UConn Health Center Purchasing Department - Procurement ...

Procurement Operations and Contracts

TODAY’S AGENDA
1. Procurement Operations and Contracts Overview
2. Procurement Department
• Role
• Procurement Requirements
• How to Purchase
• Resources & Contact Info
3. Contracts Department
• Role
• Types of Contracts
• Requesting and Finding Contracts
• Contract Signing Requirements
• Resources & Contact Info

PROCUREMENT OPERATIONS AND CONTRACTS

PROCUREMENT OPERATIONS AND CONTRACTS
Website: poc.uchc.edu

PROCUREMENT DEPARTMENT

PROCUREMENT DEPARTMENT’S ROLE - WHAT WE DO
Use best practices to source and procure materials, equipment and
services in accordance with state and federal laws and regulations.
� Manage bid and procurement activities for goods and services for all
commodities, leased space and construction
� Consult with departments on sourcing strategies, supplier outreach and
procurement process
� Develop and support strategic sourcing initiatives
� Partner with clinical leadership and Materials and Supply Chain Management
to facilitate the Value Analysis Programs
� Manage and develop our e-procurement system, HuskyBuy (SciQuest)
� Ensure procurement and bidding compliance
� Implement policies and procedures to support and improve our
procurement process
� Ensure vendor compliance with the Health Center's insurance
requirements (for construction and other purchased services)

PURCHASING AUTHORITY
The University of Connecticut Health Center
receives purchasing authority from Title 10a,
Chapter 185b, Section 10a-151b of the
Connecticut General Statutes, which states in
part, “…a chief executive officer may purchase
equipment, supplies and contractual services,
[and] execute personal service agreements…”
The UConn Board of Trustees has delegated this purchasing
authority to specific individuals at UCHC. (See Purchasing
Approval Authority Policy #2006-19.)

STATUTORY BIDDING REQUIREMENTS
Connecticut General Statutes Section 10a-151b
� At least an informal bid/quote process is
required for purchases $10,000 to $50,000
� A formal public bid process is required for
purchases costing $50,000 or more
� The formal public bid process includes posting
the bid on the Department of Administrative
Services (DAS) website
UCHC has Policies on several bid and procurement
topics – go to the Procurement Department’s
website for a list.

TYPES OF BIDS
� RFQ – Request for Quotes ($10,000 - $49,999)
Business awarded to lowest qualified bidder.
� ITB – Invitation to Bid ($50,000 & above)
Business awarded to lowest qualified bidder.
� RFP – Request for Proposal ($10,000 & above)
Selection Committee appointed to review and select
supplier to be awarded the business, based on
pre-established criteria that may include price, quality,
references, demonstrations and other factors.
� RFI – Request for Information
Does not result in an award. Issued to create a fair
public process when we need to gather information
about a potential future purchase.

E-PROCUREMENT - HUSKYBUY
HuskyBuy Statistics
� 8,000 suppliers in HuskyBuy & Banner Finance
� Annual spend: $300,000 million
� Process/approve 50,000 POs per year
� 4 Buyers support entire Health Center

Website: procurement.uchc.edu
HUSKYBUY LOG-IN

HUSKYBUY INSTRUCTIONS & TRAINING
http://procurement.uchc.edu/huskybuy/
HuskyBuy user training classes are offered every month!

HUSKYBUY PURCHASE REQUISITIONS
Entering a Purchase Requisition (PR) is the first step.
You’ll hear that again later…
� Enter PR in HuskyBuy to initiate a purchase or bid process, or to request a
contract.
� Add comments & internal attachments to help reviewers and Buyer
understand your request.
� If your supplier is not already listed in HuskyBuy, have supplier complete New
Supplier Application.
� Then enter PR with supplier “TBD” with completed New Supplier Application
attached.
� Purchases of $10,000 or more must be bid out unless they qualify as a sole source
or emergency purchase, or we can obtain the goods/services through an existing
contract.
� Attach completed Sole Source Justification or Emergency Purchase form to
your PR.
� Capital Asset purchase of $5,000 or more requires a Capital Asset (CA) number
from the Budget Department.
� Track the approval status of your PR to ensure that it gets turned into a
Purchase Order.

PREFERRED SUPPLIERS & HUSKYBUY PUNCH-OUT/CATALOG
ACT** - Computer Desktops & Laptops
BD Biosciences** - Research Lab Supplies
BioRad* - Research Lab Supplies
BrandNu ** - Chemicals
Dell* - Computer Desktops & Laptops
eBioscience ** - Research Reagents & Kits
Fisher Scientific* - Research Lab Supplies & Apparatus
GovConnection* - IT Equipment/Peripherals
Grainger* - Facilities/Maintenance Supplies
Henry Schein* - Dental Supplies
John W. Gross* - Stationery/Business Cards (Certified Small Bus.)
Life Technologies* - Research Lab Supplies
New England BioLabs** - Research Lab Supplies
Owens & Minor^ - Medical & Surgical Supplies
Qiagen** - Cross-linking Reagents
Roche Diagnostics** - Reagents
Sigma-Aldrich* - Research Lab Supplies
Suburban Stationers* - Office Supplies (Certified Small Bus.)
USA Scientific** - Research Lab Supplies/Pipette Tips
* HuskyBuy Punch-Out
** HuskyBuy Catalog (Showcased Suppliers)
^ Preferred supplier for clinical supplies

NEW SUPPLIER APPLICATION
� Our New Supplier Application complies
with state and federal legal
requirements, and provides the
information we need to enter the
supplier into Banner and HuskyBuy for
PO issuance and payment
� Supplier Information
� W-9
� Non-discrimination Certification
� Also allows us to:
� Identify DAS Certified Small &
Minority Owned Businesses
� Find out if company is registered
with the Secretary of the State’s
Office to do business in CT

UCHC P-CARD
CREDIT CARD TRANSACTIONS
� P-Card orders will be processed by Procurement Department
staff in extenuating circumstances:
� Rush orders
� Internet only orders
� Supplier unable to accept PO
� Please note:
� UCHC P-Card cannot be used to purchase equipment or on EBay or
bartering sites.
� Purchases made on employee personal credit cards are usually not
reimbursable.
For best results, contact your Buyer or Lori Acomb with questions
before you place your order!

LYNN BROWN X3927
MEDICAL, CLINICAL, DENTAL & OPTICAL SUPPLIES,
EQUIPMENT & SERVICES
BUYER COMMODITIES
� Medical, Clinical, Dental & Optical Equipment
� Medical, Clinical, Dental & Optical Supplies
� Repair & Maintenance Services for
Medical/Clinical/Dental/Optical Equipment
� Temporary Clinical/Dental Support Services for UCHC and
CMHC

BUYER COMMODITIES
BONNIE LASKY X2217
RESEARCH LAB SUPPLIES/CHEMICALS, EQUIPMENT &
SERVICES AND PHARMACEUTICALS
� Research Lab Equipment
� Research Lab Supplies
� Research Chemicals, Diagnostics,
Reagents & Radioisotopes
� Animals & Veterinary
� Feed & Forage
� Repair & Maintenance Services for
Research/Animal Care Equipment
� Pharmaceuticals

JOHN RUSSELL X7395
IT/TELECOMMUNICATIONS, OFFICE EQUIPMENT/SUPPLIES,
EVENTS & CONSULTING SERVICES
� Advertising
� Telecommunications,
Alarm/Security & Signal
Equipment
� Video and AV Equipment
� Computer Hardware/Software
� Office, Educational and Library
Supplies
� Office Machines/Equipment
� Photographic Equipment Supplies
& Service
BUYER COMMODITIES
� Printing
� Hotels & Conferences
� Consulting Services

MARGARET GILBERT X1988
FACILITIES
� Building/Grounds Maintenance & Repair
� Furniture & Furnishings
� Major Appliances
� Motor Vehicles & Transportation
� Industrial & Building Supplies Equipment
� Construction
� Real Estate/Leased Space
� Compressed Gas Cylinders
BUYER COMMODITIES

PROCUREMENT RESOURCES & CONTACT INFO
PROCUREMENT DEPARTMENT:
Main Phone x2408 / Fax x2508
Website: procurement.uchc.edu
Lori Acomb x1775
Shanee Mansaw, APA x2583
BUYERS:
Lynn Brown x3927
Bonnie Lasky x2217
John Russell x7395
Margaret Gilbert x1988
PURCHASING ASSISTANTS:
Sandy Walker x3517
Diane Kobylarz x1859
HUSKYBUY TEAM:
Help Desk x2066
Kevin Howard, Garrett Heinze,
Pam Salka
VENDOR MANAGEMENT:
Tim Misterka x2066
POLICIES, PROCEDURES & FORMS:
Find them at:
http://poc.uchc.edu/policies_procedures/

CONTRACTS DEPARTMENT

CONTRACTS DEPARTMENT’S ROLE - WHAT WE DO
� Draft, negotiate and execute contracts for the
Health Center (including UCHC Finance Corporation).
� Maintain a comprehensive database of the
Health Center’s contracts.
What contracts does the Contracts Department handle?
� Any agreement/document that needs to be signed on behalf
of the Health Center
� May be expense, revenue or “zero dollar” agreement
What is excluded?
� Incoming money for grants/sponsorship/research (ORSP)
� Faculty consulting (Scott Wetstone)
� Clinical trials (Jeff Small/Clinical Trials Office)
� Insurance agreements (Cassandra Mitchell)

WHAT IS A CONTRACT?
Any legally-enforceable promise or agreement to do
(or not do) something.
Redo my kitchen
Join a gym
Buy supplies for CMHC
Lease medical office for
UMG physicians
Rent an apartment
Lease a car
Purchase a piece of
equipment for JDH
Bring in a consultant
Retain temporary/travel nurses from an agency

WHAT IS A CONTRACT?
Any legally-enforceable promise or agreement to do
(or not do) something.
Can be typed or hand-written…
Can look like a “contract”…
Or a letter…
If anyone sends you something to sign, check with the
Procurement Department or Contracts Department!

EXAMPLES OF CONTRACT TYPES
� UCHC Standard Contract
Purchase or lease of supplies/equipment, or maintenance services for equipment
� Personal Service Agreement (PSA)
Purchase/Sale of Services
Purchases may be grant-funded or non-grant funded
� Memorandum of Agreement/Understanding (MOA/MOU)
Agreement between UCHC and another State of Connecticut agency
� Software License
Authorization to use computer software program or system for period of time
� Lease (Space/Real Estate)
Exclusive use of space
� Facility Use Agreement
Short-term, non-exclusive use of space
� AIA Contract
Industry standard design/construction contract
� Purchase/Sale Agreement
� Purchase Order
� Supplier Contract

CONTRACT REQUEST PROCESS
Entering the Purchase Requisition (PR) is the first step.
There it is again! Must be important!
To request a new contract or an amendment to an existing
contract:
� Enter a PR in HuskyBuy for contract drafting, review and
negotiation.
• Complete and attach all required forms to PR.
� See instructions, “How to Request a Contract” on the
Procurement Department’s HuskyBuy website.

FIND YOUR CONTRACT
https://itsharepoint.uchc.edu/administrative/contracts/
Also: Check the status of your contract request by looking at the
Comments on your Purchase Requisition in HuskyBuy.
Request access
to site
Completed
contracts
Contracts
in process

CONTRACT SIGNATURE
AUTHORITY
Who can sign contracts on
behalf of the Health Center?
UCHC POLICY #2012-04

CONTRACT SIGNATURE AUTHORITY
Who can sign contracts on behalf of the
UCHC Finance Corporation?
UCHC FINANCE CORPORATION
POLICIES & PROCEDURES
Only those individuals named in the UCHCFC
Policies & Procedures – currently Richard Gray
and John Biancamano.

BOARD AUTHORIZATION REQUIREMENTS
UCHC CONTRACTS ≥ $1 MILLION
Before signature, must be approved by: 1) UCHC Board’s Finance
Subcommittee, and 2) UCHC Board of Directors.
UCHC FINANCE CORP. CONTRACTS ≥ $500,000
Before signature, must be approved by: 1) UCHC Board’s Finance
Subcommittee or UCHC Board of Directors, and 2) UCHCFC Board
of Directors.
LEASES OF ANY VALUE
Before signature, must be approved by UConn Board of Trustees.
If UCHCFC lease, before signature must also be approved by
UCHCFC Board of Directors.

CONTRACTS RESOURCES & CONTACT INFO
CONTRACTS DEPARTMENT
Website: contracts.uchc.edu
Jessica Silverman – x6772
� Debby Anderson – x1616
� Ken Brintle – x1192
� Dave Lavoie – x2110
� Jane Tinti – x4583
� Martin Powell – x2284
� Judy DeVitto, UCHC Finance Corp. – x2222

PROCUREMENT OPERATIONS AND CONTRACTS
THANK YOU!
Questions, Comments, Feedback?