Contracts

1
Contracts Procurement

• Open Forum November 28, 2007

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What You Need to Know About Purchasing

• Purchasing Procedures Related to Accessibility
• Small/Micro Business and DVBE Purchasing
  Requirements
• Charter Bus Services Process Changes
• Updated Hospitality Policy
• Exploring Our Website

3
Dont Get Discouraged
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Purchasing Procedures related to Accessibility

• What does the law pertaining to Accessibility
  mean ?
• Cal Poly Timeline for Accessibility Compliance.
• Roles and responsibilities for EIT (Electronic
  and Information Technology) purchasing
  requirements.
• Software Decision Making Process for Requestors.

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What does the law pertaining to Accessibility
mean?

• 1998, Section 508 of Rehabilitation Act, amended
  to - Provide access to and use of information
  technology and data to individuals with
  disabilities.
• In 2002, Section 508 was adopted by the
  California State Legislature.
• In 2005, the California State University system
  issued Executive Order 926, creating policy to
  enforce the law.

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Cal Poly Timeline for Accessibility Compliance
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Identifying the EIT Roles and Responsibilities
for Purchasing Requirement

• Roles and responsibilities of
• Requester
• Accessibility Compliance Officer Compliance
  Officer Mary Shaffer, mshaffer_at_calpoly.edu, ext.
  65538
• Buyer
• College/Department LAN Coordinators and ITS
  Technical Staff.

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Software Decision Making Process for Requesters

• Process for Software Acquisitions with a cost
  under the current Low Value Purchase of 3,500.
• Process for annual renewal for software support
  acquisitions.
• Process for all other software acquisitions.

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Cal Poly ITS Accessibility and Policy Websites,
and CSU Accessibility Website

• http//www.accessibility.calpoly.edu/policies.html
  
• http//www.accessibility.calpoly.edu/purchase/inde
  x.html
• http//www.accessibility.calpoly.edu/web/index.htm
  l
• http//security.calpoly.edu/policies/sw_dec_proces
  s.html
• http//www.accessibility.calpoly.edu/instmaterials
  /index.html
• http//www.calstate.edu/Accessibility/EIT_Procurem
  ent/VPAT_Guide.html
• http//www.calstate.edu/Accessibility/EIT_Procurem
  ent/

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Small / Micro Business DVBE

• California requires agencies to purchase from
  Small, Micro and Disabled Veteran Business
  Enterprise (DVBE).
• Statewide Goals are
• Small Micro Business 25
• DVBE 3

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Small / Micro Business DVBE

• State has incentive programs to increase
  participation by Small, Micro DVBE
• Small Micro Business preference of 5
• DVBE incentives from 3 to 15
• This means the state is willing to pay MORE for
  the products and services provided by Small,
  Micro, and DVBE suppliers!

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Small / Micro Business DVBE

• Cal Polys Small Micro Percentages
• 2006-07 3.2 (target min. 25)
• 2005-06 6.8
• Cal Polys DVBE Percentages
• 2006-07 1.5 (target min. 3)
• 2005-06 1.6

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Small / Micro Business DVBE

• How to find Certified Small, Micro and DVBE
  businesses.
• Search for them at
• http//www.pd.dgs.ca.gov/smbus/default.htm
• Contact CPS and we will assist you.
• How do we improve?
• With your help we use them more
• Convert un-certified suppliers to certified

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Charter Bus Service Process Changes

• Purpose
• Provide process compliant with the State of
  California and CSU procurement practices
• Contact Leah Kirklin at ext. 65455
• If unavailable, contact CPS at ext. 62232

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Effective October 8, 2007

• ALL charter bus services for a university purpose
  to be handled by Contracts and Procurement
  Services (CPS).Go to http//www.afd.calpo
  ly.edu/purchasing/CampusContracts.htm
• Regardless of value, CPS shall be the sole
  handler of requests, quotes, and awarded orders.

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Contact Procedures

• Direct all bus requests to Leah Kirklin E-mail
  lkirklin_at_calpoly.edu Phone ext 65455
• Department staff should not contact the bus
  companies directly for quotes.
• Bus companies have been instructed not to quote
  directly to staff any longer.

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University Process Guidelines

• Guidelines for Bus Requests posted on CPS
  website

• http//afd.calpoly.edu/purchasing

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Guidelines cont.

• Fill out form and email to lkirklin_at_calpoly.edu
  or fax to ext. 66500
• Quote requests should be initiated as early as
  possible with CPS.
• Please allow around two (2) weeks to process
  requests, though planning more than 30 days in
  advanced is advised.
• Charters cancelled within 30 days of the trip
  result in a termination liability charge of 30.

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Confirmations Processing

• Trip confirmation will be provided to the
  department for your records.
• If changes to a scheduled itinerary are required,
  they are to be coordinated with Leah Kirklin.
• Department is responsible for comparing invoices
  vs. quotes for accuracy/discrepancies.
• Requesting department staff must send invoice to
  Accounts Payable office for payment.
• Include full account number/chart field string
  and approving signature on invoice.

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Unaffected Policies

• Procedure for using Cal Poly Transportation
  Services 24 and 42 passenger buses for campus
  use.
• For more information, visit the Facilities
  Services webpage at
• http//www.facilities.calpoly.edu/services/
  transportation.htm
• or call Skip Montgomery or Laura McCarren at
  ext. 66022 or 65212

21
Updated Hospitality Policy

• New policy issued as of
• 9/28/07
• Revised due to
• CSU Executive Order 1000
• New funding authority granted to the CSU
• Clarity Ease of use

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Updated Hospitality Policy

• Highlights
• E.O. 1000 clarifies uses of CSU Operating Fund
• Summary Chart updated for CSU Operating Fund
  versus all other CSU funds and Capital SRB
• Required Approvals has been updated to note
• Purchasing methods used must allow it
• Specific restrictions and limitations apply
• Advanced approvals required

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Updated Hospitality Policy

• Policy includes
• Examples of what you can and cant do
• Advanced approval requirements
• Definition of terms
• Official Guest versus Official Host
• Work Location
• Promotional Materials
• Meeting
• Gift versus Award

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Updated Hospitality Policy
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Contract Procurement Website Overview

• Do you ever wonder where to find the right forms
  online?
• Do you want to get more information on Policies
  and Procedures?
• Then listen to this quick
• overview about what
• we offer on our website.

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AFD Finance Customer Connection Website

• AFD Finance Customer connection was created to
  help you find the tools you need in less than two
  clicks.
• http//www.afd.calpoly.edu/customer_connection
  /
• Contracts and Procurement Services website can be
  found at
• http//www.afd.calpoly.edu/purchasing/

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Thank You!

• Please do not hesitate to contact our office if
  you have any questions or concerns!