New Training Available – Multi-Stage Bid and RFP Processes

The Purchasing Department is offering a new procurement training opportunity focusing on the Multi-Stage Bid and Request for Proposals (RFP) processes.  This training will help department employees prepare and better understand these two common processes for procurements when criteria other than just price are important for consideration. 

These training sessions will last for one hour and will be held in the Purchasing office every other month, with the first session on September 17th at 10:00 am. 

Please share this information with others in your department that may be interested.  Sign up via the Purchasing home page through the icon titled:  Procurement Training Opportunities or from the link below. 

Register Here

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UShop has Two New Features to Help Your Department

1. Close POs directly in UShop

When it is time to close a UShop PO, you can make that change right on the PO!

Click Here for instructions

2. Add an individual as an Ad-Hoc approver to requisition workflow

This feature allows you to add an individual, in addition to GFA approval, to the requisition workflow. Once this individual is assigned as an Ad-Hoc approver, their approval is required. This can provide an increased level of internal controls to any order you choose.

Click Here for instructions

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New Punch-out Catalog Available – Thomas Scientific

Get to know the new Thomas Scientific Punch-out Catalog in UShop!

Features include:

  • Contract Pricing
  • Electronic Invoicing
  • Free shipping on standard orders
  • Searchable transactions

Thomas Scientific Punch-out Features (PDF)

For questions or special quotes, contact Dan Butler at 720.646.0908 or dan.butler@thomassci.com

TCM Contract Number: P&CS20201915

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New Punch-out Catalog Available – Genesee Scientific

Your Research & Development options in UShop have expanded with the addition of the Genesee Scientific Punch-out Catalog.

The Genesee Scientific Punch-out Catalog provides you with:

  • Contract Pricing
  • Free Shipping on orders over $150
  • Electronic Invoicing
  • Searchable transactions stored in UShop

Features specific to the Genesee Scientific Punch-out Catalog can be found here.

If you have any questions, please contact the UShop Help Desk at 5-2255 or (801) 585-2255 or ushop@utah.edu

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Purchase Request Form to replace Non-Catalog and PO Renewal Forms

We’re simplifying – two old UShop forms are combining into one new form!

As of May 6, use the Purchase Request Form to create Purchase Orders in UShop for any supplier that is not: Punch-out, Internal, or on a specialized form.

Click here for details.

 

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2019 Procurement Updates

Please join the Purchasing Department for a session discussing several topics such as: 

  • Utah Procurement Code and Review
  • UShop eProcurement System
  • PCard highlights
  • Contract Management and TCM highlights
  • Conflict of Interest
  • Year-end Procurement Processes
  • Electronic Payment Requests (ePR) in the context of Procurement
  • Software Purchases

The dates and locations for the four sessions are as follows:

Tuesday, April 16th  9:00 – 10:30    HSEB room 1730

Thursday, April 18th      9:00 – 10:30      S.J. Quinney Law Moot Courtroom 6200

Tuesday, May 7th          9:00 – 10:30      S.J. Quinney Law Moot Courtroom 6200

Tuesday, May 21st         9:00 – 10:30      HSEB room 1750

Note:  These sessions are intended for departments that work with Campus Purchasing including UShop.  Hospital employees may have UShop access for University (internal) departmental purchases such as the Print Shop, Bookstore, Nutrition Care and Guest Housing.  Please email Karri Almond for UShop registration as the UShop link may not work for Hospital employees.

Campus Employees click here to register

Hospital Employees click here to email your registration request

Please print or forward this information to others that may be interested

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CDW•G Punch-out Available in UShop

Need a Special Quote? Contact our dedicated Account Manager:

Anthony Orticelli, 312.705.4524 | anthort@cdwg.com

Questions?

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FY 2019 Year-End Procurement Submission Dates

The last day of the University’s fiscal year is June 30, 2019. Procurement transactions required to be completed prior to the end of FY 2019 are subject to the due dates described below. 

The dates shown below are estimates and not guarantees. They reflect the typical time necessary to allow for a procurement process to be completed, as well as for delivery of requested goods or services prior to June 30th. Delivery of goods or services based on procurement requests submitted after the dates below may not be completed by June 30, 2019.

April 8, 2019 – Request for Proposal (RFP): Requisitions for procurement requests requiring a request for proposal process must be submitted by April 8, 2019. This process requires draft RFP documents for review and input by Purchasing, committee chair participation, and suggested vendor list.

April 8, 2019 – Multi-Stage Invitation for Bids (IFB) for purchases over $50,000: Requisitions for procurement requests requiring a multi-stage low bid process must be submitted by April 8, 2019. This process requires bid stage advancement criteria, specifications/requirements, and a suggested vendor list.

May 3, 2019 – Invitation for Bids (IFB) and Sole Source Requests for purchases over $50,000: Requisitions for procurement requests requiring a standard low bid process must be submitted by May 3, 2019. The IFB process requires specifications/requirements and a suggested vendor list. The sole source request requires a completed sole source form and quote.

May 31, 2019 – Request for Quotes (RFQ) and Sole Source Requests for purchases between $5,000 – $50,000: Requisitions for procurement requests requiring a quote or sole source process must be submitted by May 31, 2019. The RFQ process requires complete specifications and a suggested vendor list. The sole source request requires a completed sole source form and quote.

Reminders:

  • Goods and Services must be received and the invoice dated on or prior to June 30, 2019 to be charged to fiscal year 2019 funds.
  • Grant funded purchases must be completed at least 30 days prior to project end date which may alter the timelines listed above.
  • Contracts must be fully executed before a purchase order is issued.

If you have questions, please contact the Purchasing Department at (801) 581-7241.

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McMaster-Carr Punch-out Catalog now available in UShop!

McMaster-Carr provides tools, raw materials, and maintenance equipment and supplies. They also have a wide variety of mechanical, electrical, plumbing, and utility hardware.

The Advantages of ordering from the McMaster-Carr punch-out catalog on UShop:

  • McMaster-Carr sends an electronic invoice directly to Accounts Payable
  • No need for reallocation of charges. Your order is charged to the correct chartfield up front
  • Your order is sales tax-free
  • No need to retain hard copy receipts
  • UShop is integrated with Management Reports, so when there is a question, or when you are completing Evidence of Review, all the information you need is available directly in UShop

If you have any questions regarding UShop or the McMaster-Carr punch-out Catalog, please contact the UShop team.

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Revised Sole Source Procurement Process Request Form

The Procurement and Contracting Services Department in conjunction with the Office of General Counsel and the Conflict of Interest Office has revised the Sole Source (Non-Standard) Procurement Process Request Form, commonly known as Sole Source Form.

The Conflict of Interest Disclosure section has been revised to include additional information and must be completed by each decision maker involved in directing the sole source selection to the vendor.

Section D has been added to Part 2 to include categories of exceptions to the standard procurement process requirements compliant with Regents Rule R571-8 and University Procedure 3-100C.

The new form can be found on the Purchasing website under FORMS, or click here. Please share this information with others in your department who may have interest.

Please contact the purchasing department (801-581-7241) if you have questions.

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