The procurement standards, policies and procedures updates anticipated to occur in parallel with the implementation of eProcurement are delayed. The eProcurement system is configured to align with the existing procurement standards, policies and procedures. The existing procurement standards, policies and procedures will remain in effect until advance notice and training are provided.
Many OSU customers have requested Amazon’s inclusion in the eProcurement system however, until negotiations improve, we are delaying enablement. Specifically, Amazon is unwilling to consider providing any benefits or incentives to OSU such as Prime Benefits, free two-day shipping, product discounts, or easier payment options even though OSU’s spend with Amazon is anticipated to increase significantly once enabled. We will continue negotiating with Amazon and are partnering with other institutions of higher education to leverage support. OSU encourages departments to support and purchase items from contracted vendors in the eProcurement system who have negotiated in good faith with OSU and provide benefits such as discounted prices, free shipping, increased warranties or additional services.
Click the link to read Kelly’s article, “The Power of Professional Relationships” featured in the Educational Procurement Journal.
On July 1st a few exciting changes are coming to you from Office Depot / Office Max:
GreenerOffice Delivery Service –OSU will switch to Office Depot / Office Max’s GreenerOffice Delivery Service. The new GreenerOffice™ Delivery Service will reduce deliveries made using cardboard boxes and plastic air pillows and replace it with recycled paper bags with a convenient handle. A significantly greater amount of wood is used in the production of corrugated boxes than what is used in the production of paper bags. The bags are much easier to open and you can conveniently reuse or recycle the bags if you wish.
Minimum Order Value Program – A new Minimum Order Value (MOV) Program of $50 will be in place. Orders that meet the minimum threshold of $50 will be processed with free next day shipping. Orders below the minimum threshold of $50 may still be processed but will incur a delivery charge of $5.95. When placing an order online, you may continue to add items to your shopping cart until you reach the MOV threshold. Once the threshold has been reached, you can proceed to online checkout.
These changes are a smart and resourceful way of consolidating orders and deliveries on campus, decreasing the overall use of packing material needed and reducing OSU’s environmental impact.
Press Release: Kelly Kozisek, Oregon State University, Elected President of National Association of Educational Procurement
June 8, 2016, Columbia, Maryland —The National Association of Educational Procurement (NAEP), the nationwide organization focused exclusively on procurement in higher education, has announced the election of Kelly Kozisek, CPPB, CPPO, Chief Procurement Officer at Oregon State University, to the office of NAEP Board President. She took office on May 25, 2016 at a ceremony held during the Association’s 95th Annual Meeting in San Antonio, Texas.
Currently the department head for Procurement, Contracts and Materials Management, Ms. Kozisek has 28 years of experience in higher education procurement. Her volunteer work for NAEP includes service as chair of their 2016 Annual Meeting program committee and workshop presenter at the Association’s regional and annual meetings. She received her B.S. in Business Administration at Western Oregon University.
National Association of Educational Procurement
Founded in 1921, the National Association of Educational Procurement is based in Columbia, Maryland. More than 4000 procurement professionals representing 1,500 of our country’s most respected educational institutions are actively engaged in the association. Dedicated to professional development, community development and collaborative development, NAEP has on-staff resources and an active peer network easily available to all members to aid in the modeling of cutting-edge, cost-effective, socially responsible procurement practices and programs. NAEP delivers continuing professional development in face-to-face venues, webcasts and at its flagship event, NAEP’s Annual Meeting and Exposition, held every spring. More information on NAEP may be found at www.naepnet.org.
Procurement has recently been receiving requests to process credit accounts for local restaurants/bars. Our experience is that most of these restaurants/bars will not agree to terms requiring them to not include either alcohol, or gratuities in excess of 15%, in the bill. Business Affairs has confirmed that OSU employees may still file for reimbursements to pay for Hosting expenses. FIS 407 – “Personal Reimbursements” does not preclude these costs from being reimbursed. If you have questions about the policy please contact Business Affairs. Questions about credit applications can be directed to Procurement.
From time to time, Procurement and Contract Services will update templates or forms due to changes in rules, regulations, processes, etc. Make sure you check our Forms page for the latest versions of the forms you use. We have recently updated the following forms: Personal Services Contract, Personal Services Invoice, Commodity Lease Intake Form, and the Testing Services Agreements. If you save copies of forms locally on your computer, make a note to periodically check our Forms page for any updates.
Vendors and Oregon State University staff should be aware that vendors continue to report that they are receiving requests for quotes or orders using OSU contact information and in fact this activity has increased significantly. If you are unaware of the scam, vendors receive requests for quotes or purchase orders for goods where the name and billing address information is accurate but the email, phone number and fax number are fake. The shipping address is always a non-OSU address, oftentimes identified as a “research” address.
If any companies receive requests for quotes, credit line establishment or purchases from Kelly Kozisek or Mark Fryman, DO NOT PLACE THE ORDER. If you are uncertain if the order is from OSU Procurement, please contact us as soon as possible.
We highly encourage vendors who are victims of these scams to go to the FBI website at www.ic3.gov to report the scam online.
Procurement and Contract Services conducted a survey in June 2013 to gain feedback from the OSU community about their experience, needs and the impact of an eProcurement system at OSU. A summary of the survey results can be found on our eProcurement Initiative web page.
Thank you to all who participated!
The Procurement and Contract Services database has started to send out automatic alerts to the Principal Investigators for contracts that are either about to expire or are needing confirmation on continuation of the contract. The two emails are as follows:
- confirmation of the continued use of an auto-renew or perpetual contract
- notification of the impending expiration of a term contract
The confirmation of the continued use of an auto-renew or perpetual contract will be sent once every two years around the anniversary date of the contract. The notification of the impending expiration of a term contract will be sent 3-6 months prior to the expiration of the contract. If you receive either of these emails, please review the contract in question and reply to the email to indicate what direction Procurement or Contract Services should proceed with the contract.