November 2014 Procurement News

Week of November 16 – 22, 2014

 P-Card Download Schedule

As a reminder, procurement will not have a P-Card download on Wednesday, November 26, 2014. However there are two downloads scheduled on Wednesday, December 3, 2014.

Planning ahead, P-Card users are encouraged to check PaymentNet prior to leaving for the Thanksgiving break to review/approve all of the transactions that have posted.

For more information, contact Rhonda Ulmer, managing director of procurement, at rulmer@valenciacollegee.edu or at extension 3861.

Week of November 2- 8, 2014

Procurement Announces Request for Sole Source Form

sole-source-procurement-groveTo foster greater efficiency and internal controls, the Procurement Department is providing a procedure for all sole source procurement requests. Sole source procurement occurs on those occasions when certain products and/or services must be purchased from a specific source or manufacturer, for example, a purchase that must be compatible with existing equipment.

As the goal of all procurements is full and open competition, this procedure will help in the documentation, tracking and evaluation of sole source requests. In addition, federal grant rules and regulations require that the College “maintain records sufficient to detail the history of the procurement, rationale for the method of procurement, selection of contract type, contractor selection or rejection, and basis for price.”

The Procurement Department has developed the Request for Sole Source Form to assist departments in requesting and processing requests that could limit competition and to provide a tool for proper documentation for future audits.

To locate the Request for Sole Source Form, sign-in to Atlas and click on the “Employees” tab. Under “Employee Support,” select “Tools” and then “Valencia Forms.”

Each time a sole source request is received by the Procurement Department, the details will be posted on the procurement website for seven days to allow potential suppliers the opportunity to review and submit an offer on the proposed procurement.

We recommend, as an alternate to competitive quotes, the use of existing annual contracts, state contracts and other contracts that have been competitively bid by other agencies, whenever feasible.

If there are any questions, please do not hesitate to contact the Procurement Department at valenciaprocurement@valenciacollege.edu or extension 5542.

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