THE UNIVERSITY OF TEXAS AT SAN ANTONIO
ISSUED DATE: 09/17/00
PURCHASING OFFICE OPERATING PROCEDURES
REVISED DATE:
----------------------------------------------------------------------------------------------------------------------------- -------------------SECTION 1
GENERAL
SUBJECT 1.70
TRAINING & CERTIFICATION PROGRAM
UTSA PROCUREMENT TRAINING & CERTIFICATION PROGRAM
In accordance with Regents' Rules and Regulations, Part two, Chapter IV, section 5, and BPM 64, the
following is established as UTSA's policy concerning procurement training and certification. UTSA
supports this directive both philosophically and financially. Financial support will be provided predicated
on conditions mentioned within this policy.
Part Two, Chapter IV, Section 5 of the Regent's Rules and Regulations requires that each component
institution and System Administration establish a purchaser training and certification plan that:
1.
2.
3.
Requires all personnel who procure goods or services on behalf of the component institution or System
Administration to obtain appropriate training;
Requires all personnel who procure goods and services through competitive methods to attain
nationally recognized and/or State of Texas buyer certification; and
Conforms to the guidelines established in BPM 64.
Overview
The Primary Procurement Officer shall be responsible for the establishment and implementation of this
training and certification plan with required approval by the Vice President of Business Affairs, the
Executive Vice Chancellor for Business Affairs and the Office of General Counsel. The Primary
Procurement Officer shall submit any substantive changes in accordance with BPM 64.
The following plan identifies personnel who are required to obtain training and/or certification. Personnel
training and certification levels are classified by the following:
a)
The type of purchase made (e.g., formal bids, informal quotes, small dollar procurements) and
level of commitment authority; and
b) Training requirements for the identified personnel classifications and curriculum involved; and
c) Certification requirements for the identified personnel classifications and curriculum involved.
Definition of Certification Programs
Only the certifications issued by the organizations listed below are recognized by UT System as approved
programs:
National Association of Purchasing Management, (NAPM):
Level one: Accredited Purchasing Practitioner (A.P.P.)
Level two: Certified Purchasing Manager (C.P.M.)
National Institute of Government Purchasing, (NIGP):
Level one: Certified Public Purchasing Buyer, (C.P.P.B)
Level two: Certified Public Purchasing Officer, (C.P.P.O)
State of Texas, (Texas Building and Procurement Commission):
Level one: Certified Texas Purchaser, (C.T.P)
Level two: Certified Texas Purchasing Manager, (C.T.P.M)
University Support for Certifications
Each individual certification plan must be designed and pre-approved by the Primary Procurement Officer.
The plan will be reviewed based upon the appropriateness to the personnel classification, as well as the cost
effectiveness of the program.
Although the intent is to provide financial support for each individual training directive, this financial
support is limited only to the training and testing ordinarily deemed necessary to obtain and maintain
certification(s). Financial support of the training and testing required for the receipt of certifications will be
limited to a one-time only basis. It is understood that all certifications also require continuing education
credits in order to maintain certifications once established.
Deadlines for Certifications
An individual who is hired prior to September 1, 2002, and who is required to be certified under this plan
must attain certification by June 30, 2004. An individual who is hired after September 1, 2002, and who is
required to be certified under this plan must be certified within eighteen months of his or her date of hire.
If an individual fails to obtain certification in accordance with the requirements set forth in this policy for a
particular personnel classification, the individual may not make purchases on behalf of UTSA for that
personnel classification.
Training and Certification Requirements by Personnel Classification
Type of Purchase
Note: each level is inclusive of level above. See
following page for detail on training levels.
1.) DEPARTMENTAL AUTHORITY: Spot
Market Purchases; (e.g., purchases of routine
supplies, materials, periodicals)
2.) BUYER I:. Purchases for materials, supplies,
services, and/or equipment for which Formal Bid
(ITB) methods are required
3.) BUYER II: Purchases for materials, supplies,
services, and/or equipment for which Formal Bid
(ITB) methods are required; The Request for
Proposal, (RFP), method is available with informal
oversight of next level. Individual is responsible for
approving solicitations for advertisement; decides
appropriate procurement method; solicits,
evaluates, and awards bids
4.) BUYER III: Formal methods of procurement,
including ITBs, RFPs, Request for Qualifications,
(RFQ), etc. Purchases are generally of a complex
nature such as major capital purchases, lease
purchase agreements, master purchase agreements,
with the possibility of using formal negotiation
methods. Individual is responsible for approving
solicitations for advertisement, decides appropriate
procurement method, solicits, evaluates, and
awards bids, offers, proposals and contracts.
5.) SENIOR BUYER: Review and/or approval of
Dollar value of
commitment
Level*
< $2,500
Minimum
Hours of
Training**
3 hours
Type of
Training
**
Training
level A
Certification
(refer to
definitions)
None
< $50,000
40 hours
Training
level B
< $50,000
48 hours
Training
level B
A.P.P.,
C.P.P.B., or
C.T.P.
A.P.P.,
C.P.P.B., or
C.T.P.
< $100,000
48 hours
Training
level C
< $150,000
72 hours
Training
C.P.M.,
C.P.P.O., or
C.T.P.M.
C.P.M,
contracts, and major negotiations on complex
procurements such as construction and/or
renovation.
6.) PRIMARY PROCUREMENT OFFICER: Final
approval on all procurements exceeding $150,000
level D
< $1,000,000
72 hours
C.P.P.O, or
C.T.P.M.
Training
level D
C.P.M,
C.P.P.O, or
C.T.P.M.
*Dollar value of commitment level does not necessarily coincide with "release authority" (or signature
authority). That is, the signature authority to release a contract to a vendor. Departments may be capable
of completing small purchases, but the official release authority lies with that individual empowered to sign
and commit the University at each level. Departments do not maintain this authority.
**Those individuals completing minor procurement transactions outside the small order system, (i.e.
procurement card transactions less than or equal to $1000), may receive a condensed version of the training
listed in Level A at the discretion of the Primary Procurement Officer.
Training Levels
A: Individuals performing the procurement function(s) requiring Type “A” training will receive, at a
minimum, training consisting of the “Core-Curriculum” which includes:
 Ethics
 Supplier Relations
 HUB Program
 Laws, Rules, & Regulations
 Basic Principles of “Best-Value” Procurement
 Role of Buyer & Fiduciary Responsibility
 Documentation and Records Management
 Basic Contract Administration
 Policies & Procedures
Dependent upon an individual’s specific duties and responsibilities, additional training may be
required, i.e., sole-source/proprietary procurements, the Procurement Cycle, and Basics of
Specification Writing.
B:
Individuals performing the procurement function(s) requiring Type “B” training will receive, at a
minimum, training consisting of the “Core-Curriculum” listed in Note A, above, and the following:
 Purchasing Cycle
 Specification Writing
 Basic Purchasing Law
 Basic Negotiations
 Supplier Selection & Price Analysis
 Purchasing Techniques & Methods
 Intermediate Contract Administration,
 Overview of Request for Proposals
C:
Individuals performing the procurement function(s) requiring Type “C” training will receive, at a
minimum, the training listed in Type “B”, above, and the following:
 Advanced Purchasing Law
 Advanced Contract Management and Administration
 Negotiations
 Value Analysis
 Cost/Price Analysis
 Advanced Specification Writing
 Advanced Request for Proposals
Dependent upon an individual’s specific duties and responsibilities, additional training may be
required, i.e., contracting for services, major construction/renovation projects, and complex Request
for Proposals.
D: Individuals performing the procurement function(s) requiring Type “D” training will receive, at a
minimum, training listed in Type “C”, above, and the following:
 Contract Writing
 Contract Review and Approvals
 Market Analysis
 Advanced Negotiation Techniques
 Supply-Chain Management
 Performance Contracting
Dependent upon an individual’s specific duties and responsibilities, advanced course work may be
required in specialty areas, i.e., Software Licensing, High-Tech Purchasing, Equipment Leasing,
Purchasing Management & Administration.