WELCOME TO
PURCHASING: 101
AN INTRODUCTION TO PURCHASING POLICY &
BEST PRACTICES
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TODAY’S AGENDA
Purchasing Mission
Elements of a Good Quote
Competitive Solicitations
Category Specific Purchase Information
My USF Tips
The Future of Purchasing
Additional Resources
2
OUR MISSION
The mission of Purchasing Services is to
Support the University of South Florida by…
Providing service
Reducing price
Mitigating risk
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WHO ARE WE?
Purchasing is the primary
contracting authority for the
University.
Purchasing is comprised of
Purchasing & Property
Services, reporting to the
Assistant Vice President
of Campus Business Services
Jeff Mack
Assistant Vice President
Campus Business
Services
Tom DiBella
Director
Purchasing & Property
Services
Bill Gill
Associate Director
Purchasing & Property
Services
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METHODS OF PURCHASE
This includes such things as utility, freight bills,
subscriptions, memberships, postage, petty cash,
and reimbursements
PCARD
Non Asset Commodities up to $1,000 & Travel
REQUISITION /PURCHASE ORDER
INCREASING PURCHASING
INVOLVEMENT
UNENCUMBERED
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REQUISITION VS. PURCHASE ORDER
Requisition (REQ)
Purchase Order (PO)
Request
Executed contract with
terms & conditions
Prior to services
and/or goods being
ordered
http://usfweb2.usf.edu/usfgc/gc_pp/
admsv/gc5-001.htm
Dispatched to Vendor
by Purchasing
Funding source
BOTH CONTAIN:
VENDOR INFORMATION, ITEM DESCRIPTION, QUANTITY, DELIVERY
INSTRUCTIONS, BILLING INSTRUCTIONS, & DESIRED DELIVERY DATE
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STARTING THE PURCHASING PROCESS
LET’S BEGIN!
DEFINE YOUR NEED. WHAT ARE YOU BUYING?
 Is there an existing contract?
Check the Purchasing website:
http://usfweb2.usf.edu/purchasing/
 Contact Purchasing: 974-2481
or contact a Purchasing Agent by accessing
listing of Purchasing Agents on the Purchasing
website at:
http://usfweb2.usf.edu/purchasing/purchasing_Staff.pdf
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SELECTING A VENDOR
WATCH OUT FOR CONFLICT OF INTEREST!!!
Ensure you aren’t selecting a company in which you have a
personal interest.
 Florida Statue 112.313(3) and University policy do not allow
you to purchase from “a business entity in which you, your
spouse or child have a material financial (more than 5% of
stock or assets) or managerial interest (officer, director,
partner, or proprietor)”
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SELECTING A VENDOR (cont’d)
For additional information:
• Conflict of Interest in sponsored research:
http://usfweb2.usf.edu/usfgc/gc_pp/genadm/gc309.htm
(this is a policy)
• Conflict of Interest faculty:
http://usfweb2.usf.edu/usfgc/ogc%20web/currentregs/USF10-107.htm
(this is a regulation)
• Conflict of Interest in staff:
http://usfweb2.usf.edu/usfgc/ogc%20web/currentregs/USF10-206.htm
(this is a regulation)
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SELECTING A VENDOR (cont’d)
USF SUPPLIER DIVERSITY PROGRAM
 To seek out, identify, and utilize Florida Certified Minority Businesses and the
Small Business Administration (SBA) certified (8)A program participants, SBA
Certified HUB Zone Firms, and SBA Certified Small Disadvantaged Businesses
that provide services, commodities, and construction services which are purchased
by the University of South Florida contact:
Desiree Hanson, Supplier Diversity Manager
(813) 974-3292
email dhanson@admin.usf.edu
Website: http://usfweb2.usf.edu/supplierdiversity
 Departments can also access the State of Florida Certified Minority Business
Enterprise online Directory and the SBA Dynamic Small Business Search
Directory via the Supplier Diversity Site at
http://usfweb2.usf.edu/supplierdiversity/department_info.htm
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ELEMENTS OF A GOOD QUOTE
When contacting Vendors:
 Identify yourself as the University of South Florida
 Record the date, contact information & the
person’s name who gave you the information
 Ensure you provide detailed information:
 item description
 item number
 quantity
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ELEMENTS OF A GOOD QUOTE (cont’d)
…..AND……
 Warranty
 Expiration date of price quote
 Delivery Time
 Vendor payment terms
 Vendor File
 Discounts
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VENDOR PAYMENT TERMS
**Contact Purchasing about changing payment
terms on a Purchase Order*
 The university payment terms are NET 40
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SHIPPING /FREIGHT COSTS
 TWO KEY QUESTIONS…
 Does the quote include freight?
 Who pays the freight costs?
PREPAID – Vendor pays the carrier and adds it to the invoice
COLLECT – USF pays the carrier directly
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FREIGHT TERMS
MORE KEY QUESTIONS…
 Where does title transfer?
 Is it Covered by insurance?
FOB
Origin/Shipping Point
Destination
Example:
Quote says: Destination Prepaid and Allowed
Which Means: Supplier pays freight & title passes at USF’s loading dock.
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VERBAL/WRITTEN PRICE QUOTES
$5,000 - $25,000
2-3 QUOTES REQUIRED
 Comments regarding verbal/written quotes must be placed in
Header Comments in the requisition with the company name,
individuals name that provided the quote, and the date price
quote was given.
 Fax written quotes/back-up to Purchasing (Include requisition
# on all quotes)
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WRITTEN PRICE QUOTES
$25,000 - $50,000
3 WRITTEN QUOTES REQUIRED
 Contains all the elements of a good quote…
 Comments regarding verbal/written quotes must be placed in Header
Comments in the requisition with the company name, individuals name
that provided the quote, and the date price quote was given.
 Fax written quotes/back-up to Purchasing (Include requisition # on all
quotes)
 Minimum of 3 written quotes required
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 Is it covered by a State, University, or other kind of contract?
TOTAL PURCHASE ABOVE $50,000
University of South Florida Procedure
6c4-4.02030 (1)
“The purchase of commodities or
contractual services exceeding $50,000
shall be awarded pursuant to a competitive
solicitation..”
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COMPETITIVE SOLICITATION
INVITATION TO BID (ITB)
Used for commodities or Services that are welldefined
Can be used for annual contracts resulting in
multiple orders
Creates a contract
Awarded on price
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COMPETITIVE SOLICITATION (cont’d)
REQUEST FOR PROPOSAL (RFP)
Used when the need is not specifically defined
RFP describes the desired result and the vendors
propose one solution
Evaluation is based on specifically stated criteria
Price is not the sole consideration
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COMPETITIVE SOLICITATION (cont’d)
INVITATION TO NEGOTIATE (ITN)
Similar to an RFP
 Used when the need is not specifically defined
 Price is not the sole consideration
ITN describes the desired result and the Vendors
may propose more than one solution
University has the ability to negotiate
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“PIGGY-BACKING” … THE USE OF A
COMPETITIVE BID CONTRACT
If a Vendor can provide pricing based on a
competitively bid contract then it does not require
public solicitation…
EXAMPLES
 State Contracts
 Other Schools
 Other Governmental entities
 Educational Cooperatives and Consortiums
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DSR EXEMPTION
The Division of Sponsored Research (DSR) has
been granted authority to waive the bidding process
if “it is necessary for the efficient or expeditious
management of a research project.”
USF Policy 0-303
DSR WEBSITE: http://www.research.usf.edu
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“SOLE SOURCE” PURCHASE
A sole source means that the item/service is
unique and that the vendor is the sole provider
from whom the item/service can be obtained.
The Sole Source Form is available from the
purchasing website:
http://usfweb2.usf.edu/purchasing/forms.html
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“SOLE SOURCE” PURCHASE (cont’d)
MUST INCLUDE
 Vendor Quote
 Reasonable price justification: i.e. historical pricing, cost
analysis, or comparable price
 A thorough explanation written in layman’s terms – what is
unique and how it is relevant to the work being done
MUST BE
 Completed and signed by the Professor/PI
 Publicly posted and open to protest for seventy-two (72)
hours/three (3) business days
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CATEGORY-SPECIFIC &
OTHER PURCHASING
INFORMATION
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CONTRACTUAL SERVICES
 DEFINITION: Non-USF employee providing a defined service for fees
 CONTRACT SPECIFICATIONS
 “Rates, Dates & Deliverables”
Rate of Payment
Dates of Service
Thorough description of services being provided and expected
outcome
PO may serve as the contract, or “Contract for Services” template
from Purchasing website
Independent Contractor Form for 1099 Consulting & Professional
Services Worksheet required
NOTE: Quote & competitive solicitation dollars levels still apply!!!
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CONTRACTUAL SERVICES (cont’d)
INDEPENDENT CONTRACTOR WORKSHEET
 Available from the Purchasing website
 Required when hiring an individual or sole proprietor
 Who is not a foreign national providing the service from their home
country
 Each time a requisition is initiated
 Signed by Vendor and Department Chair
 Independent Contractor Form ensures that the University is not
paying Vendors as independent contractors when the IRS would
consider them to be employees
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EQUIPMENT MAINTENANCE
AGREEMENTS
THINK:
 About the value, age, and condition of the equipment
 The frequency of use and critical nature of the equipment
 Maintenance Agreement cost vs. number of service calls
CONSIDER:
 ASSUMED RISK (SELF-INSURED):
 No contractual agreements
 Department pays as the item is fixed
 REGULAR MAINTENANCE AGREEMENTS:
 Departments pays for a maintenance agreement with manufacturer may
include repairs and Preventative Maintenance visits (parts additional)
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FURNITURE
 State of Florida contracts available from Purchasing website
 Excellent quality at highly discounted rates
 Special needs chairs need pre-approval by the Environmental
Health & Safety Department
 Written justification is required for furniture purchase above
these guidelines:
 Office Chair - $600
 Sofa - $1,400
 Love Seat - $1,200
 Club Chair - $800.
 End Table - $400
 Coffee or 48” Conference Table - $600
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FOOD
Can only be purchased when there is a clear business
purpose & funding source allows it…
 STATE & APPROPRIATED FUNDS
 The food is used directly in research
 CONTRACTS & GRANTS
 The food is specifically provided for in the terms of a contract, grant, or
donation
 COLLECTED FEES
 Fees have been collected for the express purpose of paying for such
items and the advertising documents indicates there will be food
provided as part of the negotiations cost
 STUDENT GOVERNMENT
 When approved by the Student Government Finance Office
 ALCOHOLIC DRINKS
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 Non-Fee collected events – Foundation funds only
LEASE OF SPACE
 Review Regulations for Lease of Space @
http://usfweb2.usf.edu/usfgc/gc_pp/admsv/gc5-004.htm
 Standard Lease Agreement for Office/Warehouse space can
be found on the Purchasing website @
http://usfweb2.usf.edu/purchasing/forms.html
 Purchasing is the contracting authority for Lease of Space
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MOVING
 Must fill out an “Approval to Pay Moving Expenses” Form & have Dean, Director, or VP
(for > $15,000) signature
 Enter a requisition with complete address & contact information. Requisition will not be
processed until Purchasing receives the contract information with Request for Authority
to Pay Moving Expenses Form
 Guidelines for both commercial and self moves can be found at
http://usfweb2.usf.edu/purchasing/rules-redtape/rules2.htm
 All forms located on the Purchasing website at
http://usfweb2.usf.edu/purchasing/forms.html
 Contact Bill Gill @ 974-3340 or via email: bgill@admin.usf.edu
 Physical Plant handles office and lab moves. Contact Greg Gard @ 974-4983 or
via email: ggard@admin.usf.edu
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VEHICLES
USF DIRECTIVE – ALTERNATIVE FUEL VEHICLES ONLY
 Purchasing has a listing of alternative fuel vehicles by vehicle type
and class
 Equivalent “gas only” vehicles may also be considered under the
following circumstances:
 DSR grants an exemption
 No alternative fuel vehicle exists within the vehicle type and class
needed
NOTE: The purchase of used vehicles will also adhere to this directive
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MY USF TIPS
 Make sure the Description contains everything the Vendor needs to
know
 Write the Requisition number on all quotes & back-up materials
 When entering requisition, don’t forget to check the “send to vendor”
box in header comments so that important comments to vendors will
print on your purchase order.
 Remember: Some categories route requisitions to different
purchasing agents that would be assigned to your department or the
commodity or service that you are purchasing. Do not insert the
buyer’s name when entering requisitions. If you copy a requisition,
you should also remember to delete the buyer’s name.
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MY USF TIPS (cont’d)
 Select “SPL” when creating requisitions for Contractual Services
 Ensure that you designate distribution by amount vs. quantity
 OCO & Expense items should be listed on separate line items on
the requisition.
 The contact name, location, Bldg., and room # must be placed in the
Header Comments of the requisition and the “send to vendor” box must
be checked so that this information prints on the PO. Property personnel
use this information identified on the po’s to easily locate the OCO items
for tagging/decaling purposes.
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CONFIRMATION ORDERS
DEFINITION:
When product/services are received and no PO is in place
 Bad Business Practice
 University isn’t covered by terms & conditions
 Vendor waits for payment
 Provide after-the-fact justification by notating in “Header Comments” why a
requisition wasn’t created prior to ordering
 Insert the following in Header Comments: “Confirming Order – Do Not
Duplicate”. Remember to check the “send to vendor” box to ensure that
this comment is printed on the PO.
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AMOUNT ONLY PO’S
DEFINITION:
 Amount only PO’s do not provide detailed purchasing
information. The University ‘s use of them will limit Purchasing
and Property Services’ ability to negotiate the best possible
prices from our Vendors.
 NOTE: Purchasing Cards should be used in lieu of Amount
Only PO’s whenever feasible.
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AMOUNT ONLY PO’S (cont’d)
Limited to 1 year
$1,000 minimum to open
Need the beginning & ending dates
Not to exceed $50,000 unless covered by University
or State contract or sole source
List at least 3 examples of items to be bought
Include authorized department personnel
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CHANGE ORDERS
 Change Orders should be submitted to Purchasing by fax @ 974-5362 or scan
& email to the Purchasing Agent that issued the Purchase order
 A change request to a PO is only done to change the following:
 Description
 Quantity
 Unit Price
 Due Date
 Delivery Locations
 Fund
 Account
OR
 Cancel the PO before it’s received or vouchered
 All Change Orders must be signed by the accountable officer.
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THE FUTURE OF PURCHASING
Strategic Sourcing
More Purchasing Classes & Training
Updated Website
41
SUSTAINABILITY
 USF supports the purchase of products that will minimize any
negative environmental impacts on our work.
 “Environmentally Preferable Products” have a lesser impact on
human health and the environment when compared with
competing products
 “Recycled Products” are manufactured with waste material that
has been recovered or diverted from solid waste
 USF personnel will purchase recycled and environmentally
preferable products whenever practicable.
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HELPFUL HINT
EARLY PURCHASING INVOLVEMENT SAVES TIME
ON LARGE OR COMPLICATED PURCHASES
AND/OR CONTRACTS
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ADDITIONAL
RESOURCES
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PURCHASING WEBSITE
www.usf.edu/purchasing
WEBSITE INCLUDES…
 Complete directory of all Purchasing Staff with their respective responsibilities
 Exhaustive listing of the category codes
 University and State Contract Listing
 Purchasing Directives
 Supplier Diversity Program Information
 Minority Business Enterprise Vendor Directory
 P-Card Information
 Property Information
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IMPORTANT CONTACT
INFORMATION
 PURCHASING
 Phone #: 974-2481 ….
 Staff listing: View Contact Listing of Purchasing on the Purchasing Website at:
http://usfweb2.usf.edu/purchasing/purchasing_Staff.pdf
 P-CARD
 Contact: Tom Scott
 Phone #: 974-2481 ….
 P-CARD Website: http://usfweb2.usf.edu/pcard
 SUPPLIER DIVERSITY PROGRAM
 Contact: Desiree Hanson
 Phone #: Call: 974-3292 ….
 Supplier Diversity Website: http://usfweb2.usf.edu/supplierdiversity
 PROPERTY
 Contact: Iris Wiggins
 Phone #: 974-6025 ….
 Property Website: http://usfweb2.usf.edu/purchasing/property.html
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QUESTIONS
PURCHASING: usfpurchasing@admin.usf.edu
P-CARD: PCard@admin.usf.edu
Supplier Diversity Program: dhanson@admin.usf.edu
Property: usfproperty@admin.usf.edu
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THANK YOU FOR
COMING!
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