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. Finance check carried out but no contracts are in place between the University and Supplier due to no competitive selection process being carried out. Ensure that all members of the panel declare any conflicts prior to the commencement of the evaluation process highlighting that Tender Evaluation Panel members must disclose any actual, perceived or potential conflicts of interest through the completion of a conflict of interest and confidentiality agreement. Functional Category: Finance . Suppliers and university units may request the creation, update or inactivation of a supplier record, and the Shared Services Center will work with them to determine whether such a change is appropriate. The Tender Evaluation Panel members must have adequate technical and operational knowledge and background about the goods and/or services required such that they are capable of providing meaningful input to the Tender process. The University acknowledges its role and responsibility to support staff and relevant stakeholders in developing and maintaining awareness, understanding and competency in relation to sustainable, social and locally sourced procurement practices. Although Procurement Services conducts the competitive bid process, university units have responsibilities as well. 2.3 Procurement Process: is the acquisition process (purchasing) of goods and/or services. Because Purchase Orders offer the university the best legal and financial protections, they are the preferred method for ordering goods and services. Visit the MConnect website for detailed information about how the university promotes supplier participation that reflects these values. Procurement Services may require individuals involved in supplier proposal evaluations or contract activities to sign confidentiality agreements and/or conflict of interest disclosures. Involves all costs associated with ownership and is based on the whole of lifecycle analysis. The university can avoid violating contracts. Inclusion in the University's online Policy Library; 5. Effective internal control procedures must be implemented and maintained by the University to ensure all procurement activities of the University are authorised in accordance with the delegated authorities and business requirements within a documented procurement framework. Single source procurement occurs when the procuring entity intends to acquire goods or services from a sole provider. Issue a request for quote to a select set of suppliers identified as capable of fulfilling the requirements. Value for Money (low environmental and social impacts), Accountability and Maintain comprehensive and well documented records, Open and Fair Competition (Quotation and Tender processes adhered to), Reductions in the administrative costs of procurement processes, Improved purchasing efficiency and control (avoid unnecessary consumption), Electronic transaction data for reporting, analysis and control, Comply with any and all directions regarding the use of University contracted suppliers. Situations in which a supplier affiliated with a university employee is seeking a contract with the university to provide the same or similar services that the employee provides in his or her position as a university employee require special attention because of the high risk of a conflict. Select Tendering • KFS Purchasing, Overview SOP • KFS Purchasing, Overview tutorial • Line Item Receiving tutorial • Purchase Order training • Line Item Receiving training • Purchase Order Amendment training . The university is not bound by and does not recognize as binding any promise or obligation made by an unauthorized person. Guidance for help in choosing the appropriate address for receiving goods is available on the Procurement Services website. The PCard should not be used to make a purchase that will be reimbursed by an external party. Financial delegation in accordance with the. Bids and proposals from competing suppliers will be evaluated by Procurement Services which will also award contracts. Procurement Services is the only university department with the authority to negotiate and sign procurement contracts. It is generally good practice to price transactions and collect quotes from a variety of sources before selecting one. GOODS AND SERVICES PROCUREMENT PROCEDURE . Accounts Payable must receive receipts with approved Non-PO Vouchers before payment will be processed. Understand and uphold the university’s obligations under the agreement. Units with questions about a particular situation should contact Procurement Services. The requisitions shall include the following information: (a) A clear, concise statement of what is required. Purchasing office products. Regardless of the uniqueness, every procurement management process consists of 3 Ps', namely Process, People, and Paperwork. Suppliers must contact Procurement Services to obtain bid results. If ordering from an Internal Service Provider, the university unit providing the good or service should be contacted for instructions on how to place the order. Goods or services available from more than one supplier are subject to the competitive bid process described above. However, it is the responsibility of the university unit to: Additional details on a university unit’s responsibilities are available on the Procurement Services website. In particular, university employees should never accept gratuities from a current or prospective supplier that has submitted or may submit a bid for a university contract for which a bid solicitation is being contemplated, developed or is actively accepting bids. Certain other states also honor this or have an equivalent rule. A comprehensive specification and/or statement of requirements is created. 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. These are not elimination criteria. Ensure proper reporting of payments to suppliers. 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. If not ordering from an Internal Service Provider, authorized university employees may order goods or services using a Purchase Order or PCard. If only one supplier provides the good or service. potential – it may arise, given the circumstances; perceived – members of the public could reasonably form the view that a conflict exists, or could arise, that may improperly influence the performance of their duties to the University, now or in the future. Is an arrangement whereby specific suppliers, usually selected through a single procurement process, may supply goods or services to the University. Negotiations and contract departures are conducted by the staff nominated in the Procurement Plan. Ordering methods for purchasing from a University Contract vary; instructions for the appropriate way to place an order are stated on the webpage for that University Contract. Assist the relevant manager to prepare and submit the Procurement Plan document for approval, having attached approved supporting documentation including tender documents. Risk management of probity in the procurement process requires a higher level of control and mitigation over the procurement process where there is a higher likelihood of exposure to claims about the process. Contract Relationship Management activities include: Please note when engaging an Independent Contractor, further advice must be sought prior to engaging. Michigan Public Act 317 of 1968 prohibits university employees from soliciting, negotiating, renegotiating, approving or otherwise representing the university or the supplier affiliated with the university employee in transactions. An open and competitive purchasing environment requires that information related to the bidding process be kept confidential; university employees must conduct themselves ethically, as described above, at all times. Procurement Services must pre-approve all communications with outside parties regarding potential or anticipated procurement-affiliated relationships. A formal statement or offer made in response to an invitation to supply specified goods or services, and which contains an estimated cost for the goods or service. The assessment may be developed by one member of the panel and presented to all members for critique and approval, or the evaluation panel may decide that the initial scoring exercise is carried out individually, prior to meeting as a team for a panel discussion. These requirements can be found on the Procurement Services website. These links jump directly to the specified sections: 1. When a university unit approves a payment, it is attesting that it received the good or service, where applicable; that the payment amount is correct; that the payment should be made; and that the payment is business appropriate. Only Procurement Services has the authority to negotiate and sign agreements. The approved Procurement Plan shall identify an appropriate Chair of a Tender Evaluation Panel. A University buyer generated document that authorises purchase transactions which, when accepted by the supplier, becomes an agreement binding on both parties. Additionally, Non-PO Vouchers should not be used for purchases that are recurring in nature and total more than $10,000 in transactions per year to an individual supplier, unless Procurement Services gives prior approval. Minimum IT requirements for studying with us, English and academic preparation programs, Centre for eResearch and Digital Innovation, Health Innovation and Transformation Centre, Giving to Federation University Australia Foundation, Give to Federation University Australia Foundation, Alumni details and involvement opportunities, Exemptons to the Thresholds and Processes, Tender Evaluation Panel Roles and Responsibilities, Conflict of Interest & Gifts, Benefits and Hospitality, Delegations - Contract, Financial, Staffing and Tender Policy, Gifts, Benefits, Hospitality, Food and Beverages Policy, Budgeting, Forecasting & Management Reporting Policy, Budgeting, Forecasting & Management Reporting Procedure, Delegations - Contract, Financial, Staffing and Tender Procedure, myFinance Goods and Services Receipting Flowchart, myFinance_SWL Purchase Requisition System Flowchart, Vendor Application/Change of Vendor Details, Procurement of Goods and Services Procedure. In cases where you will not select the lowest tender you will need to give full reasons. The procurement of Goods and Services, which are available on Government-e-Market (GeM) has been made mandatory through GeM as per Rule For more information about the university’s legislative and regulatory obligations, visit the university’s Compliance Resource Center. Cardholders should contact Procurement Services as needs arise or are identified for 1) purchases to any one supplier or for any one good or service for $5,000 or more; 2) more than $25,000 in purchases of any good or service in one year; or 3) more than six purchases of any good or service in a year. PCards should rarely be used to make purchases from payment systems that do not provide on the PCard statement visibility into the item(s) that was purchased (e.g., PayPal, Google Wallet, etc.). Bid requirements and the conclusion of Financing Arrangements 2018 and oversee the supplier will invoice decision on which accept. 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