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Procurement

(DOC ID: ESD-BPT-002 REV00, May 2004)

Overview/Background

If you (Requester/End User) would like to procure (purchase) an item, service, subcontract, etc. you must submit a purchase requisition using the ePROCUREMENT System (ePRO). Since 2003, ePRO has replaced the ProCARD and Purchase Order systems at the End User level.   This system, and LBNL's procurement process, ensures detailed file maintenance and reconciliations for each procurement. The following describes the current Procurement process within the Earth Sciences Division.

Obtain Quote & Per-Approval

End User

1. Contact the desired vendor to obtain a quote.

2. Check with the PI of the Project ID (account number) you are charging for the procurement (< $10K).   A notification (e-mail is best) should also be sent to the appropriate Program Head and/or the Division Director for:

  • Procurements > $10K but < $50K-Notify Program Head.
  • Procurements > $50K-Notify Program Head and Division Director.  
  • SENSITIVE ITEMS (pdf): If you are purchasing a sensitive item, please send a justification to Peter Lau, ESD Computers Coordinator for Division approval of procuring Sensitive Items. This justification an approval must be forwarded to the appropriate Inputter along with the ESD ePRO Requisition Worksheet (see Create a Requisition).

Create a Requisition

End User

1. Check to see if requisition can be met by using one of LBNL's B2B System Contracts. Here, you can order directly from a supplier--often over the Web. We have B2B System Contracts for standard office, laboratory, computer, electronics, and gas supplies. (Go to the B2B Systems Contract page for details on ordering from B2B vendors.)

  • Also check if any Special Requirements are required, such as Blanket Orders. (For current Blanket, Consultant, Personal Service, and other current extended-term subcontracts, go to http://procurement.lbl.gov/LBNL/Blanksub.XLS).
    • BOISE (Office supplies)
    • VWR (Laboratory supplies)

2. If you can't get what you need using B2B Systems Contracts, send your requisition to Procurement. (Go to the Requisitioning page for details on ordering from Procurement)

 

Inputter (PRP Requisition Preparers)

1. Upon receiving pre-approval (and sensitive item justification and approval), input End User's requisition information into ePROCUREMENT (ePRO) system (Inputters should have received training credit on ePRO.)

2. Reply to End User's email AND CC the PI to confirm input into ePRO.

3. If End User requests, track progress of procurement. (End User can also track procurement progress.)

4. Make modifications to ePRO entry as needed (i.e., modifying Approver name)

  • Document the entry modification in the 1st line item description under COMMENTS field. Include description of change, date, and your initials. Note, modifications cannot be made after ePRO has been approved.
  • Send an email to original Inputter, End User, PI, and Buyer (if applicable) to clarify change. .

Authorizations

Authorization will be processed via the ePRO system in which an email will be sent to the Approver to authorize or deny the procurement. (For information on ESD Authorizations refer to ESD Procurement Authorizations and ESD-SIG-005 REV00.)

Approver

You must be on-site to be able to access the ePRO approvals. Otherwise you will need to acquire a VPN account for $80.

  • Click on the link provided in the ePRO email (eProcurement@lbl.gov)
  • Click on Approve or Deny (End User: If item is denied, immediately discuss issue with the PI, Program Head, or Division Director)
  • Verify items and that the correct Project ID is being charged
  • Comments field will only be seen for a denied procurement

DPU (Distributed Purchasing Unit) Center Assignment

The Purchase Requisition (ePRO) goes into a queue where the DPU will review and route to applicable procurement groups and assigns a specific Buyer for the procurement based on the following criteria

  • Total cost $0-5000: ordered with PCard (by a DPU Buyer)
  • Total cost $5000+: ordered through a Purchase Order *
  • Total cost over $500K: requires Operations Director Approval*
  • Procurement is a Restricted Item*
  • Procurement falls under a certain Category Code which may require additional EHS and special approvals*

    *FYI, these criteria will be forwarded to a Specialized Buyer and may delay the procurement process.

 

Purchasing

Buyer

The assigned Buyer will be able to do the following to any Purchase Requisition order:

1. Work with End User on any substantive changes, such as making a substitution, competing a potential sole source, modifying specifications, or extending the due date, prior to proceeding with the change. Once the Buyer and End User agree on what they want to do, one of them should contact the Approver and ask that a re-approval be sent to the Buyer if there is a significant increase in the cost or price of an order.

  • The additional approvals will be processed accordingly, depending on the situation but is generally done through email.

2. Notify/confirm with End User the due date, total cost and any other pertinent information.

Receiving

When your order arrives, Receiving (Building 69) will log the item before it is delivered. Receiving will keep the original packing slips and you will be issued an internal LBNL-receipt to make sure everything is correct. This will initiate Property Management processing as necessary (contact Marie Butson, ESD Property Manager for more information).

Change Orders, Returns, Repairs, Evaluations (Changes to Shipments)

End User

  1. Please contact the original Buyer* directly DO NOT CONTACT THE VENDOR if you have any kind of change to your order (i.e., quantity, pricing, delivery location, billing). The buyer will discuss your options with you and work with you to properly document Change Orders.
  2. If you have any changes to the shipment (i.e., returns, repairs, evaluations), again please contact the original Buyer* directly.

    *Your inputter can pull your order history if you are not sure who the original Buyer is.
  3. In both of the above mentioned cases, provide the original Buyer with the Requisition No., the Vendor Name, and the change description.
  4. Provide the Buyer the LBNL Shipping Document Form with the required information filled out. This form is required to accompany anything considered LBNL property. Get the form from one of the inputters or the Buyer.

Buyer

  1. Rectify End User's shipments.
  2. Ensure that proper LBNL shipping and handling requirements are met.

Unauthorized Commitments

An Unauthorized Commitment is a written or oral commitment, made by an individual (End User) who lacks the authority to commit funds on behalf of the Laboratory (see SP 1.3). In addition, it is basically when a procurement is processed without proper documentation and approval in the ePRO system.  This includes the vendor shipping an order to an End User/LBNL which is received, but payment is pending with a vendor’s invoice that does not have the supporting documentation in ePRO. It also includes any charges that may register onto a Buyer’s PCard without their knowledge.  (A Buyer’s PCard is like a personal credit card.)

It is to the discretion of the LBNL Procurement Department to determine the circumstances as to when an Unauthorized Commitment form and memo are required (Refer to Procurements Forms Cabinet for the Unauthorized Commitment policy and form. This form will be signed by the End User, the End User’s supervisor, and the ESD Program Head or Division Director (as the Manager for the Requisition). If the End User is requested by a Buyer to complete one, please contact the ESD Business Manger for further instructions.

To avoid a possible Unauthorized Commitment, End Users--DO NOT CONTACT the vendor directly to place an order or make changes to an existing order. Instead, contact the Buyer to ensure proper processing. The Buyer is the only person authorized to make procurement orders and apply changes with the vendor.

Key Contacts

*Primary contact for ESD order items under $10,000, but not the sole buyer for ESD.

Other Resources

FAQs

If you have any questions or comments, contact:

Maryann Villavert, x7357