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Administrative Vice-Rectorate
Procurement Office
Mission
Vision
General Objective
Procurement A–Z
Learn about some of the documents required for the procurement process during the pre-contractual, contractual, and post-contractual stages, as well as the roles involved (requesting unit, attorney, contractor, and contract supervisor). If you would like to know which specific documents apply to each type of contract, please consult the checklists available for each procurement modality on the LVMEN portal.
Responsibility of the Requesting Unit
1.1 Procurement Request: PA-GA-5-FOR-38
1.2 Budget Availability Certificate (CDP) Request: PA-GA-5-FOR-10
1.3 Budget Availability Certificate (CDP)
1.4 Quotation or quotations
1.5 PA-GA-5-FOR-56 Sworn Declaration of the Authenticity of the Submitted Documents
1.6 Contractor’s documents: According to the applicable checklist and contract type.
1.7 SIGEP résumé (curriculum vitae): Validate, print, and sign before submitting the file, attaching supporting academic credentials and experience documentation.
1.9 Enrollment in the Social Security System.
1.10 Background checks.
1.11 Risk matrix.
1.12 Note: Documents are valid for a maximum of 30 days.
Responsibility of the Attorney and the Contractor
2.1 Preparation and execution of the contract.
2.2 Budget Commitment Certificate (RDP).
2.3 Insurance policies or guarantees and their approval.
2.4 Appointment of the contract supervisor.
Responsibility of the Contract Supervisor and the Contractor
2.5 Contract commencement record.
2.6 Submission of reports.
2.7 Verification of social security contributions.
2.8 Processing of contract amendments, suspensions, and resumptions.
Responsibility of the Contract Supervisor and the Contractor
3.1 Contract closeout.
3.2 Supplier evaluation.
3.3 Acceptance of delivered goods, services, or works.
Functions of the Procurement Office
- Advise and support the University community in the interpretation and application of legal regulations and procedures, as well as in contractual matters in general.
- Conduct legal compliance reviews of the Institution’s procurement and contracting processes during the pre-contractual, contractual, and post-contractual stages.
- Prepare and draft contractual proceedings exceeding 100 SMMLV and issue the corresponding administrative acts.
- Develop and prepare technical guidelines, guides, and manuals on contractual management procedures and best practices, in accordance with the University’s General Statute, internal regulations, and the results of internal and external audits.
- Manage the Institution’s contract files in accordance with records management policies and the applicable regulations.
- Manage institutional tools and information systems that facilitate the collection of the information required to monitor the efficiency of procurement and contracting processes.
- Coordinate and carry out the Institution’s procurement and contracting process during the pre-contractual, contractual, and post-contractual stages.
- Prepare and process contract drafts, as well as the supporting documents and those forming part of contracts, inter-administrative agreements, and other legal instruments.
- Ensure compliance with the deadlines and provisions established in administrative acts, agreements, contracts, and other administrative decisions.
- Publish information related to the Institution’s procurement and contracting processes on the National Public Procurement Portal and other digital platforms, in accordance with the applicable regulations.
- Carry out the procurement processes for goods with standardized technical specifications, seeking efficiency between market supply and demand.
- Respond to requests, address inquiries, and issue opinions related to the responsibilities of the Division.
Access the Procurement System
Procurement System
Procurement Procedures
1
Carry out procurement planning, register, identify, and publish the procurement need in the Annual Procurement Plan (PAA). (Requesting Unit)
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Create your password using the link sent by the platform to access the application with your SIGEP user account. (Administrative Support Staff)
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Request the validation of your résumé by email or in person. (Requesting Unit or Prospective Contractor)
6
Validate the résumé information. (Administrative Support Staff)
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Receive and formally register the procurement and contracting request, and record the contract information in the database. (Administrative Support Staff – Office of the Vice-Rector for Administration)
11
Review and approve the procurement and contracting request and the CDP. (Attorney and/or Administrative Support Staff – Administrative Vice-Rectorate)
12
Forward the procurement and contracting request and the CDP to the Authorizing Officer for signature. (University Professional – Administrative Vice-Rectorate)
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Receive the request signed by the Authorizing Officer and Issue the CDP (Professional, Financial Division).
15
Record the CDP document and deliver it to the Legal team of the Procurement Area. (Administrative Technician, Administrative Vice-Rectorate).
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Procurement Area Services
Annual Plan and Budget
Links of interest
Contact us
Address: Calle 5 # 4 - 70 | Popayan, Colombia
Opening hours:
Monday to Thursday from 8:00 a.m. to 5:00 p.m. - Friday from 8:00 a.m. to 4:00 p.m.
Telephone: +57 (602) 820 9900
Toll-free: 018000 949020
Court notifications
Institution with High Quality Accreditation for 8 years, resolution MEN 6218 of 2019 - Vigilada MinEducación
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Centro de relevo
Universidad del Cauca
NIT. 891500319-2
Links of interest
Contact us
Address: Calle 5 # 4 - 70 | Popayan, Colombia
Telephone: +57 (602) 820 9900
Toll-free: 018000 949020
Requests, Complaints, Claims, Suggestions and Congratulations
Email: ventasreclamos@unicauca.edu.co
Judicial notifications
Email:processes@unicauca.edu.co
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Institution with High Quality Accreditation for 8 years, resolution MEN 6218 of 2019 - Vigilada MinEducación