Procurement Update Presented to RAWG

Transcription

1 Procurement Update Presented to RAWG Presented by Procurement Services: Matthew A. Larson, Director Janel Wright, Associate Director Cathleen Paquette, Purchasing Agent II BJ Pivonka, Procurement Analyst 4/26/2016

2 Topics for today s discussion: Why are We Here? UG Update Strategic Procurement: Lab Supplies & Equipment RFP eprocurement Updates Campus Collaboration Questions, Comments, Feedback

3 Why Are We Here? EVP for Administration & CFO Scott Jordan Matthew A. Larson Director Associate Director Capital Projects & Contract Administration Lynn Lesniak Associate Director Procurement Services Janel Wright Executive Program Manager Melanie Savino Associate Director & Procurement Contracts and Compliance Eli Strassfeld Procurement Analyst BJ Pivonka Purchasing Agent II Research Cathleen Paquette PCARD/KFS Administrator Nancy Patrylak Procurement Analyst Vacant Strategic Initiatives Administrative Services Specialist Susan Tash Financial Assistant II Elise Fiorentino Computer Technical Support Consultant Jeremiah Macht

4 Uniform Guidance Update Communication: Procurement updated its website to acknowledge that its current procurement policies and procedures will stay in effect until 7/1/17. Over the next few weeks, Procurement will be sharing draft policies and procedures with the University community for comments.

5 Uniform Guidance: Update (cont.) Peer Engagement & Education: Procurement attended numerous conferences over the past year including: FDP NAEP NE - UConn (OVPR & PS) presented at the NAEP New England conference NAEP Forum: Federal Procurement Procurement continues to research and engage with peer institutions regarding open items and approaches to UG compliance.

6 Uniform Guidance: What s Next & Upcoming Areas of Focus Consulting Agreements for Sponsored Research Conflicts of Interest Policy to be drafted and deployed Bid Thresholds: $3,000 micro-purchase threshold (over $3,000 will now require at least 2 quotes) P-Card: $3,000 single transaction threshold (will most likely require UConn to decrease from current $5,000 limit) Impact on the University: Decreased threshold (from $5K to $3K) will result in an increased amount of requests that will require at least 3 quotes and change PCARD single transaction limit

7 Uniform Guidance: What s Next & Upcoming Areas of Focus Sole Source Applicability/Appropriateness Clarification (review of the only 4 types of justification): 1. Product/Service only available from a single source 2. Public Emergency (no time to go through procurement process) Poor planning is NOT an emergency 3. Federal Awarding Agency Authorization The Federal awarding agency or pass-through entity expressly authorizes noncompetitive proposals in response to a written request from the non-federal entity 4. Inadequate competition after multiple attempted solicitations Impact on the University: Increased scrutiny of sole sources, require price/cost justification for each sole source.

8 Lab Supplies & Equipment RFP Background An RFP was released on January 20, 2016 to establish a multi-vendor contract for laboratory supplies and equipment for the research and academic communities at the Storrs, Regional and UConn Health campuses, and BOR. Based on the campus survey conducted in 2015, the format of the RFP was designed to address the desire to provide a comprehensive selection of vendors, thereby expanding the range of product choice available to the research community. This desire is a shift from previous relationships.

9 Goals of RFP The goals of this RFP are to develop options for the University s research and academic communities in each of the following three categories: Category 1: Full-line distributors: Offer the widest possible range of supply categories and manufacturers that could potentially meet the highest percentage of requests. Category 2: Limited or regional distributors: Offer a more limited portfolio and/or support service area. The vendors in this category will provide additional product selection in support of the community s desire for choice. We have also made an effort to identify small, minority and/or womenowned businesses that would assist UConn in fulfilling spend requirements under some federally funded projects.

10 RFP Goals Category 3: Manufacturers offering direct sales: Will provide access to products not available through the distributors. Some manufacturers may offer certain product lines or consumables through the distributors, but direct agreements will provide access to the full line of equipment. Typically referred to as Original Equipment Manufacturers (OEMs).

11 RFP Participants: Full-line and Limited Distributed Responses were received from the following 27 vendors: Fisher Scientific Airgas DOT Scientific Labrepco WestNet Category 1: Full-lineDistributors VWR Category 2: Limited or Regional Distributors Colonial Medical Supply Grainger NETA Scientific

12 RFP Participants: Direct Sellers and OEMs Category 3: Manufacturers Offering Direct Sales Affymetrix/eBioscience Animal Care Systems BD Biosciences Beckman Coulter Bio-Rad: Clinical Bio-Rad: Research Brand-Nu Labs Clontech Eppendorf GE Healthcare Hydro Service & Supply Illumina Life Technologies Medline New England Biolabs Qiagen Rainin Sigma USA

13 RFP Next Steps Presentations for full-line distributors were held on March 24, Evaluations to be completed within the next few weeks with the goal of having contracts in place for Category 1 (full-line distributors) and Category 2 (limited or regional distributors) by September, Evaluations for Category 3 (manufacturers offering direct sales) to be completed the end of May/early June. Category 3 contracts anticipated to be awarded by Fall, All awarded contracts may be available through HuskyBuy and will potentially be implemented beginning late summer/early fall.

14 eprocurement Updates Assessment underway reviewing current state/experience of UConn eprocurement comparing against alternative models SciQuest visited on April 21, 2016 to provide value assessments in the following areas: current ordering and payable processes, inventory management solutions, supplier management, and spend analytics Expansion of number of HuskyBuy vendors Review of APO threshold (currently at $250) Definition of one-time transaction Additional strategic needs currently under review: Spend Analytics tool Integrated Warehouse solution Sourcing tool for ebidding

15 Vendors Currently Available through HuskyBuy There are currently 21 vendors available through HuskyBuy: Airgas Bio-Rad Fisher Scientific Life Technologies Qiagen Sigma-Aldrich Alert Scientific Chemglass Dot Scientific Dell GovConnection Grainger MSC Hampden Zimmerman Home Depot NorthEast Electrical F.W. Webb OFI Red Thread OfficeMax/DEPOT Alphagraphics

16 Improving the Researcher Experience Effort underway includes: Exploring ways within which to enhance/improve more effective collaboration between UConn and UCH Improving communication between Procurement and researchers including creation of a venue for open discussions and additional training Development of a research support team - concierge approach Completion of a comparative analysis of major research university peers Greater consistency of practices: e.g. policies and procedures, compliance, and communication Development of the best in class in University Procurement Services to assist with improving the researcher/end user experience

17 Questions, comments and feedback