Procurement


Whether you are buying, leasing or negotiating a contract, we are here for you. We offer our expertise to help you obtain the goods and services you require. Below you will find procurement guidelines and frequently asked questions to assist in navigating the procurement process. If you need additional information or clarification regarding this content, please don’t hesitate to reach out to us at: purchasing@uada.edu

 

Procurement Flow Chart

Procurement 101 - Quick Reference Guide

Procurement Tips/Guide

Blanket PO Guidelines

Supplier Invoice Request Guidelines

Effective July 1, 2018, UACES will comply with Procurement Standards as defined in 2 CFR 200, "Uniform Administrative Requirements, Cost Principles, and Audit Requirements for federal Awards", Subpart D, Sections 200.318 - 200.326, for all federal grant funded procurements.

Supplier Setup

Requests to add new suppliers to Workday are now handled through the PaymentWorks application. Users who have the ability to input a requisition in Workday can access PaymentWorks through the "My Apps" menu, to initiate a supplier invitation. This invitation will prompt the supplier to submit their business identification and payment information through PaymentWorks for secure validation and setup into Workday.

Supplier Update

PaymentWorks is now be fully integrated with Workday to be able to handle supplier updates. Suppliers onboarded through PaymentWorks are responsible for making their own information updates. Upon completion of update in PaymentWorks, once all approvals are secured, the updates will be synchronized with Workday. 

If a supplier listed in Workday is not registered with PaymentWorks, a PaymentWorks invitation must be sent to the supplier for registration in order to make any updates to their supplier record.

The State of Arkansas has established the following types of purchases and thresholds. All threshold prices include the cost of freight, but exclude the cost of sales tax. These thresholds do not apply to state and institution contract items or printing.

Small Orders ($0 - $20,000)

  • Competition should be used to the maximum extent practicable.
  • Repeated small order purchases of similar items to circumvent the $20,000 bid limit are prohibited.
  • Purchases $1,000 or more require the Restriction of Boycott of Israel Certification form

Competitive Quote Bids ($20,000.01- $75,000)

  • Requires a minimum of three (3) written bids (email or fax), one of which should be a minority supplier if available for that commodity.
  • Departments are given the delegation to solicit these bids, but our Procurement staff is always willing to assist.
  • If you receive a "no bid" or "no response." then that counts as an acceptable attempt to gather a quote.
  • Supporting documentation of quotes must be attached to the requisition in Workday.
  • Purchases over $25,000 requires awarded supplier to complete the Contract and Grant Disclosure Certification form (to be obtained by our Procurement staff).

Formal Bids ($75,000.01+)

  • Require formal competitive sealed bid process completed by our Procurement staff upon completion of a Banner requisition.
  • Processing time varies as bid must be developed, advertised, responses evaluated, and bid awarded.  It's never too early to work with our Procurement staff on minimum specifications and delivery requirements.
  • Includes leases which exceed $75,000 with the duration of the contract.
  • Includes leases with option to purchase when value of commodity is more than $75,000.

Sole Source Procurement Exceeding $20,000

  • Sole Source purchases can be made only after the ordering department submits a Sole Source-type requisition in Workday with a completed Sole Source Request Form attached. The Procurement office will review for approval of such purchase.
  • Sole source purchases can be justified in one of three ways, but not limited to:
  1. Purchase of repairs involving hidden damage.
  2. Purchase requiring performance compatibility with existing commodities and/or services.

Purchase based on performance specifications.
*A signed statement from the vendor (on letterhead) verifying their unique or proprietary specification information should be attached to the requisition for sole source of this type

Procurement Methods

Requisition for Purchase Order

Workday Requisition types:

  • Standard
  • Punch-Out Contract
  • Bill Only Not Transmitted
  • Blanket

Additional guidance on these requisition types in the Guidelines & Forms section

The University of Arkansas System Division of Agriculture (UADA) has established its Purchasing Card (P-Card) Program to provide a more efficient and cost-effective method of purchasing and paying for low dollar transactions. The program may eliminate or reduce the number of low dollar purchase orders, blanket orders, and requests for personal reimbursements. Cardholders may use the P-Card at any merchant/vendor that accepts the card, unless it violates a state contract. The P-Card program is intended to enhance UADA's effectiveness and economy of operations.

Those interested in requesting a p-card may do so in Workday by completing the task: Create Request.

Questions? Email us at: pcard@uada.edu

P-Card FAQ
P-Card Policy
P-Card Resources

General: purchasing@uada.edu

P-Card: pcard@uada.edu

 

Who to Call

Areas of Expertise

Mark Kiefer

Mark Kiefer
Procurement Manager
479-502-9701
mkiefer@uada.edu

• Procurement Policy Guidance

• P-Card & T-Card Administration

• Requests for Proposal

• Sole Source Procurement

• Memorandum of Agreement & Contract Administration

Gina Rentfrow

Gina Rentfrow
Procurement Coordinator
479-502-9715
grentfrow@uada.edu

• Vehicle Procurement & Fleet Administration

• WEX Fuel Card Administration

• Legal Review, Terms & Conditions

Dylan Worth

Dylan Worth
Buyer
479-502-9703
dworth@uada.edu

• Requisitions

• Purchase Orders

• Property Leases

• Postage Machines

• Rubber Stamps

• Nametags, Desk Nameplates

Nancy Morehead

Nancy Morehead
Buyer
479-502-9702
nmorehead@uada.edu

• Supplier Setups & Changes

• Amazon Business

• Copier Leases

• IT Procurement

 

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