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Fiscal Year-End 2022 Reminder

With FY2022 ending in a few short weeks, it is important to note the below dates to ensure that Procurement Services can process all orders and post all transactions to Banner within the Financial Accounting deadlines:

  • New bids should have been requested by Wednesday, August 31, 2022, at 5 p.m.
  • buyBama Purchase Orders must be created and approved by Monday, September 19, 2022, at 5 p.m.
  • Concur PO Invoices that have been assigned to users need to be submitted and approved as soon as possible for purchase orders where the product has been delivered.  For questions regarding Concur PO Invoices, contact Accounts Payable.
  • Concur Invoices must be submitted, approved by all approvers, and to Accounts Payable for processing by Thursday, October 6, 2022, at 5:00 p.m.
  • Concur Expense Reports must be submitted, approved by all approvers, and to Accounts Payable and P-Card for processing by Thursday, October 6, 2022, at 5:00 p.m.
  • Banner Encumbrances will roll forward on Monday, October 17, 2022

Bid Limit Increasing to $75,000 – Effective October 1, 2022

The State of Alabama has approved a new procurement law for goods and services that will go into effect on October 1, 2022.  The new law will allow for a more modern approach to standard procurement practices, provide needed flexibility, and will be easier to understand.  The primary change that will impact campus is the competitive bid limit will increase from the current $15,000 to the new limit of $75,000.  The new limit will put the University more in line with our peer institutions across the southeast.  While the bid threshold will change, all other Purchasing Guidelines and applicable University policies will remain the same.  As a reminder, all purchases for goods or services less than $75,000 should still be made using Approved Contract Vendors whenever possible.  If the good or service needed is not available from a contract vendor, then multiple quotes should be obtained whenever possible.  Please contact Purchasing staff with any questions you may have about this upcoming change.

As mentioned above, the primary change that will impact campus is simply a higher competitive bid threshold.  All Purchasing Guidelines and applicable University policies will essentially remain the same.  This increase will provide many benefits to campus such as more flexibility to independently source goods or services at the departmental level that are less than $75,000 and not available from approved contract vendors.  This increase will also result in less sole source justifications for required purchases that are only available from one source.  While this is a positive change for campus, we do understand that you may have some questions or concerns about how this change may impact your area.  Purchasing’s staff of Senior Buyers have already been meeting with many areas of campus to discuss the impacts of this change.  Please don’t hesitate to reach out to a Purchasing Senior Buyer to schedule a meeting to discuss.

New Fiscal Year Budget Planning

As we enter the last quarter of FY22, budgetary planning for FY23 is well underway.  Are you planning any significant purchases of software, equipment, or services that are not available from an approved contract vendor?  Now is a good time to discuss your spending plans with Purchasing to ensure all can be accomplished in an efficient manner.  By planning ahead, you can avoid any unanticipated lead times or speed bumps along the way.  Also, if the items you need have to be competitively bid, planning ahead will allow enough time for that process which normally takes 3 to 4 weeks minimum, but can take longer in some cases.  Please contact the appropriate Senior Buyer to assist with any questions you have about upcoming purchases.  Please refer to our Purchasing Guidelines for additional information.

PPE Updates

The University previously purchased over 250k various items for distribution across our campus and there are still plenty of the below items available.  For more information on how you can obtain these items and to see what is remaining please reach out to Logistical Support Services.  When making requests to logistics.ic@ua.edu please include the Department, contact person with email address, number of employees needing PPE, and purpose of PPE.  Any PPE that would be ordered by a department under normal operations unrelated to any COVID safety measures may be purchased through normal procurement methods.

  • Masks – KN95, cloth, disposable, adjustable
  • Wipes
  • Sanitizer – all sizes
  • Disinfectant spray
  • Clear masks
  • Safety goggles
  • Safety glasses
  • Face shields

Medical Purchases

Departments across campus sometimes feel the need to purchase various medications for disbursement to faculty, staff, or students.  This includes Tylenol, Advil, Aleve or any other over-the-counter medications.  These purchases cannot be paid for using any type of UA funding (state funds or foundation funds).  If you have any questions, please reach out to Robby Plumb in Risk Management.

buyBAMA Catalog Purchases – Valid Business Purpose Still Required

As most are aware, buyBama is the University’s eProcurement system where users can browse vendor catalogs, add items to a shopping cart, and submit orders electronically using their P-Card.  All catalog vendors are Approved Contract Vendors.  Please remember that just because an item is available through buyBama catalog vendors does not automatically mean it is an allowable purchase.  All purchases through buyBama catalogs are still subject to all applicable University policies and guidelines.  If you are not sure if an item available through a buyBama catalog is allowable, please reach out to the appropriate Purchasing Senior Buyer for guidance prior to purchasing.

Thank You Campus!

Procurement Services hosted its annual Contract Vendor Fair at the Ferguson Center on Tuesday, April 5.  Thirty one contract vendors participated in the event.  The attendance from our campus partners was excellent and the feedback received from both campus and the participating vendors was all very positive.  One campus partner described the event as “like trick-or-treating for adults with all of the vendor swag!”  Thank you to all that came to network with many of our contract vendors and to enjoy some food, drinks and prizes.  We look forward to next year’s event and will hope for an even better turnout.

Advanced Branding and Licensing Approval Required

As a reminder, all marketing, advertising and promotional materials should be submitted for approval in advance of purchase at ua.edu/brandapproval, especially promotional items. There has been an increase in submissions coming through after items have been received. If submissions after items have been purchased are denied, use of State funds for the expense may not be allowed and the items cannot be used or distributed.  This includes reorders as a licensee’s status can change over time. Departments are encouraged to share this information during their onboarding process with new employees. Complete info can be found at: https://stratcomm.ua.edu/brand-strategy/.

Campus Tour Transportation

If you or someone in your department find yourself needing to book micro-transportation or touring services around campus, please review the options below.

  • First, check with the Capstone Men & Women.  This group provides tours for large groups at specially arranged times.
  • If someone in your department would like to provide a tour, please check with Fleet Services about renting a UA vehicle.
  • Another option would be to use Crimson Ride Charter Services.  There are two bus options, and both are ADA accessible.

If these options do not meet your needs, you will need to obtain approval from Catherine Johnson, UA Senior Buyer in the Purchasing Department.  Be sure to include why the alternate method is needed and why the above-mentioned options will not meet your needs.

2022 Contract Vendor Fair

Please join us on Tuesday, April 5, 2022, as Procurement Services hosts a Contract Vendor Fair in the UA Student Center Ballroom (Formerly The Ferguson Center Ballroom) from 10:00 AM until 2:00 PM. Many of our current Contract Vendors will be on hand to showcase the products and services they provide for the University. We invite all UA Faculty and Staff to come meet our representatives face to face and learn more about their products. There will be employees from Procurement Services on hand throughout the day to assist and answer questions as well. Snacks and light refreshments will be provided. If you have any questions please email Meagan Stockton, mlstockton@ua.edu.

Add the Contract Vendor Fair to your Outlook Calendar