New purchasing guidelines in effect
With a new academic year come new challenges. But as employees who oversee purchasing move into the new year, they'll find a new set of guidelines that should make their lives less challenging.
A three-year pilot project is now in place that exempts KU from state contract purchasing requirements. Purchasing agents are still able to use state contracts but can now explore other options, which should save the university money and improve efficiency. Barry Swanson, associate comptroller and director of purchasing, said contracts that were once mandatory are now optional and the fact that there are more total contracts means there are more options departments can use to their advantage.
"We're trying to build a toolbox for departments to use to meet their needs, instead of telling them what they need," Swanson said. "Purchasers still have everything they had in the old system, plus some."
The program went into effect June 1. KU and Fort Hays State University were selected to take part. Its purpose is to determine if the universities can save money by being freed from select state guidelines. Swanson said he is certain open-market competition will lead to better buys for the university. The comptroller's office will analyze the data throughout the three-year period and report its findings to the Kansas Board of Regents, which will in turn report the findings to the Kansas Legislature.
Under the former rules, there were mandatory contracts purchasers had to use. Under the pilot program, there are still a few mandatory contracts, such as a Kinko's contract and a Corporate Express office supplies contract. However, there are now also "preferred" contracts, which have been strategically negotiated with suppliers, as well as "optional" contracts, in which purchasers have the ability to use the supplier that best fits departmental needs.
One of the unique features of the new program is an agreement with Thompson-Crawley Furniture, a local company. The company, located at Sixth Street and Kasold Drive, has a furniture showroom purchasers can visit to see samples of and ask questions about products. Swanson said the ability to purchase locally is another bonus of the program.
"It's exciting to be able to do business locally," he said. "I think more business will stay local, as there are now more possibilities."
The comptroller's office will work with purchasing agents throughout the transition to the new system. Swanson also said he encourages employees to share information with his office when they find good deals to maximize the potential of the program.
The pilot program will be in effect until June 2010, unless it is extended by the Legislature.
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