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
Procurement Office provides information to University units regarding purchasing
regulations and requirements. The Procurement Office also provides coordination and
administration of the Purchasing Card Program. The total dollar amount for formal orders
increased this fiscal year from $112,349,179 in fiscal year 2005 to $131,194,281 in Fiscal
Year 2006, while the total number of formal orders issued decreased from 33,526 to
29,863.
The number of electronically generated purchase requests in FY 2006 exceeded the
number of hard copy purchase requests by a wide margin (85% electronic, 15% hard
copy). This breakdown between electronic and hard copy requests increased slightly from
that experienced during the previous fiscal year.
Summary of Major Accomplishments
The Procurement Office staff provided information regarding the campus entry system
and purchasing policies and procedures to University personnel through training sessions
for those who are responsible for ordering materials, equipment and services.
Additionally, the staff participated in meetings with the vendor community and the
Athens Chamber of Commerce to foster an understanding of how to do business with the
University.
The purchasing card program experienced some expansion during the year. The fiscal
year began with 1,546 cards in the program and ended with 1,555 cards. During the fiscal
year, cardholders initiated 117,306 transactions totaling $31,184,779. This equates to a
20.1 percent increase in transactions and a 22.2 percent increase in dollar value over the
prior fiscal year. The Procurement Office completed implementation of a Web-based
reconciliation system for purchasing card transactions and continues to offer training on
the system.
The State Purchasing Department’s Official Memorandum No. 93-009 provided that each
agency of state government must meet a target of 95 percent for annual aggregate of
recycled paper purchased for printing, writing and computer usage. The University of
Georgia purchased 100 percent of its total annual aggregate paper requirements
containing recycled fiber in FY2006.
Procurement’s delegated purchase authority remains at $100,000, and the state’s
competitive bid threshold remains at $5,000. The $100,000 purchase restrictions effective
February 2003 remain as State Purchasing rescinded many of the special purchase
authorities delegated to state agencies. The moratorium for certain purchases exceeding
$250,000 was rescinded; however, the moratorium implemented by the Governor’s office
on the purchase of motor vehicles remained in place.
F-108
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 the
Georgia Technology Authority against requisitions from the Procurement Office
(excluding verbal and petty cash orders issued by University departments). Activity for
the past 10 years is shown in the following chart:
FORMAL PURCHASING DOLLARS
Millions of Dollars
$150
$124 $122
$111
$129 $123 $135
$112 $117 $117
$131
$100
$50
$0
1997 1998 1999 2000 2001 2002 2003 2004 2005 2006
Fiscal Year
The number of formal orders decreased 10.9 percent from 33,526 in FY 2005 to 29,863 in
FY 2006. The following chart indicates the number of formal purchases made over a 10year
period:
NUMBER OF FORMAL PURCHASES
70
Thousands
60
52.3
54.9
57.3
59.1
56.2
50.6
50
41.1
40
38.6
33.5
29.8
30
20
10
0
1997 1998 1999 2000 2001 2002 2003 2004 2005 2006
Fiscal Year
F-109
The dollar amount of purchases made under supply contracts decreased 5.2 percent
between fiscal years from $39,506,695 to $37,456,704, and the number of individual
contract purchases decreased from 14,632 to 12,708. 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
40
43.4
38.9
34.4
43.7
38.4
36.8
35.8
39.5
37.4
30.8
30
20
10
0
1997 1998 1999 2000 2001 2002 2003 2004 2005 2006
Fiscal Year
The Procurement Office has the responsibility for screening payment requests to ensure
that all are within the limits delegated to University departments. In FY 2006 there were
236 unauthorized purchases, an increase of 32.6 percent when compared to FY 2005
(178). All of the 236 transactions were violations of the University’s rules and
regulations. The increase is attributed to a change in procedure on handling purchases
from individuals which are no longer classified as honoraria. A report on unauthorized
purchases is included in Exhibit 2.
The number of emergency order transactions decreased slightly from 3,003 to 2,964. The
percentage of emergency orders to formal orders increased slightly from 8.9 percent to
9.9 percent. A comparison of the volume of emergency transactions for the past 10 years
is shown in the following chart:
F-110
NUMBER OF EMERGENCY ORDERS
6000
5000
4000
3000
2000
1000
0
4226
4559
5062
5544
4149
3427
1997
1998
1999
2000
2001
2519
2275
2002
2003
2004
3003
2964
2005
2006
Fiscal Year
The dollar volume of emergency orders decreased and the percentage of the dollar
volume of emergency orders to the total dollar volume of formal orders decreased
slightly from 5.9 percent to 4.3 percent. This comparison for the past 10 years follows:
Millions of Dollars
EMERGENCY ORDER DOLLARS
8
7
6
5
4
3
2
1
0
6.8
5.1
4.1
1997
1998
5.6
4.5
1999
4.6
4.2
2000
3.6
3.6
2001
2002
2003
4.3
2004
2005
2006
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 FY2006 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.
F-111
Fiscal
Year
Number of Construction
Contracts Awarded
Dollar Amount of Construction
Contracts Awarded
2002
234
$42,179,834
2003
122
$20,647,200
2004
109
$20,956,380
2005
188
$20,295,717
2006
175
$18,082,357
A listing of construction contracts of $25,000 or more for the fiscal year is shown on
Exhibit 3.
Finally, the Procurement Office developed two IT-related agency contracts: Wireless
Network Controllers and Network Security Appliances. The development of these
contracts achieved costs savings through better contract pricing and reduced
administrative effort. Additionally, other University System of Georgia schools can reap
the benefit of these contracts.
SUMMARY OF FY2006-07 GOALS
As always, a major goal of the Procurement Office is to pursue cost savings for the
campus. By analyzing expenditures to ascertain trends, savings can be realized through
strategic sourcing initiatives and the development of agency contracts for like or similar
type items. We will continue to provide data to DOAS State Purchasing as they pursue
strategic sourcing on statewide contracts. In addition to the existing p-card and WORKS
training, we will offer training on the reporting capabilities of WORKS which will show
users across campus the tools available in the program that can assist them in managing
the p-card program within their department. We will continue to research electronic
procure to pay systems which have the potential for increased automation of functions
relating to commitment of funds, increased identification of vendors as strategic partners
and enhanced tracking of commodity spend. Finally, in conjunction with Payables, we
will explore the development of a combined vendor database which would provide
benefit to both departments.
Exhibits depicting Procurement activities during the fiscal year are as follows:
Exhibit 1 - Report of Supply Contracts for FY2006
Exhibit 2 - Report of Unauthorized Purchases During FY2006
Exhibit 3 - Report of Construction and Public Works Contracts of $25,000 or more for
FY2006
Exhibit 4 - FY2006 Purchasing Volume in Dollars
Exhibit 5 - FY2006 Purchasing Volume by Orders
F-112
Exhibit 1
REPORT OF SUPPLY CONTRACTS
For the Fiscal Years 2005 – 2006
I.
FY2005
FY2006
Percentage
Change
Number of Contract Releases:
Procurement
Campus Scientific Stores
Central Office Supply
Central Research Stores
Physical Plant
Printing Department
Total Number of Releases
11,497
0
0
2,355
776
4
14,632
10,103
0
0
2,183
422
0
12,708
-12%
0%
0%
-7%
-46%
-0%
-13%
Number of Releases as a
Percentage of Total Formal Orders
44%
43%
35,702,387
0
0
2,326,704
1,429,975
47,626
39,506,692
33,583,296
0
0
2,377,086
1,496,322
0
37,456,704
35%
30%
550
550
Comparative Volume:
Dollar Amount of Contract Releases:
Procurement
Campus Scientific Stores
Central Office Supply
Central Research Stores
Physical Plant
Printing Department
Total Dollar Amount of Releases
Dollar Amount as a Percent
Of Total Formal Orders Dollars
II.
-6%
0%
0%
2%
5%
0%
-5%
Number of Contracts in Effect
At End of Period
0%
Exhibit 2
REPORT OF UNAUTHORIZED PURCHASES
For the Fiscal Years 2005 – 2006
No. of Unauthorized Purchases
No. of Unauthorized Purchases as a Percentage of Total Purchases
Dollar Amount of Unauthorized Purchases
Dollar Amount of Unauthorized Purchases as a Percentage of Total
Dollar Purchases
Average Dollar Amount of Unauthorized Purchases
F-113
FY2006
236
.1%
$749,013
.3%
FY2005
178
.1%
$579,471
.3%
$3,174
$3,255
Exhibit 3
REPORT OF CONSTRUCTION AND PUBLIC WORKS CONTRACTS
OVER $25,000
FOR FISCAL YEAR 2006
Contractor’s Name
Contract Project Description
Amount
Abatech Services, Inc.
$29,900.00 Asbestos Tile Removal – Brumby, Church and
Creswell Halls
Ace Carpet Warehouse
$59,962.00 Vinyl Composition Tile Installation Boggs,
Brumby, Church & Creswell Halls
A&D Painting, Inc.
$50,425.00 Unit Cost Painting Services – East Campus
Village
A&D Painting, Inc.
$266,875.00 Painting Services for East Campus Village –
Summer 2006
All About Asphalt
$72,500.00 Rock Eagle 4H Center Pool Demolition &
Grading
American Plant Products & Services
$73,865.00 Replace Fans & Cooling System – Crop &
Soil Sciences Greenhouse 5 & 6
Anderson Development
$41,672.00 Demolition of Cedar Street Storage Shed &
Related Work
Anderson Development
$424,980.00 Furnish & Install Elevator Replacement at
Business Services Building
Ben Hill Roofing & Siding Co., Inc.
$218,836.00 Rock Eagle 4H Center Sutton Dining Hall
Reroof
Bezalel, Inc.
$46,000.00 Rock Eagle 4H Center – Gate House
Carpentry
Bilmar Environmental
$40,000.00 Unit Price Asbestos Abatement, Various
Locations
Bilmar Environmental
$40,000.00 Unit Price Asbestos Abatement, Various
Locations
Bone Dry Roofing Co.
Bone Dry Roofing Co.
$108,270.00 Marine Science Roof Repairs
$26,600.00 Oglethorpe House – Roof Replacement
F-114
Bone Dry Roofing Co.
$170,000.00 Conner Hall Reroof
Brasfield & Gorrie
$364,339.00 Phase I Site Construction, Project J-34 PVAC,
Phase II – Lamar Dodd School of Art
ComTran Group, Inc., The
Dalton Carpet One
$32,426.00 Electrical Installation of Data/Voice/CATV
Systems, Boggs Hall
$128,311.00 Furnish & Install Carpet – Georgia Center for
Continuing Education
Dalton Carpet One
$61,899.00 Furnish & Install Flooring, Statistics and
Computing Services
Dalton Carpet One
$40,000.00 Furnishing, Installing or Removing Carpet,
Pad, Floor Tile, and Cove Base, As Required,
at Various Locations, UNIT COST
CONTRACT
Driver Construction Company, Inc.
$126,682.00 Furnish & Install Wall Covering, Georgia
Center TASK ORDER CONTRACT
Driver Construction Company, Inc.
$60,378.00 Miscellaneous Remedial Work at the Four
Towers Building
Driver Construction Company, Inc.
$31,104.00 Furnish & Install New Drop Ceiling, at
Snelling Dining Hall
Driver Construction Company, Inc.
$35,200.00 Furnish & Install Labor, TASK ORDER
CONTRACT
Driver Construction Company, Inc.
$30619.00 Furnish & Install Reroof, Legion Pool
Pavilion, TASK ORDER CONTRACT
Driver Construction Company, Inc.
$179,930.00 ADA Suites – Creswell Hall
Driver Construction Company, Inc.
$92,467.00 Furnish & Install Lab Renovation, Poultry
Science, TASK ORDER CONTRACT
Driver Construction Company, Inc.
$84,607.00 Furnish & Install Carpet in Lobby, Stairwell,
Mezzanine, & Rooms 201-203, Snelling Hall,
TASK ORDER CONTRACT
DSI Construction Group
$170,400.00 Furnish & Install – Renovation (Phase 3)
Institute of Ecology
DSI Construction Group
$96,000.00 Furnish & Install Bathroom Renovation –
Georgia Center for Continuing Education
F-115
DSI Construction Group
$447,400.00 Furnish & Install Greenhouse – CAGT (Center
for Applied Genetic Technologies)
Greenhouse
DSI Construction Group
$719,000.00 Renovation & Modernization – Morris Hall
E.R. Snell Contractor, Inc.
$127,367.25 Paving at Intramural Fields Pavilion Lot
E.R. Snell Contractor, Inc.
$359,053.00 River Road Pavement Rehabilitation
Fire Protection Associates
$88,262.60 Furnish & Install Upgrade Fire Alarm System,
Mill Plant Science
Fire Protection Associates
$188,199.40 Furnish & Install Upgrade Fire Alarm System,
P/J Complex
Fire Protection Associates
$31,885.10 Furnish & Install Fire Alarm System at Family
Housing Building K
Fire Protection Associates
$170,459.48 Furnish & Install Alarm System at Main
Library
Fire Protection Associates
$68,277.96 Furnish & Install Alarm Systems at Pharmacy
Georgia Atlantic Contractors, Inc.
$45,864.00 Furnish & Install preformed metal soffit,
fascia and gutter, Family & Graduate Housing
Bldg. B
Georgia Atlantic Contractors, Inc.
$30,267.00 Furnish & Install Smoke Walls, Family &
Graduate Housing Bldg. F
TASK ORDER CONTRACT
Georgia Atlantic Contractors, Inc.
$45,880.85 Furnish & Install Windows, Family &
Graduate Housing Bldg. J
TASK ORDER CONTRACT
Georgia Atlantic Contractors, Inc.
$35,355.00 Furnish & Install Roof, Family & Graduate
Housing Bldg. J
TASK ORDER CONTRACT
Georgia Atlantic Contractors, Inc.
$135,356.00 Furnish & Install Sprinklers and Infrastructure,
Family & Graduate Housing Bldg. J, TASK
ORDER CONTRACT
Georgia Atlantic Contractors, Inc.
$50,024.00 Furnish & Install: Soffit, Gutters and Fascia at
Family & Graduate Housing Bldg. J, TASK
ORDER CONTRACT
F-116
Georgia Atlantic Contractors, Inc.
$152,395.00 Furnish & Install Demolition, Escalator Area,
Four Levels at Aderhold Hall, TASK ORDER
CONTRACT
Georgia Atlantic Contractors, Inc.
$33,538.00 Furnish & Install Smoke Walls, Family
Housing K, TASK ORDER CONTRACT
Georgia Atlantic Contractors, Inc.
$85,245.00 Furnish & Install Upgrade Chemical
Containment Storage ESD Building #2, TASK
ORDER CONTRACT
Georgia Atlantic Contractors, Inc.
$55,124.00 Furnish & Install Emergency Generator at
Botanical Garden Conservatory, TASK
ORDER CONTRACT
Georgia Atlantic Contractors, Inc.
$28,828.00 Furnish & Install Expanded Loading Dock,
ESD Chemical Storage Building
Greens Construction
$1,482,200.00 Golf Course Improvements
Griffeth, A.B. and Sons
$40,000.00 Furnish all Labor & Equipment to Clean, Seal,
and Paint, as Required, Various Locations
Griffeth, A.B. and Sons
$65,507.00 Clean, Caulk, and Paint Exterior – Reed &
Soule Halls
Griffeth, A.B. and Sons
$38,942.00 Interior Painting & Shower Stall Coating,
Church Hall
Gwinnett Sprinkler Co., Inc.
Griffin Well Drilling, LLC
Holder Construction Company
$109,000.00 Installation of Fire Sprinkler System, Boggs
Residence Hall
$45,000.00 6” Well Drilled around 600 ft. Deep
$1,500,000.00 Vet School Building #9, Small Animal Clinic
Holley Steel Construction Co., Inc.
$56,800.00 Erect Two Steel Equipment Shelters – FMORDC Pivot Areas
Jack’s Remodeling
$45,999.00 Furnish & Install Paint and Wallcovering,
Georgia Center for Continuing Education
James Westbrook Associates
$48,920.00 Consulting/Engineering Services for Design
Development & engineering Documents for
Scrubber Support Systems at the Central
Steam Plant
Knowels Masonry
$19,422.95 Rock Eagle 4H Center – Gate House Masonry
F-117
Land Design
$46,900.00 Furnish & Install Coverdell Memorial Garden
Landscape
Lawns Alive Landscape, Inc.
$35,000.00 North Main Campus Irrigation Pump Station
Malone Construction Company
Maxey Brothers, Inc.
Maxey Brothers, Inc.
$1,900,000.00 Old College Renovation
$35,934.00 Fine Arts Building Backflow Preventer Vault
$217,400.00 East Campus Road Sewer
Maxey Brothers, Inc.
$78,309.00 Gilbert Hall Backflow Preventer Vault
Melton Painting Co.
$159,800.00 Zolatone Treatment of Cabinets – Boggs,
Brumby, and Church Halls
Midwest Maintenance, Inc.
$217,000.00 Park Hall Reroof
Multi Media Services, Inc.
$494,909.44 Audiovisual System – Georgia Center for
Continuing Education
New View, Inc.
$149,770.00 Seal Remove, Reinstall, and Repair SLC
Cupola Windows & Grand Stairwell Windows
Operational Security Systems, Inc.
$39,968.80 Furnish & Install: Door Access Control
System at Tate Center
Operational Security Systems, Inc.
$18,227.11 Furnish & Install: Door Access Control
System at Computer Services Annex
Operational Security Systems, Inc.
$81,165.00 Furnish & Install: Door and Access Control
Programming at School of Law
Operational Security Systems, Inc.
$33,928.50 Furnish & Install door hardware and access
control programming, Pharmacy Bldg.
Operational Security Systems, Inc.
$30,557.42 Furnish & Install Door Hardware A& Access
Control Programming, Administrative
Services Warehouse
Operational Security Systems, Inc.
$54,077.57 Furnish & Install Door Hardware and Access
Control Programming at Various Animal
Quarters
Operational Security Systems, Inc.
$54,323.06 Furnish & Install Door Hardware and Access
Control Programming at Boyd Grad Studies
Operational Security Systems, Inc.
$61,165.70 Furnish & Install Hardware and Access
Control Programming at Life Sciences
F-118
Operational Security Systems, Inc.
$82,843.78 Furnish & Install Hardware and Access
Control Programming at Chemistry
Operational Security Systems, Inc.
$134,489.76 Furnish & Install Door Hardware and Access
Control Programming at Bio Science
Overhead Door Company of Atlanta
$219,124.00 Fire Exit Door Renovation Project
Peach State Roofing
$93,151.00 Furnish & Install Reroof – Central Research
Stores
Peterman Painting, Inc.
$40,000.00 Furnish all Labor & Equipment to Clean, Seal,
and Paint, as Required, Various Locations,
UNIT COST
Piedmont Landscape Management,
Inc.
$90,235.00 Coverdell Building, Furnish & Install
Landscape & Irrigation
Quality Glass Co., Inc.
$40,000.00 Furnish all Labor & Equipment to Install
Glass/Aluminum Door, Various Locations,
Unit Cost Contract
Richardson, George F., Inc.
$69,615.00 Furnish & Install Modernfold AcoustiSeal
Operable Partitions, Georgia Center for
Continuing Education
RW Allen & Associates
$365,857.00 Stegeman Coliseum TV Truck Parking
Improvements
Samsco Heating & Air
$49,378.00 Rock Eagle 4H Center – HVAC for
International Paper Building
Samsco Heating & Air
$96,209.00 Rock Eagle 4H Center – HVAC for Senior
Pavilion
Samsco Heating & Air
$87,585.00 Furnish & Install HVAC Upgrade – Staff
Training & Development
SmithCo Construction
$58,000.00 Demolition of Public Safety and Related Work
Southeastern Fire Control
$39,180.00 Furnish & Install Clean-Agent Extinguishing
Systems in Rooms 423 & 519 Chemistry
Building
Southeastern Window Concepts, LLC
$51,800.00 Rock Eagle 4H Center – Replace Doors and
Windows for International Paper Building
Steel Magnolia
$25,000.00 Rock Eagle 4H Center – Gate House Metal
Fabrication
F-119
Stiles Heating & Cooling
$39,225.00 Furnish & Install Ventilation Upgrade –
Agriculture Services Building
Thyssen Krupp
$57,993.00 Furnish & Install Elevator Modernization
South Campus Parking Deck
Traditional Contractors, Inc.
$1,495,000.00 Renovation of Oglethorpe Dining Common
Trison Group
$25,420.00 UGA – Griffin Campus Redding Building
Ceiling Repairs
Uni-Sky
$73,000.00 Botanical Garden Skylight Repair
Whiting-Turner Contracting Co.
$860,000.00 Olympic Gymnasium Relocation
Whiting – Turner Contracting Co.
$801,565.00 UGA Coverdell Post – Occupancy Changes –
Lower Level and First Floor
Whiting – Turner Contracting Co.
$391,496.00 UGA Coverdell Post – Occupance Changes,
Second & Third Floor
Whiting – Turner Contracting Co.
$850,823.00 Olympic Gymnasium Relocation, Phase II
Hardscape/MEP
F-120
Exhibit 4
FY 2006 PURCHASING VOLUME
BY TYPE OF ORDER
Petty Cash
2.1
Supply Contract
37.5
Other Procurement
75.5
P-Card
31.2
Construction
18.1
Books &
Perishables
7.2
Check Requests
Other Than Petty
Cash
55.1
Millions of Dollars
TOTAL DOLLARS - $ 226,682,781
F-121
Exhibit 5
FY2006 PURCHASING VOLUME
BY TYPE OF ORDER
TOTAL ORDERS 214,895
Construction
.02
Other Procurement
18.8
Chk Requests Other
Than P/C
59.2
Books & Perishables
2.0
P-Card
97.7
Supply Contact
14.6
Petty Cash
28.9
Thousands of Orders
F-122
F-123
Procurement Spec
Clair Boyd
Assistant
Amanda Pruitt
Procurement Spec
Sam Gunn
Assistant
Matthew Hardigree
Assistant
Jackie Yearwood
Assistant
Stacie Peterman
Assistant
Deanna Wang
Assistant
Joey Westman
Assistant
Cindy Eklund
Procurement Spec
Angela Varnes
Assistant
Kristen Bell
Sr. Procurement Spec
Sara Battey
Procurement Spec Procurement Spec
Cynthia Baker
Barry Coleman
Procurement Spec
Lynn Stephens
Asst. Procurement Officer
Chad Cox
Procurement Spec
Jill Haag
Procurement Spec
Kim Hansford
Sr. Procurement Spec.
Walter Barefoot
Admin Assoc II
Sonya Bishop
Procurement Officer
Annette Evans
PROCUREMENT DEPARTMENT
ORGANIZATIONAL CHART
Assistant
Donna Dorsey
Procurement Spec
Linda Wilkins