The Non-Purchase Order Voucher (Non-PO Voucher) is a method of payment to be used primarily for reimbursements for guests and students who are unable to utilize Concur and for other centrally-used functions. Approval Date: June 6, 2016 . Tender documents are published via an eTendering portal by an authorised Procurement representative and clarifications are managed through the portal. Those signing external agreements or attempting to bind the university by any other means without authority may be subject to legal and disciplinary action up to and including termination. For details regarding procurement policies, please see Procurement Services website. Any vendor with access to patient health information or student information must follow university rules to safeguard this information. Procurement decisions are to be made in a transparent manner, which allows them to be understood and justified subsequently, and ensure that it is conducted in a transparent, honest, fair and competitive manner. Procurement Services will assist the cardholder in determining if another procurement method is more appropriate. For the avoidance of doubt, each of the following activities are still required to demonstrate value for money and require approval from the relevant authorised delegate(s): The Tender Evaluation Panel has the important role of determining which supplier is able to meet the selection criteria and provides the best Value for Money for the University. This module is intended to equip the trainee with knowledge, skills and attitudes necessary to carry out procurement of goods, services and works efficiently and effectively. While Procurement Services’ involvement is required for some of these steps, its staff can assist with any and all steps. Procurement Services may establish a department-level contract if there is a purchasing need unique to a specific unit and either 1) the unit will be making repetitive purchases of a good and/or service from the same supplier over a period of time or 2) a contract is necessary to adequately define the goods and/or services to be provided. requisition A formal request to a buyer for the procurement of goods and/or services. Report on the Procurement of Goods and Services and the Conclusion of Financing Arrangements 2018. Leveraging its expertise in contract negotiations and supplier management to advantage the university. This procedure applies to the acquisition of all goods and services by University staff, students or contractors either purchased or leased from vendors, for and on behalf of the University (including University controlled entities). Checkpoints/steps increase … At the procurement planning stage, consideration is to be given to: The above can be summarised in a Procurement Plan that should be reviewed at an appropriate interval, and in-line with the criticality of the contract (annually at a minimum). PCards are intended for travel and hosting and for small-dollar, infrequent transactions. The purpose of this SOP is to describe the process for approval of an external vendor/manufacturer supplying products into Site. Understand and oversee the supplier’s performance, and notify Procurement Services of any significant performance issues. Retention periods for procurement documents are detailed in the Records Management section of this procedure. Emergencies 2. Commercial compliance criteria will generally be assessed as comply / does not comply / partially comply and then generally taken into consideration during the determination of value for money. 1.1 Procurement Rules and Regulations; and this Manual 1 1.2 Clarification, Amendments and Revision of this Manual 1 1.3 Applicability of this Manual 2 1.4 Authorities competent to purchase goods and their Purchase Powers 3 1.5 Basic Aims of Procurement – the Five R’s of Procurement 3 1.6 Refined Concept of Cost & Value – Value for Money 4 Purchases of $10,000 or more must follow the competitive bid process, as described in the Competitive Bid Process section below. Suppliers may only direct shipments to either a university address or other university-approved location. The university is committed to providing business opportunities to suppliers who help the university honor these values. Supply chain sustainability is integral to sustainable procurement. The evidence of ethical behaviour in the procurement process. Process of acquiring goods on behalf of the University and the department established by the University and promote and oversee best practice processes for goods and services purchased by the University and ensure value for money. A fundamental principle of procurement is that goods and services should be appropriate The Purchase Order is the mechanism that places the order with the supplier and provides a method for payment of the invoice; goods and services should not be obtained prior to the supplier receiving the Purchase Order. These should be considered as the primary weightings with amendments made on an as required basis. Completion of this form does not guarantee that Procurement Services will approve the request. access contracts available to the University from the Victorian Government or other consortiums and buying groups of which the University is a member (such as CAUDIT and Procurement Australia). Weightings are to be categorised by procurement type. Sign-off on the selection of the successful tenderer that delivers the best Value for Money to the University. tender A written offer by a supplier to enter into a contract in response to an invitation by the University for the provision of goods and/or services. public procurement of goods and services, by discussing the steps that need to be taken to effect such procurement in the manner prescribed by R.A. 9184, otherwise known as the “Government Procurement Reform Act,” and its IRR-A. Supply chain limitations and any outsourcing or offshoring limitations are considered and the risks and responsibilities are cascaded down the supply chain. It contributes to sound procurement processes that accord equal opportunities for all participants. The university is not bound by and does not recognize as binding any promise or obligation made by an unauthorized person. Persons who are authorized to procure goods and services may not approve those transactions or be connected to the payment of those transactions. Guidance for help in choosing the appropriate address for receiving goods is available on the Procurement Services website. This includes contracts available to the University from the Victorian Government or other consortiums and buying groups of which the University is a member. Must hold information received as part of a tenderer’s response in the strictest confidence and not release this information outside of the Tender Evaluation Panel. Procurement contract: A procurement contract is any contract for pecuniary interest concluded in writing by the Agency in order to obtain goods, services or the execution of works. Where agreed pricing from a Contracted Supplier reasonably covers the specific requirements of a procurement process, it is not necessary to seek/obtain Quotations. Because a sole source process doesn’t include a survey of the marketplace nor competition among suppliers, it makes it difficult for the university to meet these expectations. Procurement Services will work with units to determine whether a sole source situation exists and, in such cases, reserves the right to negotiate pricing or solicit additional information. More specifically, this policy is required by clause 3.4.5 of the Directions of the Minister for Finance under this Act. University employees must handle confidential or proprietary information with due care and proper consideration of ethical and legal ramifications and governmental regulations. Each procurement activity should be assessed for risk and complexity to determine if a more competitive and/or robust process should be used, such as a formal tender irrespective of value. Contract Management activities may include: Contract Relationship Management Objectives. Inclusion in the University's online Policy Library; 5. Upon request, Procurement Services will assist university units with any of their responsibilities related to the competitive bid process. It is the university unit’s responsibility to be aware of restrictions on the purchases of goods or services on the chart field combination being charged. Although Procurement Services conducts the competitive bid process, university units have responsibilities as well. Functional Category: Finance . Comparative Criteria: these are assessed against a predefined weighting that is determined according to the complexity, risk and type of procurement. Probity should be integrated into all procurement planning and should not be a separate consideration. The Tender Evaluation Panel identified in the Procurement Plan will: Following the receipt of all compliant responses, meet as a group to provide input to the evaluation of all responses using the pre-determined evaluation criteria. Any supplier that doesn't meet these must be disqualified. The Procurement Plan is submitted to the relevant authorised delegate for approval, as per Delegations Bands – Value Limit table. When there is only one possible supplier for the required goods and/or services. University Financial Management System General Ledger incorporating subsidiary ledgers as maintained by the Finance department. All procurement activities conducted on behalf of the university must be in compliance with the standards outlined in federal, state and local laws; university policies; the University of Michigan Statement on Stewardship; and Procurement Services procedures. Department end users are not authorized to sign contracts; only those individuals given such authority in Table 1 – UM Business and Finance Authority Delegations may do so. When designed as described in SPG Section 500.01 Fiscal Responsibilities, financial controls provide reasonable assurance of the effectiveness and efficiency of operations, compliance with laws and regulations, and reliability of financial reporting. There must not be any expectation of payment of value by the recipient for the service they provide, at the time of providing the service. TCO is calculated over the whole life of the procurement and contract lifecycle. Unsuccessful tenderers are notified in writing that their response was unsuccessful. Confirm that all purchases were allowable and within budget and spending limits. All university acquisitions of information technology or data goods and services are required to have a security addendum as part of their contract; and, where required, undergo a privacy and security assessment to ensure compliance with the university's security program and governmental regulations. These items should be generic in nature to allow for sufficient competition in meeting them; they should neither reference nor be written specific to a particular brand, model or company. As part of their stewardship responsibilities, departmental end users are encouraged to compare prices between suppliers even when the purchase amount does not require a formal bidding procedure. If during the process of identifying the source from which to procure a good or service, a new supplier is identified as the best source, the supplier should visit the MConnect program website to register with the university. An invitation to others to make an offer or proposal for the supply of goods or services, which is made in order to attract tender responses. It also includes the purchasing activities (requisition to pay process) required to order and receive goods. Chain limitations and any outsourcing or offshoring limitations are considered and the shipper should be.... 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