File Name: procurement processes and procedures .zip
This policy applies to the procurement of all goods and services from external non-University owned suppliers regardless of the final source of funding. Although services noted under Exceptions below are excluded from the specifics of this policy, it is expected that the general principles embodied in the Code of Ethics presented in this Policy will govern the selection processes for these services. The competitive bidding process establishes a standard bid dispute resolution process that complies with applicable trade agreements and ensures that any bid dispute is handled in an ethical, fair, reasonable and timely manner.
Procurement of goods and services for the university must be conducted in an open and competitive environment to ensure that prices paid are fair and reasonable. Purchasing activities are conducted in central Procurement Services as well as by academic and administrative departmental employees. Purchasing activities include obligations for proper transaction documentation, fiscal responsibility, ethical behavior, adherence to federal and state government regulations, and compliance with university by-laws and policies.
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Procurement of goods and services for the university must be conducted in an open and competitive environment to ensure that prices paid are fair and reasonable. Purchasing activities are conducted in central Procurement Services as well as by academic and administrative departmental employees.
Purchasing activities include obligations for proper transaction documentation, fiscal responsibility, ethical behavior, adherence to federal and state government regulations, and compliance with university by-laws and policies. Procurement Services provides support to the university community in the selection, acquisition, use and disposal of goods and services by:.
The procurement of goods and services is the responsibility of the Regents. Per Board of Regents Bylaws 3. As a result, Procurement Services is responsible for assisting university units in the procurement process and for overseeing all procurement activities. 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. The university is not bound by and does not recognize as binding any promise or obligation made by an unauthorized person.
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. Only Procurement Services has the authority to negotiate and sign agreements. However, it is the responsibility of the university unit to:. University units do not have the authority to change agreements; only Procurement Services may do so, and only after diligent review.
Contact Procurement Services to request a change or extension. These restrictions come from various units across the university. It is the responsibility of those units to maintain the information in a restricted commodities table and to advise Procurement Services of any unauthorized purchases. Special approval does not exempt a transaction from the remainder of the procurement policy, including the competitive bid process.
If a university employee has questions about whether an item is restricted, Procurement Services should be contacted before the purchase is made. Cost Principles for Educational Institutions. Additional purchasing requirements needed to comply with the Uniform Guidance can be found on the Procurement Services website.
Care must be taken to avoid the intent and appearance of unethical practice in relationships, actions and communications. 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. It is the responsibility of each faculty and staff member of the university to ensure that the university does not knowingly enter into any purchase commitment that could result in a conflict of interest.
Units with questions about a particular situation should contact Procurement Services. Procurement Services Management is the ultimate decision maker on whether a procurement-related activity has the intent or appearance of unethical practice.
Procurement Services is charged with the responsibility of maintaining an open and competitive process for procuring goods and services. Bids and proposals from competing suppliers will be evaluated by Procurement Services which will also award contracts. 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.
An open and competitive purchasing environment requires that information pertinent to the bidding process be kept confidential until the conclusion of the process. The university is particularly diligent before entering into purchasing contracts with its employees, their family members or any other individual who would be perceived as having a potential conflict.
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. University employees must promptly disclose in writing all actual or potential conflicts to a designated university official as actual or potential conflicts arise or are identified.
Similarly, the designated official must disclose in writing all actual or potential conflicts to Procurement Services Management. University employees who are unsure whether a conflict exists are encouraged to contact Procurement Services for help in determining whether disclosure is appropriate.
Michigan Public Act of prohibits university employees from soliciting, negotiating, renegotiating, approving or otherwise representing the university or the supplier affiliated with the university employee in transactions.
Regental approval must be obtained before proceeding with the transaction. A person who violates this law is guilty of a misdemeanor. The university can avoid violating contracts. When purchasing with federal sponsored funds additional Uniform Guidance conflict of interest requirements apply.
These requirements can be found on the Procurement Services website. University employees should neither solicit nor accept money, loans, credits, entertainment, favors, services or gifts from current or prospective suppliers.
Such gratuities, even if of seemingly low value, can give rise to a conflict of interest or the appearance of a conflict of interest. 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. If it is deemed necessary to visit a supplier site for a demonstration, the university pays all related expenses.
University employees must handle confidential or proprietary information with due care and proper consideration of ethical and legal ramifications and governmental regulations. University employees may not tell outside parties the prices, terms, or conditions quoted by other suppliers. Procurement Services must pre-approve all communications with outside parties regarding potential or anticipated procurement-affiliated relationships.
If the request is procurement-related, the employee should notify Procurement Services of the request. The university is committed to providing business opportunities to suppliers who help the university honor these values. Visit the MConnect website for detailed information about how the university promotes supplier participation that reflects these values.
Article IX, Section 18 of the Michigan Constitution has been interpreted as strictly limiting the donation of university resources to any person or entity. University employees with questions about whether a transaction constitutes a donation should direct questions to the University Controller.
The University Controller must approve any donations. University purchases are not subject to Michigan sales and use taxes when used for educational and charitable purposes. Certain other states also honor this or have an equivalent rule. University employees with questions about a particular situation should contact the Tax Department. Procurement internal controls focus on ordering, approving, receiving, and reconciling.
Each university unit should have the appropriate policies and procedures in place to provide for adequate controls in each of these steps within the procurement process and must separate among two or more people the duties of these steps; whenever possible, there should be no direct reporting relationship among these individuals.
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. Any vendor with access to patient health information or student information must follow university rules to safeguard this information. When a vendor has access to this type of information, units must involve Procurement Services in the transaction.
All purchases of goods and services must be done in an open and competitive environment to ensure that the prices that the university pays are fair and reasonable. Below is an outline of the appropriate steps to take each time a purchase is made.
The first step in the purchasing process is to determine the need. These items should be general 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. The university requires and encourages competition among suppliers in providing goods and services to the university. Competition provides the greatest opportunity for the university to procure goods and services at the best value. Accordingly, those involved in supplier selection have the responsibility to search broadly and completely for viable suppliers.
Sources for the goods or services should be considered in the following order:. Related costs are billed to the receiving unit using an approved recharge rate. Strategic Contracts are contracts with suppliers that have been through a competitive process and the terms have been secured at the best value and are available to authorized users university-wide. These suppliers provide goods and services with favorable terms for pricing, delivery and other factors and thus are the preferred source for purchasing goods or services from external entities.
Procurement Services should be contacted before placing large-quantity orders off of Strategic Contracts, as the orders may be eligible for additional discounts. When neither of the aforementioned sources offers the goods or services that the unit needs, Procurement Services should be contacted to identify other suppliers.
It is generally good practice to price transactions and collect quotes from a variety of sources before selecting one. The lowest price may not always be the best value; Units should consider the total cost of ownership, which includes the purchase price, transportation, handling, inspection, quality, rework, maintenance, disposal and other associated costs. Units should purchase from responsible sources possessing the ability to perform successfully under the terms and conditions of the university with consideration given to such matters as supplier integrity, compliance with public policy, record of past performance, and financial and technical resources.
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. 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.
If not ordering from an Internal Service Provider, authorized university employees may order goods or services using a Purchase Order or PCard. Because Purchase Orders offer the university the best legal and financial protections, they are the preferred method for ordering goods and services. Procurement Services, however, should be contacted before any repetitive purchases are made with a Purchase Order, as a supplier contract may be more appropriate and efficient.
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. For information about how to request a Purchase Order, visit the Procurement Services website.
The order quantities, pricing and payment schedule on the Purchase Order should be established in the same way as the supplier will invoice. A university purchasing card or PCard is a credit card, granted to authorized users, that the university issues through a banking institution and that the university pays directly. PCards are intended for travel and hosting and for small-dollar, infrequent transactions.
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. If such a system is the only way the supplier accepts payment, detailed receipts showing the final supplier and item details must be provided.
The PCard should be used when a supplier does not accept a Purchase Order and when buying goods or services not available through Internal Service Providers or University Contracts. The PCard should not be used to make a purchase that will be reimbursed by an external party.
The cardholder is accountable for all purchases made on his or her card and must keep all required receipts. Cardholders or their delegates must expense PCard transactions monthly in Concur and secure the appropriate university unit approval s.
Procurement Services will assist the cardholder in determining if another procurement method is more appropriate. University units have a number of responsibilities related to receiving goods and services. Persons who are authorized to procure goods and services may not approve those transactions or be connected to the payment of those transactions. Suppliers may only direct shipments to either a university address or other university-approved location.
Guidance for help in choosing the appropriate address for receiving goods is available on the Procurement Services website. Upon receipt, the university unit should immediately inspect the shipment to be sure that it is correct, complete and not damaged.
Developed by the Ministry of Finance and Economic Development, the Handbook is a major element for an efficient and transparent public procurement system in the context of the Public Financial Management PFM modernisation intiatives. It is also central to providing equal business opportunities to all eligible competitors. It is intended as a reference tool to guide public officials in standardised procurement practice and ensuring compliance with the Laws of Belize and the application of procurement international best practices. In addition to the procedural guidance and instructions on the many aspects of procurement and contracting, the Handbook includes in its Volume II model documentation related to competition processes and contracts — called Standard Bidding Documents — along with Guidance Notes for SBDs usage. These two sets of documentation are treated as separate subject topics on the Portal Homepage.
Procurement is the process of finding and agreeing to terms, and acquiring goods , services , or works from an external source, often via a tendering or competitive bidding process. Procurement generally involves making buying decisions under conditions of scarcity. If sound data is available, it is good practice to make use of economic analysis methods such as cost-benefit analysis or cost-utility analysis. Procurement as an organizational process is intended to ensure that the buyer receives goods, services, or works at the best possible price when aspects such as quality, quantity, time, and location are compared. Almost all purchasing decisions include factors such as delivery and handling, marginal benefit , and price fluctuations. Organisations which have adopted a corporate social responsibility perspective are also likely to require their purchasing activity to take wider societal and ethical considerations into account.
PART I - GUIDELINES ON GOVERNMENT PROCUREMENT PROCEDURES FOR THE. GUIDELINES Section 12 Procurement Planning Process. Section 12.
At first glance, the procurement process can appear to be a simple, basic procedure. Locate the needed goods. Receive purchased goods.
Its various sections address the responsibilities of the Requisitioner, the Procurement Officer, and the Recipient of purchased products and services. Procedure No. P Purchase Requisitions Procedure No. P Request for Bid Procedure No.
Identify and disseminate information and advice on good procurement practice. Policies and Procedures - are underpinned by the six core principles as defined in the.
Mapping a procurement process flow can often be an area of procurement management that is overlooked. In order to maximise profit margins and improve efficiency to stay cost competitive, mapping out your procurement procedure can help your business identify key areas that may require automation or modification and, ultimately, improve performance. The following article will help you to produce a procurement process map that is unique to the way your business operates.
Вскоре спуск закончился, переключились какие-то шестеренки, и лифт снова начал движение, на этот раз горизонтальное. Сьюзан чувствовала, как кабина набирает скорость, двигаясь в сторону главного здания АНБ. Наконец она остановилась, и дверь открылась. Покашливая, Сьюзан неуверенно шагнула в темный коридор с цементными стенами. Она оказалась в тоннеле, очень узком, с низким потолком. Перед ней, исчезая где-то в темноте, убегали вдаль две желтые линии. Подземная шоссейная дорога… Сьюзан медленно шла по этому туннелю, то и дело хватаясь за стены, чтобы сохранить равновесие.
Institutional processes and practices related to the procurement of goods and .org/10yfp/Portals//10YFP%20SPP/ebezpieczni.org