVAMU Administrative Procedures
25- Expenditure of Funds
PVAMU UAP 25.07.03.P0.01
Acquisition of Goods and/or Services
RESOURCES for UNIVERSITY DEPARTMENTS
http://www.pvamu.edu/procurement/
FAMIS Services – User Manuals and Updates
http://www.tamus.edu/offices/famis/
Expense Object Code Search
http://apps.system.tamus.edu/objcodes/
Procurement Card Services
http://www.pvamu.edu/fsrv/pro-card-services/
CHANGE TO PRINTER-TONER AGREEMENT
Pante is no longer able to fulfill the remaining time indicated on the printer and toner agreement, set to expire on August 31, 2014. The
following vendors will provide departmental printer and toner needs temporarily until a new contract is established.
Globe Office Products
Contact: Philip Soni
Phone: 713-932-7822
Email: globeoff@hotmail.com
Brenham Office Supply
Contact: Karen , Wayne, Janie
Phone: 979-836-5221
Email:karen@brenhamofficesupply.com
Surety Systems
Contact: Charles Johnson
Phone: 832-567-4838
Email: cjohnson@surety-sys.com
CAMPUS AGREEMENTS
(Click on active link above, to see complete list of PVAMU Campus Agreements)
* Denotes a specific PVAMU web ordering page
Vendor
Contact Name
Phone
Contact E-mail
Charter Bus
Continental Bus Lines
Manuel Alvarez
713-692-1996
continentalbuslines@juno.com
Booth Rentals
Events Plus
Barbara Hardin
936-321-3450
barbara@eventsplustx.com
Canon Copiers
Marimon Business Systems
Mike Good
713-856-2060
mgood@marimoninc.com
Computers
Commonwealth Computers
Karla Broadus
210-698-3825
cwealth@swbell.net
Office Furniture
Office Design Concepts
Joseph Sylvan
713-484-7762
joseph@odc-llc.com
Stationary, Business Cards
Marfield *
Lee Ann Packard
972-245-9122
leeann_packard@marfield.com
Commodity
SOLICITATION TYPES
Sales and Hotel Tax Exemption
Prairie View A&M University is exempt from sales tax under Section
151.309 of the Texas Tax Code. Texas colleges, universities and all public
and private elementary and secondary schools are exempt from state hotel
tax under Section 156.102.
Use the link below to obtain a State Comptroller’s Tax Exemption Verification
Notice: http://window.state.tx.us/taxinfo/exempt/exempt_search.html.
Exempt organizations should claim an exemption at the time of purchase by
providing a properly completed exemption certificate to the retailer.
Contact the PVAMU Procurement Office to obtain a completed Texas Sales
and Use Tax Exemption Certification and Hotel Tax Exemption document.
FINANCIAL ADMINISTRATION
PROCEDURES AND DOCUMENT PROCESSES
Location: HSCI Rm 101 - Time: 1:30 p.m.
Procurement, Contracts and State of Texas HUB Program
Purchasing Methods: Exempt (E-Doc), Limited (L-Doc), Requisition (R-Doc)
and Departmental Receiving
Invitation for Bid (IFB) - This method is used for goods and/or services over
$25K. Price is usually the most important factor in award. Best Value
considerations are used when appropriate – when the entity is willing to
pay more for additional features or benefits.
Competitive Sealed Proposals (CSP) also known as Request for Proposals (RFP)
Usually used on higher dollar, higher risk, or complex procurements.
*CSP for Construction Projects and *RFP for other services
•
•
•
Negotiations are desirable
Evaluating factors other than price
Desire for innovative solutions
Request for Qualifications (RFQ) - Used with professional services where
vendors submit qualifications without pricing. The review committee
selects the most qualified vendor, solicits pricing information, and
negotiates best value.
Purchase Amount
$5,000 and below
UPCOMING 2014 TRAINING DATES
provided twice monthly
th
August 4
and
th
August 18
FY 2015 training dates can be viewed on the Business Affairs Calendar
$5,000.01 - $25,000.00
*FAMIS FUN FACTS*
CLEANING OUT YOUR FAMIS IN-BOX SCREEN 910 – (Type “X” & F6 to Discard)
021/061 SHOWS ACCOUNT ENCUMBRANCES
290/291 DOCUMENT TRACKING INQUIRY | 103 VENDOR SEARCH
Over $25,000.00
Bid Requirements
No Bids Required
2 days processing time
Informal Competitive Bid Process
Three (3) Written bids
Faxes or E-mails; must include 2 HUB’s
3-5 days processing time
Formal Competitive Bid Process
(IFB, RFP,CSP or RFQ)
Sealed Written bids
14 days minimum processing time
Staff Members - Office of Procurement, Contracts and Reconciliations
W.Kay Peavy, Director
Marie Robinson, Financial Associate
Jim Nelms, Procurement Supervisor & HUB Coordinator
Richard Hamilton, HUB Assistant & Buyer
Michael Simms, Procurement Specialist
Anthony Barnes, Buyer
Randy Millin, Contract Supervisor & Procurement Specialist
Lashunda Watson, Contract & Procurement Specialist
Judge Evans, Reconciliation Supervisor
Denise Ingram, Reconciliation Specialist
Carolyn Sanders, Reconciliation Specialist