NEW FORMAL SOLICITATION LIMIT
The formal sealed solicitation dollar limit has increased to $75,000. What does this mean to you and your department? If your purchase is less than $75,000, it is not required by statute to go through the formal solicitation process, which is very time consuming and costly. Competition is still required for all purchases under $75,000; but a more informal process such as the Request for Quotation (RFQ), will be used to obtain quotes.
NEW OFFICE SUPPLIES CONTRACT
UWF now has two office supply contractors: Gulf Coast Office Products (GCOP) and Office Depot. Each provides UWF with discounted contract pricing. Visit the "Go Shopping Tab" in Argus (see "Office Supplies - GCOP" and "Office Supplies - Office Depot") to obtain current information and direct links to the two web sites developed for UWF.
GCOP: GCOP's entire catalog of items is available on the UWF/GCOP web site. All discounted items are covered under either the Florida State or Santa Rosa County School Board contracts. Contract information is outlined in the GCOP Contract Summary Sheet.
OFFICE DEPOT: A partial catalog of items (16,000 awarded on Florida State Contract to Office Depot) is available on the UWF/Office Depot web site. Only the 16,000 items awarded will be viewable on the UWF/Office Depot web site. All remaining items will be at retail pricing (no discount) and not covered by contract. Contract information is outlined in the Office Depot Contract Summary Sheet.
IMPORTANT: If a UWF user is unable to find a particular office supply item at the UWF/Office Depot web site, the user will be required to shop at GCOP.Office supply items can be purchased from another vendor only if the cost is less than what is available on both of these web sites. It will be necessary for the user to print out their shopping comparison for the PCard backup documentation files to prove that both UWF/GCOP and UWF/Office Depot web sites were checked before purchasing from any other vendor, including Office Depot retail (non-contract items).
GCOP TRAINING SESSIONS FOR ONLINE ORDERING
Nichole Colony of GCOP will be on campus to offer two sessions for training in GCOP online ordering. Snacks and samples of office supplies will be provided to attendees. Please RSVP to Nichole by email: email@example.com.
DATE: April 5, 2011
SESSION 1: 10:00 AM
SESSION 2: 11:00 AM
WHERE: Nautilus Chamber (2nd Floor Commons Bldg)
NEW OFFICE DEPOT CUSTOMER REP
UWF has a new Office Depot Sales Representative, Mr. Aaron Hawtrey. Please contact Aaron for all departmental needs and be sure to update departmental records and replace the previous representative's name and phone number with Mr. Hawtrey's. Please direct all communication regarding new profile set-up, existing orders, questions, issues etc. to:
Mr. Aaron Hawtrey
UPS NOW ON STATE CONTRACT
UPS is now on state contract and competitive pricing has been extended for mailing services. To set up your UPS account and to view the shipping costs, please visit the Go Shopping Tab in Argus under the heading of "Mail-Shipping Services" for instructions and information (Contract Summary Sheet, Set-Up Procedures, and UPS Pricing). This new contract now allows you to choose the most cost efficient shipping method by comparing UPS and Fedex information. Fedex contract links are located under the same Go Shopping Tab heading.
THE RISK OF USING YOUR PERSONAL CREDIT CARD INSTEAD OF A UWF PCARD
When using your personal credit card instead of the UWF PCard you take the risk of not being reimbursed for your purchase. If the purchase does qualify for reimbursement, you will not be reimbursed for sales tax, or special shipping and handling costs. OCO (Operating Capital Outlay) items will also not be reimbursed because the proper Property Procedures were not followed and that item cannot be properly inventoried. All OCO items must be purchased using a UWF Purchase Order. Definition of OCO: Equipment, fixtures, and other tangible property of a nonconsumable and nonexpendable nature, with a cost of $1,000 or more and the normal expected life of 1 year or more. Example of OCO: Dell Laptop (See "Definitions")
USE RENTAL CAR NUMBER FOR GASOLINE PURCHASES
If you are using a rental vehicle for UWF travel, you will not have a TAR Number or a State Vehicle Number. After the charge has been approved and has posted to the ledger an additional automated email is sent to PCard Managers. The email will contain a link which takes the Manager to a Banner screen with a blank field. The Rental Car Agreement Number is to be entered in the blank field and then the "Submit" button is clicked. These steps complete and authorize the purchase of gasoline. See the online PCard Reference Guide under "Gasoline for State and Rental Vehicles" for detailed instructions.
Please remember: DO NOT use the PCard for gasoline when your personal vehicle is used for UWF business. Gasoline for your personal vehicle is to be submitted on a TER Form for reimbursement.
PCARD EXPIRATION DATES
PCards with an expiration date of 3/2011 are valid through March 31st. New PCards can be picked up at Procurement and Contract's office in Bldg. 90, Rm. 134. Please remember to bring a photo ID to pick up your new PCard.
USING PCARD FOR DATA PLANS (FOR IPADS)
Per the "Mobile Voice and/or Mobile Data Plan Allowance Agreement", located under "UWF Policies and Procedures" Office of the President web page: "Employees are not required to maintain a separate communication device and may use a personal communication device for this purpose. Such employees will receive a minimum of $25 per pay period." "The University will provide an allowance to an employee for only one mobile voice and/or mobile data plan, regardless of the number of devices an employee may use to access the University." Therefore, the use of PCards to pay for data plans for IPads is not allowed.