On-line Bid Portal Walk Through

UConn Health Center Procurement Systems, Practices and Compliance

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Electronic Document Archival and Purchasing Workflow System

• Network Solution - Paperless Office; All procurement documents are managed electronically, including retrieval and archiving.
• Automated Purchasing Workflows - Work assignments are routed electronically. Purchasing documents delivered electronically.
• Document Retrieval - All documents can be retrieved through Optical Character Recognition (OCR) technology. System eliminates physical storage requirements completely.
• Signature authority – incorporates Purchasing Department signature authority policy with electronically signed P.O.s.
• Increased Auditing Efficiencies – documentation easily accessible and retrievable for internal and external audit processes.

On-line Bid Submission Portal

• Web Based - Significantly reduces bid administration.
• Automated - Posting and distribution of bid documents.
• Vendor Registry - Registered bidders receive email notification of new bids based on specific commodity registration.
• Electronic Submission - Bidders have the ability to submit and track bids electronically in PDF format.
• Communication - Purchasing news and updates can be disseminated quickly by using the built-in vendor message system. Increases the transparency of the public bidding process.
• Compliance - HIPAA compliance sign-off required during the bidder registration process.

UConn Health Center Commitment to Compliance

Control

• Centralized procurement authority for contracting and supply chain management:
  • Ensures statutory compliance.
  • Minimizes risk to reputation.
  • Ensures adherence to established financial control mechanisms for all transactions, contracts and procurement activities.
  • Promotes cost-efficient, consolidated, and strategically built business relationships.

CHRO

• Continued support with strong relationships:
  • Contract SBE and MBE programs highly received.
  • Affirmative Action Plan and Contract Award notification process streamlining.

DAS

• Continued support with strong relationships:
  • UConn Health Center initiatives highly visible and supported.
  • Out-of-the-box thinking has lead to multiple Connecticut success stories.

State Contracting Standards Board

Multiple successful agency site visits to assist with policy formation “Best Practices” cited at Legislative hearings:

• Policies and Procedures:
  • Purchasing Department and Materials Management successes recognized through successful synergies.
• Systems:
  • Bid Portal – open forum to post and receive UConn Health Center bids.
  • ePortal – custom ecommerce solution.
  • Electronic Document Archival and Purchasing Workflow System – process improvement with document database archival system.
  • GPO - aggregate sourcing practices.