Newsletter 2020-2021 Volume 8
In this edition…
- Monthly Closing Calendars
- Contract Information Update
- University-Wide Strategic Real Estate Services contract is now active
- Procure 2 Pay Initiative wins Florida TaxWatch Productivity Award
- UPS Shipments
- Informal Competitive Process and GovSpend (formerly known as GovQuote)
- Credit Card Reconciliation: Supporting Documentation
- Card Security: Card Sharing
- Avis Budget Group Auto Rental
- Reminders and Deadlines
Monthly Closing Calendars
The January 2021 period in the general ledger has closed. When running your reports, please keep in mind that the reporting environment has a 24-hour delay in displaying data. The current and future month-end processing deadline schedules are located at Monthly Closing Deadlines.
Contract Information Update
Maintenance Repair and Operational Supplies (MRO) for University-Wide Usage with Grainger
Procurement Services would like to remind our FIU community to utilize university-wide contract # PUR-02866 for MRO with our strategic partner GRAINGER.
This is our main contract for Maintenance Repair and Operational Supplies with beneficial discounts available across numerous categories and solutions.
For a variety of comprehensive solution services in ENVIRONMENTAL, HEALTH AND SAFETY, ENERGY AND FACILITY click here. If interested in the vending machine solutions, please review: “GRAINGER SERVICE SOLUTIONS BROCHURE, KEEPSTOCK/ INVENTORY MANAGEMENT BROCHURE“.
Please contact Grainger for a quote. The vendor is also on our FIU Marketplace. Service representatives are ready to support your needs!
Grainger Customer Support: 1-800-472-4643
South Florida | W.W. Grainger.com
2255 NW 83rd Place |Doral, FL 33172
FIU Procurement Agent: Agatha Bober at (305) 348-7374 for more information.
University-Wide Strategic Real Estate Services Contract is Now Active
Procurement Services, along with Business and Finance, is pleased to announce an award of the new university-wide contract for Strategic Real Estate Services via public solicitation invitation to Negotiate ITN-2020-00028 with two reputable real estate advisors, Cushman & Wakefield as well as Newmark. These firms will assist FIU to obtain commercial real estate services on real estate opportunities in support of the development and execution of The Florida International University Board of Trustees’ (University) Real Estate Strategic Plan and Campus Master Plans. The services may include advisory services (including research, analysis, and guidance as integral parts of the advisory services) as well as financing, program development and/or project management, and brokerage services.
The contract commenced on January 8, 2021 and will continue for an initial term of three (3) years. The contract has an option for two (2) additional one (1) year renewal terms.
Contract Reference # PUR-03714 CUSHMAN & WAKEFIELD
Ryan Levy – Managing Director
Mobile: (570) 407-1656 Office: (305) 533-2885
The main FIU contact for this initiative is Aime Martinez – Associate Vice President of Business. Please contact Aime if you wish to engage either of these firms in services at (305) 348-2679.
SCOPE OF WORK COVERAGE FOR STRATEGIC REAL ESTATE ADVISORS INCLUDE:
- Advisory Services
- Assist FIU through research, analysis, and recommendations in developing and articulating its real estate vision based on FIU’s goals and priorities. Review and assist FIU in integrating the strategic vision into the real estate plans for each campus.
- Assess FIU’s current real estate portfolio in relation to the stated vision, goals, and priorities. The assessment should include an investment review of both owned and leased properties and address portfolio optimization, space consolidation, cost containment, space management, data management, and risk management.
- Conduct an in-depth analysis on FIU’s real estate needs and opportunities, including if requested by FIU, energy and sustainability analysis, which may extend beyond Florida to other national and international locations where FIU is currently conducting or will hold operations.
- Apply public and private sector commercial real estate experience in providing the research, financial, and investment analysis needed to achieve FIU’s objectives. Identify, analyze, and recommend monetization opportunities to leverage real estate holdings and tenancy.
- Program Development and / or Project Management
- Provide input and assist FIU as the “owner’s representative” for the commercial real estate aspects of the Campus Master Plans.
- Research, analyze, and make recommendations regarding real estate solutions to FIU challenges supported by documented financial and investment analysis of the real estate.
- If requested by FIU, represent FIU’s interests in structuring projects, especially with private developers.
- If requested by FIU, provide real estate program and construction project management.
- Assist with the execution of real estate development programs and projects as needed.
- Research, analyze, and assist in developing options for alternative financing supported by documented financial and investment analysis, as needed.
- If requested by FIU, represent FIU’s financial interests in negotiating ground leases, tenant leases, development agreements, management agreements, bond documents, and related real estate and financial transaction documents.
- Brokerage Services
- Act as broker or agent, as applicable, for leasing, buying, or selling property on behalf of FIU.
- Additional services, not specifically outlined herein, may be requested of the successful advisor(s), and may be awarded, as needed, via addendum to the Master Agreement.
Procure 2 Pay Initiative wins Florida TaxWatch Productivity Award
FIU’s Procure 2 Pay (P2P) Initiative’s nomination was selected by the Florida TaxWatch Productivity Awards for a plaque recognition this year. The Project Team consisted of Procurement Services, Financial Systems and Support Services (FSSS), and Panther Tech. FIU was looking for a best in breed Procure to Pay (P2P) solution to include eProcurement, eSourcin and eContract Management that was an Enterprise-wide, web-based solution. The P2P solution needed to be designed to manage the entire lifecycle of the procurement process- from catalog searching, requisition creation, electronic solicitation, Purchase Order (PO) creation, contract management, and spend analytics, plus supplier registration. We wanted an Internet shopping experience that supports the departments’ strategic needs. The key benefits we wanted to gain by implementing a P2P solution included:
- Centralized control over areas of spend, contract management, pricing, and supplier management.
- Substantial cost savings through administrative efficiencies, controlling and aggregating spend, and enabling best possible online catalogs.
- Giving faculty and staff an easy to use, Amazon-like method of sourcing, placing orders, receiving goods, and managing contracts through intuitive online applications.
- Increase visibility and oversight of contracts, while reducing exposure to risk relating to expiring bonds, insurance, and contracts.
We have maintained a Return on Investment (ROI) report for the University since we completed Phase One of the P2P project in FY16. ePro ROI Dashboard Report shows the following annual savings and return on investment: year one (FY16) was $13,348.00, year two (FY17) was $650,754, year three (FY18) was $957,202, year four (FY19) was $1,039,534 and YTD for the fifth year (FY20) is $807,673. The cumulative ROI is $3,468,510 since we went live with P2P.
The University achieves optimal savings and return on investment with the strategic supplies that have been enabled in myFIUmarket, as well as increased visibility into what is being purchased to leverage spend.
The savings and efficiencies can be characterized as follows:
- Lower prices at the department level, allowing the savings to be redirected to better uses.
- A more efficient (lower cost) purchasing, sourcing, and contract management.
- Leveraging better and “more lucrative” strategic partnerships with suppliers.
- The ability to continue to grow without adding staff for non-strategic services.
We have seen an increase in the frequency of UPS deliveries being charged to the FIU master account. Whenever possible, the P-card should be used when scheduling the pick-up. Please make sure that the P-card is the default payment method.
To make your P-card default please follow the steps below:
If you are unable to use the P-card, it is very important that you include your activity or project number in the reference field. This will ensure that the correct department is charged once we receive the invoice.
Also, when creating the label, make sure that the return address is correct. We have seen an increase in shipments being returned to the wrong department.
If you need to have a username and password assigned – please contact Judith Gonzalez at 800.550.4184 ext. 114-2324.
Informal Competitive Process and GovSpend (formerly known as GovQuote)
Purchases with a total cost under $75,000 can be obtained through an informal competitive process by obtaining:
- One quote for micro-purchases under $10,000.
- A minimum of two quotes for purchases from $10,000 to and including $74,999 if not exempted. Departments must utilize GovSpend to obtain electronic quotes from at least two qualified suppliers, and one quote should be from an MBE/SBE supplier, if available. Make sure to include the GovSpend audit link in the requisition as a header comment along with a copy of the awarded quote. Please click here for standard comment instructions.
The Executive Director of Procurement Services can approve the request to award other than the low quote when two or more quotes are received, if the low quote is not the most responsible, responsive quote and justification is provided via e-mail that support the recommended award. The Executive Director will consider maximum value for money spent by awarding quotes or bids to the most responsible, responsive bidder, taking into consideration the following: quality, performance, support, delivery schedule, experience, previous performance, business location, and other relevant factors.
For more information and training resources, please visit the GovSpend Help Center. Should you require access to GovSpend or assistance with training, you may contact Barbara Cotto Jimenez from StartUp FIU Procurement.
Credit Card Reconciliation: Supporting Documentation
When reconciling Pcard transactions, scanning and attaching of receipts and supporting documentation is mandatory. While all charges must still be approved within 10 business days, Approvers will have through the end of the calendar month to complete attaching all documentation.
Examples of supporting documentation include:
- Print samples
- Attendance sheets
If you have any questions, please reach out to the Credit Card Solutions Team.
Card Security: Card Sharing
Each Cardholder is responsible for the security of the Card assigned to them. All precautions should be used to maintain confidentiality of all information relating to the card, such as the Cardholder account number and expiration date.
University issued card or card number should always be protected and kept in a secure location. The only person authorized to use a university issued Card is the Cardholder whose name appears on the face of the card. Under no circumstances will a card and/or card number be given or loaned out to another person or e-mailed in its entirety.
Any Cardholder sharing their Card information or allowing another individual to use their Card for purchases may have their card privileges revoked.
Avis Budget Group Auto Rental
The State of Florida Department of Management Services has executed a new contract with Avis Budget Group, Inc. for rental vehicles. This contract is effective as of September 30, 2020. FIU will use this contract for all individuals that travel on behalf of the University. The rental class is restricted to a compact (Class B) vehicle unless traveling with multiple FIU travelers. Please review the Florida Department of Management Services Rental Vehicle Pricing.
To make reservations for Avis or Budget visit The Department of Management Services web page. Click on “Business Travel” and then below Florida Entity, select “Colleges and Universities” and, under Division; select “Florida International University”. The corporate discount numbers will automatically populate. Travelers are strongly encouraged to use only airport locations for trips involving air travel.
If you choose not to use the Reservation Portal and instead access the Avis website or Budget website, the toll free line, or apps, please make sure to add FIU’s Business use AWD # B133407 or Budget’s Business use code T417711. For all leisure travel, FIU Departments must use Avis AWD# S954700 and Budget BCD# T118900.
To make 3rd party arrangements on behalf of an individual traveling with a PCard for the University, the Cardholder will be required to establish a “Billing ID,” to do so, Cardholders will:
- Obtain a wizard number, complete the Avis billing agreement form and the Budget billing agreement form.
- Submit form(s) via email to email@example.com.
- Be contacted by an Avis/Budget representative will contact you to complete the process and establish an individual billing account. NOTE: This Billing ID must be kept secure and not shared with others.
Reminders & Deadlines
Help us to expedite approving Travel Authorizations, Cash Advances, and Expense Reports. Documents that have not been completely finalized and are older than 90 days will be cancelled or deleted by the Travel Department. A list of pending documents is located here. Information regarding report status abbreviations and how to close or cancel Travel Authorizations and/or Expense Reports can be found here.
Departmental Card Deadline
As a reminder, departmental card billing transactions regularly load the first business day of the month; program participants will have 10 days to process this activity in its entirety. This month’s billing statement (dated January 29, 2021) loaded into PantherSoft on February 1, 2021 and must be completely processed by the end of the business day on February 12, 2021.
Any charges not processed by the closing deadline will be automatically charged to the cardholder’s default accounting on file and will not be eligible for a transfer. Cardholders with three unjustified non-approvals in the same fiscal year will have their card suspended until they complete a retraining session.
Additionally, cardholders with three unjustified non-approvals in the same fiscal year will have their card limits suspended until they complete a retraining session.