Procurement, Contracts and Reconciliations (PCR)
www.pvamu.edu/procurement/
Volume 2 - Issue 3
APRIL / MAY 2015
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
PCR NEWSLETTER
The Contracts’ Office has implemented procedures to monitor contract
compliance with essential elements and requirements of each contract.
We have begun issuing the Contract Compliance Verification Form which
includes a checklist that identifies key performance indicators considered
essential to the legal fulfillment of the agreement. Upon receipt from the
Contract Office, the form should be completed by the designated
department person (who will manage the contract) and returned to the
Contracts’ Office by the date indicated on the form.
PLEASE NOTE: Contract monitoring is necessary to ensure compliance with best practices in contract administration and with precedents
established by recent Texas A&M University System Internal Audit reports.
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://it.tamus.edu/famis/
Expense Object Code Search
http://apps.system.tamus.edu/objcodes/
Procurement Card Services
http://www.pvamu.edu/fsrv/pro-card-services/
Statewide Historically Underutilized Business (HUB) Program
Prairie View A&M University continues our commitment in soliciting
and promoting participation of certified minority and woman-owned
businesses through the Historically Underutilized Businesses (HUB)
Program of the State of Texas in the procurement of goods and/or
services. The Vice President for Business Affairs and the PVAMU
HUB Office is committed to HUB Diversity and will aggressively work
towards expanding HUB contract opportunities with certified minority
vendors. PVAMU will administer its HUB Program under State of
Texas governing and administrative codes, Texas A&M University
System policies and regulations, PVAMU rules and administrative
procedures, and the PVAMU Agency HUB Strategic Plan.
Sales and Hotel Tax Exemption
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.
HUB WEEK ON THE HILL
PVAMU HUB Program Office will be hosting the 2015 HUB Week on the Hill
th
beginning Monday, June 15 .
The Week’s Events include:
Use the link below to obtain a State Comptroller’s Tax Exemption
Verification Notice:
http://window.state.tx.us/taxinfo/exempt/exempt_search.html
th
Departmental “HUB Star” Achievers Award Ceremony
th
Departmental Training Bringing the Celebration to “YOU”
* Monday - June 15
* Tuesday - June 16
th
* Wednesday - June 17
th
13 Annual HUB Vendor Fair
*FAMIS FUN FACTS*
PROCUREMENT, CONTRACTS AND STATE OF TEXAS HUB PROGRAM
**IMPORTANT**
PURCHASING METHODS:
Exempt (E-Doc), Limited (L-Doc), Requisition (R-Doc) and Departmental Receiving
Location: HSCI Rm 101 - Time: 1:30 p.m.
Departments are encouraged to begin reviewing
departmental account activity and clear open purchasing
commitments.
UPCOMING TRAINING DATES
021/061 SHOWS ACCOUNT ENCUMBRANCES
June 16th HUB WEEK - Bringing the Celebration to “YOU”
350 SHOWS INVOICING | 330 SHOWS RECEIVING
JUNE 2nd
nd
July 2
and
th
July 16
CLEANING OUT YOUR FAMIS IN-BOX SCREEN 910
FY 2015 training dates can be viewed on the Business Affairs Calendar
(Type “X” & F6 to Discard)
NEW VENDOR/CONTRACTOR PERFORMANCE EVALUATION
It is the PVAMU Procurement Office’s goal to maintain and improve the quality of our vendor base. The
Vendor/Contractor Performance Evaluation Worksheet is designed to provide departmental end users with a tool to
evaluate the performance of vendors who do business with Prairie View A&M University.
HOW ?
• Acknowledge excellent vendors
• Recognize poor performance
• Resolve problems
• Remove poor quality vendors (suspension)
To accomplish this goal, we need your input. Use the performance evaluation to let us know about vendors who exceed your expectations, and to
also document instances of poor vendor performance. Vendors receiving an overall unsatisfactory rating will be informed of the rating and they
will be provided a reasonable opportunity to respond and the department will be informed of the resolution.
CAMPUS AGREEMENTS
(Click on active link above, to see complete list of PVAMU Campus Agreements)
* Denotes a specific PVAMU web ordering page
Commodity
Vendor
Contact Name
Phone
Contact E-mail
Facilities / Maintenance
Southeast Service Corporation (SSC)
HELP DESK - On Campus
936-261-9703
facilitiesservice@pvamu.edu
Stationary, Business Cards
Marfield *
Lee Ann Packard
972-245-9122
leeann_packard@marfield.com
Canon Copiers
Marimon Business Systems
Mike Good
713-856-2060
mgood@marimoninc.com
(DELL) - Computers
Commonwealth Computers
Karla Broadus
210-698-3825
cwealth@swbell.net
(HP) - Computers
M&T Consulting, LLC
Marilyn Bankston
713-668-2803
marilyn@mandtconsultingusa.com
HP Laser Jet Printer and HP Toner
Brenham Office Supplies *
Karen Bartkowiak
800-257-2677
karen@brenhamofficesupply.com
HP Laser Jet Printer and HP Toner
ELP Enterprises
Martha Ceballos
832-969-9947
martha@elpenterprisesinc.com
Paper, 30% Recycled Content
Globe Office Products *
Philip Soni
713-932-7822
globeoff@hotmail.com
Office Supplies
Brenham Office Supplies *
Karen Bartkowiak
800-257-2677
karen@brenhamofficesupply.com
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
Carolyn Sanders, Reconciliation Specialist
Abilasha Sharma, Reconciliation Specialist