2010
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December 13, 2010 Purchasing Department Performance and Service Standards
The Purchasing Department Staff hold customer service and accountability as top priorities. Please review the Performance and Service Level Expectations effective as of 12/1/10 that detail response times as follows:
- Bid Results will be sent to the department within seven (7) weeks from the time the requisition is received by the buyer.
- Bid waiver requests are to be submitted to B&F for approval within ten (10) business days of receipt of both a completed bid waiver request and an approved requisition from the department.
- Simple purchase orders and change orders are to be issued within two (2) business days of final requisition approval.
- Special approval category requisitions are to be issued within five (5) business days of final requisition approval.
- All voicemail and email messages must be responded to within one (1) business day, unless out of the office.
Any questions can be directed to Cris Penn at 614-688-4940 or penn.4@osu.edu
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November 22, 2010 Governor’s Executive Order 2010-09S: Banning the Expenditure of Public Funds for Offshore Services
The Attorney General’s office recently released changes to form construction contracts. A summary follows:
In accordance with Executive Order 2010-09S, the Contractor hereby certifies that it: (1) has reviewed and understands Executive Order 2010-09S, (2) shall abide by those requirements in the performance of this Agreement with the University, (3) shall perform no services required under this Agreement outside of the United States, (4) shall immediately notify the University of any change or shift in the location of services performed by the Contractor or its Subcontractors under this Agreement, and (5) no services shall be changed or shifted to one or more locations that are outside of the United States. If the Contractor or any of its subcontractors, agents or servants perform services under this Agreement outside of the United States, the performance of such services shall be treated as a material breach which may result in termination of the Agreement at the sole discretion of the University. The University shall not be obligated to pay and shall not pay for such services.
To view the entire executive order, please click the link below:
http://www.governor.ohio.gov/LinkClick.aspx?fileticket=sJZnyzYOecs%3d&tabid=1495
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November 18, 2010 Buyer Updates
The Purchasing Department welcomes our new Senior Buyer, Steve Lambeth. He will be the Maintenance, Repair and Operations Buyer, responsible for the Categories APPRA, ARCHI, BMRAS, BMREL, *BMRFI, BMRGE, BMRMS, *BMRPA, BMRPL, CUSTS, FENCE, *FIREP, FLOOC, FLOOR, TRUCK, UPHOL, WINDO, ENGIN (*denotes special approval category). You can contact him at lambeth.3@osu.edu or 614-292-9953.
The Purchasing Department also welcomes our new Buyer, Tracy Rawlings. Her first day was Monday November 8, 2010. Tracy will be replacing many of the buyer responsibilities that were previously handled by Darlene Smith. Tracy was previously the mail services supervisor for OSU. She will be responsible for the Categories ACOU, ADVAG, ADVER, AGRIC, ANIMA, BARRE, BEARI, BELTS, BUILF, BUILS, CHEMI, DENTA, ELECT, EXTER, FARM, FASTE, FILMS, FLAGS, FLORA, *GASES, HARDW, HVAC, INSPE, JANIT, LABOE, LABOS, LABT, LAWNE, LIBRA, MATER, MEDIC, MEDIS, MEDNS, METAL, MUSIC, NURSE, OPTIC, PAINT, PHARM, PHOTO, PHOTS, PLUMB, VETER, WATER, WELDI (*denotes special approval category). You can contact her at rawlings.11@osu.edu or 614-688-8729.
The Category Buyer Listing has been updated again! You can view the revised version on the Purchasing webiste, About Us tab- Category Buyer listing. http://purchasing.osu.edu/FileStore/PDFs/CategoryBuyerListingsaf.pdf
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November 16, 2010 new Standard Comment
The Purchasing Department has added a new Comment ID under the Standard Comments page to assist entering basic Header Comment information on requisitions and purchase orders in the Financials System (Oracle PeopleSoft).
This template serves as a memory aid of specific details that need to be communicated with the supplier for a successful transaction. The usage of these key elements will vary and depends on whether you are processing a requisition or purchase order. For example, contract information would be repeated in the Header Comments because the information would be entered into the Contract Type and Contract ID fields on the purchase order.
One of the key elements is a reminder note that always should be deleted from the template to avoid confusion with the supplier.
Standard Comment Type = POG (PO Comments – General)
Standard Comment ID = 103 (General)
The key elements are:
- Quote Details
- Contract Information
- Department Contact Information for Questions
- Business Purpose
- Specific Delivery Instructions
- Reminder note to click on Send to Vendor and Shown at Receipt checkboxes
If you have any questions, contact Peg Schmidt at Schmidt.243@osu.edu or (614) 688-8615.
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October 28, 2010 Update
The Purchasing Department welcomes our new Senior Buyer, Amy Bronstein. She will be the Vending Coordinator and Food Buyer responsible for the Categories APPLI, BUTCH, CAFEE, CAFES, DIETA, FOODS, LAUND, *OFSPA, SPACE, TENTS, *VENDI (*denotes special approval category). You can contact her at bronstein.11@osu.edu or 614-688-7471.
John Fallidas, Senior Buyer is now the Building, Maintenance and Renovation Buyer responsible for the Categories BMRER, BMRHV, BOATS, ENERG, HIGHE, HIGHS, MACHI, POWER, SALT, *AIRCN, CHART, TRAVE (*denotes special approval category). You can contact him at fallidas.3@osu.edu or 614-292-7394.
The Category Buyer Listing has been updated! You can view the revised version on the Purchasing website, About us tab- Category Buyer Listing. http://purchasing.osu.edu/FileStore/PDFs/CategoryBuyerListing102810saf.pdf
Best Wishes go to Darlene Smith, Buyer in Purchasing, who retired 10/29/10. She has dedicated 30 years to the University. Thank you for all you have contributed to the University and Purchasing Department, you will be missed.
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September 30, 2010 Biobased Law
The Ohio State University is required by law to procure biobased products that fall within the designated item categories list compiled by the United States Department of Agriculture. Click hereto review the approved product catalog.
Visit the Purchasing website to learn more. (Social Responsibility tab- Biobased Law)
You can read more at The 128th General Assembly of The State of Ohio’s website:
http://www.legislature.state.oh.us/bills.cfm?ID=128_SB_131
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OSU Administrative System Updates
See NewsLink for other Administrative System updates from the Office of the CIO.
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July 26, 2010 The OSU “05-Office Furniture” Contract Extended
The OSU “05-Office Furniture” contract has been extended for the period 8/1/10 through 6/30/11.
Contract highlights include:
•Delivery, design and warranties included in discount offering
•Four (4) State of Ohio MBE (Minority Business Enterprise) certified suppliers
-Clara I. Brown Interiors, Inc.
-Integrated Workspace Solutions, LLC
-Williams Interior Designs, Inc.
-Workspace Concepts
•Twelve (12) State of Ohio EDGE (Encouraging Diversity, Growth & Equity) certified suppliers:
-Clair David Interiors
-Clara I. Brown Interiors, Inc.
-Corporate Interior Concepts, LLC
-Integrated Workspace Solutions, LLC
-Innovative Office Solutions, Inc.
-ISI/ Enriching Space
-King Business Interiors, Inc.
-Medical Resources
-Only Libraries, Ltd.
-Williams Interior Designs, Inc.
-Women Owned Workplaces
-Workspace Concepts
•89 Furniture dealers to allow for state wide coverage.
•Five (5) dealers with product catalogs in eStores:
-Clara I. Brown Interiors, Inc.
-Continental Office Environments
-King Business Interiors, Inc.
-Loth, Inc.
-OM Workspace
Details regarding the current dealer and discount listing are available here.
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July 22, 2010 eStores News
Insight Public Sector has been awarded the new Inter-University Council Microsoft Reseller contract #10-04 effective May 20th, 2010. Insight will join eStores in the coming months with a punch-out catalog featuring all of the software packages included on the new contract. In the meantime, orders to Insight can be placed on direct purchase orders outside of the eStores system. Software House International is no longer a supplier in eStores.
See list for product and pricing details from the new contract.
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July 8, 2010 Fiscal Year 2011 Convenience Orders
Effective July 1st convenience order numbers for FY11 have been updated. Find them on the Purchasing website under Forms and Resources- Other Documents:
FY11 Convenience Orders
Please direct any questions to Cris Penn penn.4@osu.edu or 614-688-4940
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June 28, 2010 Training: Purchasing Experience (July 13th) and Final Assessment (July 15th)
Training is required for anyone who is requesting Delegated Buyer or Requisitioner access in the Financials system. To supplement the online courses, there is a two-hour Purchasing Experience session each month providing an opportunity for hands-on learning.
To be granted access as a Delegated Buyer, you must attend a Purchasing Experience session and pass the Final Assessment that includes problems to solve based on typical day-to-day assignments.
The next Purchasing Experience is July 13th and the next Final Assessment is July 15th. To register for the Purchasing Experience and/or Final Assessment sessions, see the Procurement Training Self-Registration site on the Training page within this site.
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June 28, 2010 eStores News
Branded Essentials joins eStores with a hosted catalog of advertising specialty products such as folding chairs, blankets, umbrellas, lunch coolers and many other items. Branded Essentials is a recent awardee of the new OSU contract for advertising specialty products.
Smile Promotions also joined eStores on June 21st with a punch-out catalog offering a variety of promotional products including apparel, drink ware, computer accessories and logo office supplies. Users can select product from 22 product categories and request a finished quote from Smile Promotions. Quotations are sent directly back to the “check your quote” link on the first page of the punch-out site. Smile Promotions is also an awardee of the new OSU contract for advertising specialty products. Example
Direct Resource now offers over 300,000 Fisher Scientific items in their eStores catalog
Direct Resource (MBE) has expanded the number of Fisher Scientific lab supply products in their eStores catalog from 2,400 to 330,000 items. Nearly all items available in the Fisher Scientific punch-out catalog in eStores are now available through Direct Resource’s hosted catalog as well. Users can search by the same item numbers in either catalog. All purchases made from Direct Resources are 100% eligible for minority purchasing credit.
Questions regarding Direct Resource and Fisher Scientific should be directed to Christine Cihon, Associate Director of eStores and Reporting at 688-8285 or cihon.2@osu.edu
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June 24, 2010 Welcome and Congratulations…
Susan Funk joined the PRSM team as Staff Assistant/Project Coordinator on June 7th. Susan’s position is a 50% FTE and her responsibilities will be to provide assistance on a variety of administrative and project related tasks. Susan joins us from the Procurement office of Facilities Operations and Development. Welcome to the PRSM team!
Sue Burge is retiring on June 30th after 30 years of service! Thank you Sue, for your outstanding service to the Purchasing department and The Ohio State University!
Robert Lozier was promoted to Purchasing Manager effective June 14th. Robert’s experience as a Senior Buyer and prior experience as a manager will help shift the buying team to a strategic focus. Robert has expressed that he is excited about the challenges the position will bring and is looking forward to his new role. Congratulations Robert!
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June 1, 2010 eStores News
Direct Resource (MBE) has expanded the number of Fisher Scientific lab supply products in their eStores catalog from 2,400 to 330,000 items. Nearly all items available in the Fisher Scientific punch-out catalog in eStores are now available through Direct Resource’s hosted catalog as well. Users can search by the same item numbers in either catalog. All purchases made from Direct Resources are 100% eligible for minority purchasing credit.
Questions regarding Direct Resource and Fisher Scientific should be directed to Christine Cihon, Associate Director of eStores and Reporting at 688-8285 or cihon.2@osu.edu
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June 1, 2010 Blanket Order Season
It is Blanket Order season and it’s time to prepare your blanket purchase orders for the upcoming fiscal year 2010/2011. Here are some quick reminders to assist you with your preparation:
A blanket purchase order allows for emergency or recurring purchases of a specific service or commodity when the quantity or frequency of delivery cannot be determined at the time the purchase order is initiated.
• Review current Blanket Purchase Order Release Forms with Blanket Order managers to decide if the order needs to be renewed
• Run the Purchase Order Report (POB101DW) to review the list of outstanding purchase orders with summary and detail information
• Identify any new blanket order opportunities by reviewing your department’s PO activity via the tools on the Procurement Inquiry Homepage in the Financial System or running the PO Report (POB101DW) via eReports
• Estimate how much money you will need to encumber for next year’s orders
• Create only one blanket order per vendor per Organization-Fund combination
• Change the Accounting Date field to 07/01/10 to future date your requisition or purchase order
• Start your description field with “Blanket order for…”
• Enter the value of 06/30/2011 in the Due Date field
• Change the default Ship-To Code from Central Receiving (381) to your department’s Ship-To Code (the Location field would be the same value)
• Communicate new purchase order numbers with Blanket Order managers and vendors to ensure a smooth transition
• Once the old blanket orders are expired and no more activity is expected, submit an on-line PO Closure Form via Purchasing’s web site to close these orders
If you have questions about blanket purchase orders, contact a central buyer in the Purchasing Department or Peg Schmidt at (614) 688-8615.
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May 28, 2010 Purchasing announces
Revised Request for Waiver of Competitive Bidding form and Instructions
Purchasing has recently revised the Waiver of Competitive Bidding form and provided an instructional document to assist you in the completion of your waiver request. For your convenience, the revised waiver form is now in an editable PDF.
Please contact a central purchasing buyer if you need assistance with the waiver process.
Revised Convenience Order List (Non PO Voucher)
The following convenience order numbers have been revised to read;
X10003 – Payments to individuals for participation as research project subjects
X10004 - Payments for licenses (including royalties), inspections, taxes, USCIS employer paid filing fees, USPS postage replenishment and bulk mail permits and replenishment.
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April 26, 2010 Purchasing has updated the Category-Buyer listing on its web site.
Of note are description changes for two categories as follows:
ADVER: Advertising Media: Newspaper-Retail and Classified Ads, Radio and TV ads
ADVAG: Advertising Service: Public Relations, Marketing Advertising Agency, Display Ads, Graphic/Logo-Marketing communications materials
University Communications has advised that Classified Ads or “text” ads do not require any prior approval. The Ohio State University must be represented professionally in all marketing communications. As a result, all marketing communications materials, other than classified ads, must have the approval of University Communications (614) 292-4272 prior to order placement.
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April 12, 2010 A Special Welcome to Our New Staff!
Purchasing is pleased and excited to announce effective April 12th, John Fallidas has joined the PRSM staff as Senior Buyer (Vending Coordinator and Food buyer). John was previously employed with Battelle Memorial Institute as a Purchasing Agent. Please join me in welcoming John to the PRSM team.
More exciting news….
Sue Ledin was recently promoted to a newly created position as a Strategic Buyer. Sue will be working on complex purchasing assignments and analyzing data to recommend the most effective methodology to acquire goods and services. Sue’s wide range of experienced buying skills compliment the needs of the position.
Effective May 1, 2010 - Tom Hindes has accepted the newly created position of Contract Administrator. As the Contract Administrator, Tom will manage all university contracts in the Ariba and PeopleSoft procurement software and contract management systems and he will continue responsibilities for review and delegated signatory for contracts and agreements.
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April 15, 2010 Online Carmen Courses for University Purchasing
As of April 15, 2010 a series of three online courses addressing Policy and User Roles for Requisitioner and Delegated Buyer are available in Carmen. Training is required for anyone who is new to one of these roles (defined as not currently in the role) and anyone newly requesting access to the Financials system.
To supplement the online courses, Purchasing Experience sessions will be conducted to provide opportunities for hands-on learning. Monthly two-hour sessions will allow participants to create requisitions and purchase orders within the training environment. New users will be able to:
View the Financials system pages
Complete entry fields
Use the look up feature
Identify the fields with default values
Become familiar with the navigational features
Practice, practice, practice
Requirement for new Delegated Buyers:
Please note that beginning in May 2010, all new Delegated Buyers must attend the Purchasing Experience session and pass the Final Assessment. The Final Assessment will include questions and problems to solve based on typical day-to-day assignments of a Delegated Buyer. As an example, participants will create several purchase orders and requisitions in the training database that will be reviewed for accuracy and appropriateness.
For information about accessing the courses and prerequisites, see the university Controller's Financials Training site: http://www.ctlr.ohio-state.edu/ftd/ftd-online.asp which provides instructions on self-registration for Carmen, (https://xpedio.oit.ohio-state.edu/xpedio/groups/public/documents/job_aids/ja_carmen_self_registration.pdf).
After completing the online Carmen course, participants may download and print a proof of completion.
To register for the Purchasing Experience and/or Final Assessment sessions, see the Procurement Training Self-Registration site: https://registrar.oit.ohio-state.edu/lms/studentctr/procure/psciis.dll?mainmenu=procure
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March 26, 2010 - eStores Announcements
New Suppliers in eStores
Loeb Electric joined eStores March 15th with a hosted catalog of over 400 lighting and electrical supply items. Loeb offers GE lighting, Advance ballasts and other electrical supplies from other manufacturers including Appleton, Aquity, Cooper, Hadco, Holphane, Phillips and many others.
Adventures in Advertising joined eStores today, March 24th with a punch-out catalog of ad specialty products. Users can view thousands of clothing, cups, pens, mouse pads and other ad specialty products on the Store link and create a shopping cart to send to the supplier. Adventures in Advertising will respond by email with a final quotation that may include additional set-up or artwork charges if they apply. Quotations can then be retrieved from the Quote side of the catalog and imported directly into the PeopleSoft requisition panels.
T-Mobile joined eStores on March 23rd with a hosted catalog of business cell phone, data and text plans per the OSU contract #09-51820921AA-ELD. The contract features offers a sliding scale of discounts from 8-15% on recurring monthly service charges and 25% off accessories.
Delivery Changes
As of March 24th, Butler Animal Health will ship all eStores orders directly to Stores and Receiving for re-delivery to campus departments. Some items in Butler’s catalog require the receiving customer to have a pharmacy license to accept delivery. The Stores department holds the appropriate pharmacy license and will enter receipts in the University Financial System on behalf of University customers.
Avoid Freight Charges on Small Orders
eStores orders to Owens & Minor may include freight charges if the total dollar amount of the order is less than $250.00. Many items available in Owens & Minor’s catalog such as batteries, bandages, gloves and paper towels are available through Stores internal catalog or through Fisher Scientific at more competitive pricing with no additional freight charge.
Adding Tip to Adriatico’s Pizza Orders
The Adriatico’s pizza catalog in eStores includes a “tip or gratuity” so users can add a tip to the purchase order as a line item. The tip line item is structured just like other “service items” in eStores with a unit of measure of $1. To add a tip for $5.00, the user should enter 5 in the quantity field which is multiplied by the unit of measure of $1 for a total tip of $5.
Example for adding tip (PDF)
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Jan 25, 2010 Web Site Changes for OSU Purchasing
The Purchasing area made a significant Web site update as of Friday, January 22nd. Easier navigation and more intuitive resource tools are just some of the changes users will see, as well as a new contract book. Please take a moment to visit the site at www.purchasing.osu.edu and let us know what you think of the changes.
Purchasing would like to thank the many internal and external customers who participated in focus groups and provided valuable input throughout the design and development of the new site.
Please note that any existing bookmarks on the current site may be affected. Contact the Purchasing Customer Service Center at 292-2694 if you require further assistance.
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