ADMINISTRATIVE SERVICES DIVISION
PROCUREMENT OFFICE
The Procurement Office is responsible for the purchase of supplies, materials, equipment
and services for the various schools, colleges and other units within the University. The
total dollar amount for formal orders increased this fiscal year by 4.9% from
$112,291,180 to $117,799,430; however, the total number of formal orders issued
decreased from 41,084 to 38,571.
The Department experienced a 3% increased usage of the on-line electronic purchasing
system. The number of electronically generated purchase requests exceeded the number
of hard copy purchase requests by a wide margin (82% electronic, 18% hard copy).
The Procurement Office staff provides information regarding purchasing policies and
procedures to University personnel through training sessions for those who are
responsible for ordering materials, equipment, and services.
Summary of Major Accomplishments
The purchasing card program experienced significant expansion. The fiscal year began with
1,208 cards in the program and ended with 1,492 cards, a growth rate of 23.5%. During the
fiscal year, cardholders made 76,891 transactions totaling $20,169,084.
The State Purchasing Department’s Official Memorandum No. 93-009 provided that each
agency of State government must meet a specified target for annual aggregate of recycled
paper purchased for printing, writing, and computer usage. The University of Georgia
purchased 97.0% of its total annual aggregate paper requirements containing recycled
fiber in Fiscal Year 2004.
Procurement’s delegated purchase authority remains at $100,000, and the State’s
competitive bid threshold remains at $5,000. The $100,000 purchase authority
restrictions effective February 2003 remains as State Purchasing rescinded many of the
special purchase authorities delegated to state agencies. Two moratoriums implemented
by the Governor’s office remain in effect: 1) the moratorium for certain purchases
exceeding $250,000, and 2) a moratorium on the purchase of motor vehicles.
Formal orders are those issued on field purchase orders through the University's
Procurement Office and those issued on State purchase orders by State Purchasing or
Georgia Technology Authority against requisitions from the Procurement Office
(excluding verbal and petty cash orders issued by University departments). Activity for
the past ten years is shown in the following chart:
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FORMAL PURCHASING DOLLARS
MILLIONS OF DOLLARS
$140
$124
$120
$108
$100
$129
$122
$135
$123
$112
$111
$102
$117
$80
$60
$40
$20
1995
1996
1997
1998
1999
2000
2001
2002
2003
2004
FISCAL YEAR
The number of formal orders decreased 6.1% from 41,084 to 38,571. The following chart
indicates the number of formal purchases made over a ten year period:
NUMBER OF FORMAL PURCHASES
THOUSANDS
70
60
50
51.2
51
52.3
54.9
57.3
59.1
56.2
50.6
41.1
40
38.6
30
20
10
0
1995
1996
1997
1998
1999
2000
FISCAL YEAR
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2001
2002
2003
2004
The dollar amount of purchases made under supply contracts increased 19.1% from $30,859,116
to $36,760,709 and the number of individual contract purchases increased from 14,915 to
15,072. The number of individual contract purchases remained relatively stable, while the dollar
value of each purchase increased. The following chart shows the dollar value of supply contract
orders (additional information may be seen in Exhibit 1):
SUPPLY CONTRACT DOLLARS
(MILLIONS OF DOLLARS)
50
43.4
38.9
40
32
30
43.7
38.4
36.8
35.8
34.4
30.8
27.6
20
10
0
1995
1996
1997
1998
1999
2000
2001
2002
2003
2004
FISCAL YEAR
The Procurement Office has the responsibility for screening payment requests to insure that all
are within the limits delegated to University departments. In FY2004 there were 211
unauthorized purchases, an increase of 10.5% when compared to FY2003 (191). All of the 211
transactions were violations of the University’s rules and regulations. A report on unauthorized
purchases is included in Exhibit 2.
The number of emergency order transactions increased from 2,275 to 3,427. The percentage of
emergency orders to formal orders increased from 5.5% to 8.9%. A comparison of the volume
of emergency transactions for the past ten years is shown in the following chart:
C-33
NUMBER OF EMERGENCY ORDERS
6000
5544
5062
5000
4387
4105
4000
4559
4226
4149
3000
2519
2275
2427
2000
1000
0
1995
1996
1997
1998
1999
2000
2001
2002
2003
2004
FISCAL YEAR
The dollar volume of emergency orders increased and the percentage of emergency orders to
total dollar volume of formal orders increased from 4.1% to 5.8%. This comparison for the past
ten years follows:
EMERGENCY ORDER DOLLARS
MILLIONS OF DOLLARS
8
6.8
7
6
4
5.1
4.9
5
4.5
4.1
3.7
4.6
4.2
3.6
3.6
2001
2002
3
2
1
0
1995
1996
1997
1998
1999
2000
2003
2004
FISCAL YEAR
The University Procurement Office bids and awards construction contracts and issues field
purchase orders on certain construction contracts awarded by the Regents and funded through
the University. In FY2004 the University’s authority for local administration of construction
contracts remained at $1,000,000. A comparison of construction awards for the past five years
follows. Figures for minor construction orders ($5,000 or under) have been omitted.
C-34
Fiscal
Year
Number of Construction
Contracts Awarded
Dollar Amount of Construction
Contracts Awarded
2000
230
$21,998,113
2001
264
$23,433,845
2002
234
$42,179,834
2003
122
$20,647,200
2004
109
$20,956,380
A listing of construction contracts of $25,000 or more for the fiscal year is shown on Exhibit 3.
Summary of FY 2004-05 Goals
A major goal of the Procurement Office is to pursue cost savings for the campus. By analyzing
purchasing card expenditures to ascertain spending trends, agency contracts for like or similar items
could be established, resulting in savings. Additionally, a newly-created Board of Regents
Purchasing Alliance Committee should provide opportunities for cost savings and reduce processing
time gained by cooperative purchasing avenues. The Procurement Department Director will serve
on this committee. Another goal of the unit is to simplify the purchasing card reconciliation process
by implementing a web-based software system offered through the bank which hosts the p-card
program.
Exhibits depicting Procurement activities during the fiscal year are presented as follows:
Exhibit 1 -
Report of Supply Contracts for FY 2004
Exhibit 2 -
Report of Unauthorized Purchases During FY 2004
Exhibit 3 -
Report of Construction and Public Works Contracts of $25,000 or more for
FY 2004
Exhibit 4 -
FY 2004 Purchasing Volume in Dollars
Exhibit 5 -
FY 2004 Purchasing Volume by Orders
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Exhibit 1
REPORTS OF SUPPLY CONTRACTS
For the Fiscal Years 2003 – 2004
I.
FY2003
FY2004
Percentage Change
11,231
11,768
5%
-
181
1
2,442
990
70
14,915
0
0
2,378
911
15
15,072
36%
39%
26,160,806
89,529
1,419
2,262,872
2,140,560
203,935
30,859,121
32,939,972
0
0
2,282,243
1,474,980
63,514
36,760,709
Dollar Amount as a Percent
Of Total Formal Orders Dollars
32%
32%
Number of Contracts in Effect
At End of Period
599
551
Comparative Volume:
Number of Contract Releases:
Procurement
Campus Scientific Stores
Central Office Supply
Central Research Stores
Physical Plant
Printing Department
Total Number of Releases
Number of Releases as a
Percentage of Total Formal Orders
Dollar Amount of Contract Releases:
Procurement
Campus Scientific Stores
Central Office Supply
Central Research Stores
Physical Plant
Printing Department
Total Dollar Amount of Releases
II.
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100%
-100%
-3%
-8%
-79%
1%
26%
-100%
-100%
1%
-31%
-69%
19%
-8%
Exhibit 2
THE UNIVERSITY OF GEORGIA
Procurement Office
Report of Unauthorized Purchases
FY2003
FY2004
No. of Unauthorized Purchases
191
No. of Unauthorized Purchases as a
Percentage of Total Purchases
.2%
.2%
Dollar Amount of Unauthorized Purchases
$523,461
$722,132
Dollar Amount of Unauthorized Purchases
as a Percentage of Total Dollar Purchases
.3%
.4%
Average Dollar Amount of Unauthorized Purchases
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$ 2,741
211
$
3,422
Exhibit 3
THE UNIVERSITY OF GEORGIA
PROCUREMENT OFFICE
REPORT OF CONSTRUCTION AND PUBLIC WORKS CONTRACTS OVER
$25,000
FOR FISCAL YEAR 2004
Contractor’s Name
Contract
Amount
Project Description
AAA Commercial Floors, Inc.
$40,000.00 Unit Price Furnishing and Installing or Removing
Carpet, Pad, Floor Tile, Sheet Flooring and Cove Base,
Unit Contract, As Required at Various Locations
AAA Commercial Floors, Inc.
$42,423.00 Furnish and Install Flooring, UGA Bookstore
A & D Painting, Inc.
$119,000.00 Exterior Painting, Psychology/Journalism Complex
Al Rogers’ Homework
$65,953.00 Milledge Extension Water Main Extension
Applied Flooring Systems, Inc.
$32,450.00 Repair and Replace Flooring, Arts & Sciences
Athens Drywall and
Acoustical, Inc.
$294,000.00 UGA Main Library Acoustical Ceiling Tile
Replacement
Atlanta Gas Light Company
$29,768.40 Furnish and Install Retrofit Compressed Natural Gas
Facility – Automotive Center
Beatty Construction
$44,200.00 Vinyl Composition Tile Installation, Various Bldgs.
The Beck Group, Inc.
$128,000.00 General Conditions costs for Skidway Shellfish Lab
Renovation
The Beck Group, Inc.
$642,794.17 Veterinary Bio Resources Construction Management
Agreement GMP: $4,212,431.00, University of Georgia,
Athens Georgia
Bilmar Environmental
$40,000.00 Asbestos Abatement, Various Locations
Bilmar Environmental
$40,000.00 Asbestos Abatement, Various Locations
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Bishop Well & Pump Service,
Inc.
$25,000.00 Repair Lightning damaged 60 HP submersible pumping
unit, NESPAL, Tifton, Georgia
Bishop Well & Pump Service,
Inc.
$27,000.00 Install 6” Well, Tifton Campus
BJ’s Painting
$40,000.00 Clean, Seal, and Paint, Various Locations
Black Construction, LLC
$25,757.00 Construct Two New Raceways at the Cohutta Fisheries
Center
Capstone Construction
Services
$204,192.00 Creswell Hall, First Floor Renovations, Phase IIC
C.E. Hall Construction, Inc.
$227,000.00 Tybee Island 4-H Center Dining Hall Addition and
Modification
Charlie’s Environmental
Construction
$46,865.00 Repairs to Sanitary Sewerage System, Sapelo Island,
Georgia
Choate Construction Company
$362,361.00 Central Campus Infrastructure Upgrades, Phase I
Choate Construction Company
Project I-92, Parking Decks, Central Campus, Phase I,
$4,845,000.0 South Deck Expansion
0
$151,464.00 Furnish and Install Carpet, Various Bldgs.
Dalton Carpet One
Dalton Carpet One
$40,000.00 Unit Price Furnishing and Installing or Removing
Carpet, Pad, Floor tile, Sheet Flooring and Cove Base
Unit Price Contract, University of Georgia, Athens,
Georgia
Driver Construction Co., Inc.
$794,452.00 Central Food Storage Expansion, Phase I
Elevator Specialist, Inc.
$426,075.00 Furnish and Install Elevator Modernizations, Main
Library
Elevator Specialist, Inc.
$410,025.00 Furnish and Install Elevator Modernizations, Various
Buildings (Bio Science #2, Miller Plant Science #1, Law
School #1, Park Hall #1&2)
Fire Protection Associates
$54,590.00 Furnish and Install Alarm Connection to Campus Police
– Various Buildings
Georgia Atlantic Contractors,
Inc.
$74,794.00 Furnish and Install Windows, TASK ORDER
CONTRACT
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Georgia Atlantic Contractors,
Inc.
$178,702.00 Furnish and Install labor and materials to Renovate
Offices on 2nd & 4th floor, Journalism Bldg., TASK
ORDER CONTRACT
Georgia Atlantic Contractors,
Inc.
$48,180.00 Furnish and Install labor and materials to Renovate Lat
at Agronomy Seed Lab, TASK ORDER CONTRACT
Georgia Atlantic Contractors,
Inc.
$33,748.97 Furnish and Install labor and materials to Renovate and
Construct Addition, Show Stall, Volleyball Locker
Room, Ramsey Student Center, TASK ORDER
CONTRACT
Georgia Atlantic Contractors,
Inc.
Georgia Atlantic Contractors,
Inc.
$31,195.00 Furnish and Install Partial Reroof, Hardman Hall
Georgia Atlantic Contractors,
Inc.
$57,703.62 Install, finish and paint drywall per task order contract
#0017834
Georgia Atlantic Contractors,
Inc.
1,000,000.00 Renovation work, Various Buildings, TASK ORDER
CONTRACT
Georgia Atlantic Contractors,
Inc.
Georgia Atlantic Contractors,
Inc.
$118,998.48 Renovate Sohon Library, TASK ORDER CONTRACT
Gwinnett Sprinkler Co., Inc.
$165,000.00 Furnish and Install Chemistry Building Addition Fire
Protection Sprinkler System
Harrison Contracting
Company
Holder Construction Company
$74,794.00 Furnish and Install Windows, TASK ORDER
CONTRACT
$28,324.00 Reroof River’s Crossing Old Gym Building, TASK
ORDER CONTRACT
$61,250.00 Zolatone Treatment of Cabinets, Brumby Hall
$603,356.00 UGA Memorial Hall, Dean of Students Renovation
Holder Construction Company
$943,854.00 CM – General Conditions and Pre-Construction for NW
Precinct Parking Deck Bor Project No. BR-10-0401
Holder Construction Company
$941,700.00 Marine Genomics Laboratory Suite
Jordan Enterprise Roofing
$144,750.00 Stuckey Conference Center Roof Repairs
Klein Contracting Co. Inc.
$107,863.00 Statistics/Computing Services Building Reroof
Klein Contracting Co. Inc.
$46,189.00 Bookstore Addition Reroof
Land Design
$75,200.00 Batting Cages at UGA Intramural Fields
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Martin Mechanical
Contractors, Inc.
Melton Painting Company
$380,000.00 Furnish and Install 2nd Floor Annex, Fire Recovery
Renovation, Main Library
$33,710.00 Painting Services – Family & Graduate Housing
Midwest Maintenance, Inc.
Exterior Brock Repair Phase III, Main Library Annex
$374,000.00 Building, University of Georgia, Athens, Georgia
Miller Pipeline Corporation
$127,700.00 Furnish and Install Sanitary Sewer Pipe Rehabilitation
Municipal Contracting Co.,
Inc.
$279,218.00 UGA River Trail – Phase II, Transportation
Enhancement
Northodox, Inc.
$29,000.00 Construct Wall at Student Learning Center
Northodox, Inc.
$34,900.00 Animal Dairy Science Settling Basin
Operational Security Systems,
Inc.
$146,425.41 Furnish and Install Access Control and Security System,
Chicopee
Peach State Roofing
$76,175.00 Printing Building Reroof
Peach State Roofing
$79,675.60 Georgia Center Reroof
Peach State Roofing
$201,100.00 Miller Plant Science Reroof, University of Georgia,
Athens, Georgia
Piedmont Construction Group
$560,000.00
BSL 3 Laboratory Build-out, Veterinary Diagnostic &
Investigational Lab, Tifton, Georgia
Powers Heating & Air
$29,000.00 Chilled Water Piping, Georgia Experiment Station
Premier Elevator
$47,770.00 Furnish and Install Elevator Safety Brakes, Various
Bldgs.
Premium Roofing Service, Inc.
$215,115.00 Forestry 1 and 3 Building Reroof, University of
Georgia, Athens, Georgia
Q.T. Contracting, Inc.
$32,154.00 Replace Owner Furnished Modular Air Handling Unit,
Melton Bldg., Georgia Experiment Station, Griffin,
Georgia
Quality Glass Company, Inc.
$40,000.00 Unit Price Glass/Aluminum Contract, Various Locations
Reinicke Athens, Inc.
$798,400.00 Central Food Storage Expansion, Phase II
Rentz Communications, Inc.
$622,000.00 Creswell Hall, Replace Heaters
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Roof Management, Inc.
$69,600.00 Park Hall Reroof
Rough Brothers, Inc.
$88,780.00 Erect Greenhouse and Related Work – Horticulture
Research Range
Rider Construction
$86,370.60 Utility Boring, College Station Road Utility Extension
Samsco Heating & Air, Inc.
$121,900.00 Replace Ductwork and Ductwork Installation – Animal
Science Bldg.
Samsco Heating & Air, Inc.
$65,795.00 Replace HVAC Systems in Rooms 206 and 208,
Biological Science Bldg.
Samsco Heating & Air, Inc.
$36,726.00 Replace Ductwork and Ductwork Insulation, University
Bookstore
Smith Air Conditioning, Inc.
$59,797.00 Replace HVAC Systems in Aquarium Bldg. – Skidway
Marine Extension
Smith, Wesley H.
Landscaping, Inc.
$55,843.56 Furnish and Install Landscaping at Food Science
Southeast Pipe Survey, Inc.
Southern Electricom Co.
$243,000.000 Furnish and Install Storm Drain Pipe Rehabilitation,
Veterinary Medicine Bldg.
$428,400.00 Furnish and Install Generator, Graduate Studies
Summers Roofing Company
$85,600.00 Bioscience Reroof, Vend Area
Thyssen Krupp Elevator
Company
$22,500.00 Furnish and Install labor and materials to remove and
replace hydraulic cylinder on Dover Elevator, Bldg.
#4607, Tifton, Georgia
W B M Construction, Inc.
$55,129.00 Myers Hall – Bathroom Ductwork Revision
W B M Construction, Inc.
Whiting-Turner Contracting
Company
$957,000.00 Building “A” Renovation, Family and Graduate
Housing
$52,210.00 Coverdell Infrastructure, Phase III Construction
Management Agreement GMP: $500,000.00, University
of Georgia, Athens, Georgia
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Exhibit 4
FY2004 PURCHASING VOLUME
BY TYPE OF ORDER
TOTAL DOLLARS - $186,155,095
DEPT CASH
2.1
SUPPLY CONTRACT
36.8
OTHER PROCUREMENT
60.2
P-CARD
20.1
BOOKS & PERISHABLES
5
CONSTRUCTION
20.9
DEPT CHARGE
41.1
MILLIONS OF DOLLARS
C-43
Exhibit 5
FY2004 PURCHASING VOLUME
BY TYPE OF ORDER
TOTAL ORDERS - 183,494
CONSTRUCTION
OTHER PROCUREMENT
0.01
23.4
P-CARD
76.9
DEPT CHARGE
39.1
BOOKS & PERISHABLES
1.9
SUPPLY CONTRACT
15.1
DEPT CASH
27
THOUSANDS OF ORDERS
C-44
PROCUREMENT
Department Manager
Annette Evans
Office Manager
Sonya Bishop
C-45
Buyer III
Mary Ogletree
Buyer III
Sara Battey
Assistant
Kristen Bell
Records Coordinator
Rachel Brown
Buyer II
Walter Barefoot
Buyer II
Laura Boswell
Buyer II
Jill Haag
Assistant
Sam Gunn
Assistant
Lynn Stephens
Assistant
Kim Bond
Buyer II
Vacant
Buyer II
Cynthia Baker
Buyer II
George Bush
Buyer II
Barry Coleman
Buyer II
Angela Varnes
Buyer II
Linda Wilkins
Assistant
Claire Boyd
Assistant
Heather Jamison
Assistant
Joey Westman
Assistant
Cindy Eklund
Assistant
Donna Dorsey