Small & Minority Business
Programs Administrator
Victoria Leatherwood
Compliance Specialist
Kathryn Harris
Associate Director
Supplies & Services
James Haley
Location: Chesapeake Bldg
Commodities & Services
Coordinators
Mary Ann Zimmerman
Bruce Brewer
April Weimer
Manager
Vacant
Procurement Specialists
Paula Mandelman
Vickie Underwood
Lucy Sanchez
Patty Butner
Jeffrey Turner
Buyers
Kathy Barrett
Tracey Schlegel
Administration
Business Manager
Harry Sheets
Support Staff
Leslie Mauck
Assistant Director
Physical Distribution
Vacant
Location: PDC
Terrapin Trader
Manager
Mike Painter
Storekeepers
Carl Merica
Lamont Timmons
Support Staff
George Shettle
Transportation & Distribution
Manager
Doug Waterman
Storekeepers
Nick Trainor
George Williams
Harry Teabout
Charles Koehnlein
General Stores
Manager
Sidney Salazar
Support Staff
Director
James Stirling
I.T. Support Staff
(Comptroller)
Joseph Lederman
Associate Director
Construction & Facilities Services
Vacant
Location: 0410 Service Bldg
Construction & A/E
Coordinators
Rex Fitch
Thomas Blanchard
Joyce Falkinburg
Procurement Specialists
Denise Elliott
Belle V Gentry
Buyers/Buyer Assoc.
Christine O’Brien
Jennifer Ireland
Tanida Sombatpium
Facilities
Managers
Karen Elvidge
Lisa Thompson
Procurement Specialists
Vickie Stoner
Support Staff
Carole Simpson
Assistant Director
Delegated Procurement
Marty Newman
Location: Chesapeake Bldg
Purchasing Card
Administrator
Kristina Libby
Support Staff
Kristin Stenson
Administration
Tammy Yanulevich
Melvin Contee

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 Supply 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

• Procurement & Supply
Home Page
– www.Purchase.umd.edu
• Main Information 301-405-
5813
• Main Fax 301-314-9565

• 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?
• Step 5 Submit a Requisition for
Purchase to the Department of
Procurement and Supply. For competitive purchases include:
•
•
•
•
•
Requisition for Purchase
Specifications
Performance requirements
Estimated dollar amount
Funding source
• click here : Instructions for How to
Prepare a Requisition

• Step 6 Contact the Department of
Procurement and Supply with questions/concerns
– Main Information 301-405-5813
– Main Fax 301-314-9565
• Note: This training does not cover
Construction/Facilities
Procurement. Contact Joe Vogel
(301-405-2898) or Karen Elvidge
(301-405-3269

• 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 &
Supply:
– Micro
– Simplified
– Formal
– Sole Source
– Also Construction/Facilities
Procurement, but specifics are not covered in this training. Contact Joe
Vogel (301-405-2898) or Karen
Elvidge (301-405-3269)

• Campus has authority to spend up to $5,000*
• *Purchasing Card
• *Small Procurement Orders
• *Consultant Contract up to $5,000
• Master Contracts
• 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
(Click here for specifics)

• 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

• Approx. 50 Master Contracts available
• Many Master Contracts with
Small and Minority Vendors
• Office Supplies, Computer
Peripherals, MRO Supplies available through General Stores
• See Listing on website (Click here for link – requires UM user ID and password)

Classification by Size, Initiated by
Requisition
• Micro Procurement <$5,000
• Simplified Procurement >$5,000 but <$100,000
• Formal Procurement >$100,000
• *Sole Source – Any Amount
>$5,000

• Transaction is generally initiated by creating a Requisition and submitting it to Procurement and
Supply (Click here for
Instructions)
• Requisition Form on website
(Click here to access form)
• Assignment of Requisition
Numbers on website

• Approval by authorized signatory
(authorization card on file in
Procurement & Supply)
• Clear specifications
• Complete information
– who, what, where, when, why
• Sufficient time for process
– Give a realistic date for delivery - 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 Master Contract
Releases
– Goal is to issue purchase order with
14 days
• Simplified refers to the more streamlined process Procurement
Specialists in Procurement and
Supply 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 Supply
• 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.

To initiate a Sole Source Purchase include:
Requisition (The template is available on the Procurement and Supply webpage: http://www.purchase.umd.edu/
, by selecting the “Forms” link. )
• Estimated dollar amount
• Funding source
• Scope of Work or Performance requirements. All mandatory requirements must be clearly identified.
• Sole Source Justification form.
• The department provides justification using a Sole Source
Justification form. The template is available on the Procurement and Supply webpage: http://www.purchase.umd.edu/ , by selecting the “Forms” link. It must be filled out and signed.
• Market Analysis- every sole source justification form must include information documenting the department’s market research to find all available vendors able to provide the required goods or services.

Writing a Sole Source Determination
Questions that address the type of information that should be included in the sole source:
• What are we purchasing?
•What are the technical requirements?
• Is this the only available product/service that meets all requirements?
•How do we know this is the only product/service that will work?
• Who is the manufacturer?
•How do we know this is the only company/individual that can supply this product/service?
•Are there any resellers or distributors?
• What market research has been done to look for other products/services that might meet your requirements? And what were the results of that market research?
• What are the specific problems with any competitor’s products?

Additional Information about How Sole
Source Purchases are Processed
• The more information included in the sole source justification form, the better!
• If the equipment or service provider was specifically listed in a grant or contract as a key part of the University’s effort, provide pertinent pages of the grant or contract, with the sole source form.
• The information must clearly explain the market research that was completed to identify this purchase as a sole source.
• Procurement will typically perform independent research to confirm that this is the only available source. If Procurement finds there are resellers or distributors available, then a formal request for quotation will be issued.

• 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

• All purchases using Bond Funds require prior approval of the MD Board of Public
Works
– Who? The Governor, Comptroller and
Treasurer
• Contracts over $5 Million require prior approval of the USM Board of Regents

• 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

• 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 Supply 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 Supply 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.

• Check the master contracts listed on the
Department of Procurement and Supply website at WWW.PURCHASE.UMD.EDU
to determine if the supplies or services you need are available for order from an SBE. SBE master contracts are flagged for that purpose. Use the purchasing card or ELF system to place the order.
• Search for SBE sources before placing a procurement card order with any other vendor. State-certified SBEs can be located via the link on the Procurement and Supply main web page, or via the program Website:
WWW.SMALLBUSINESSRESERVEPROGRAM.
COM

• You can then search by Commodities or
Services to find SBE's capable of meeting your needs. We think that you will find that the search tool is very user-friendly.
• Should you know of vendors who may be qualified for SBE certification, please direct them to the program website or ask them to call Procurement and Supply at 301-405-
5813 for assistance. Online self-certification takes only minutes to complete.

• We can help you locate Small and
Minority Businesses
– All Procurement & Supply Staff available to assist
– Victoria Leatherwood is our Small &
Minority Business Programs
Administrator

• Delegated and Simplified
Procurement
– 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

• 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)

• 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 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: Paula Mandelman
Marty Newman
April Weimer
Tammy Yanulevich
301-405-5813