Mission Statement

The Salem State College Purchasing Department’s goal is to get the best products and services, at the lowest possible cost, on time and problem-free. This goal can best be met through an open consultative partnership between the Purchasing Department, and you, our customer. We ask for your support and cooperation.

Introduction

This web page is a convenient reference guide to the purchasing process at Salem State College. It briefly summarizes our standard operating procedures governing the purchase of goods and services by College personnel. It lists the names and telephone numbers of the various College personnel involved in purchasing activities. It also outlines the various services available.

What is Centralized Purchasing?

Centralized Purchasing is a system of purchasing in which the authority, responsibility, and control of purchasing activities is concentrated in one administrative unit: The Purchasing Department. As a public institution, the College is governed by the laws and regulations that pertain to purchasing in higher education as established by the Commonwealth and the Colleges Board of Trustees. Centralized purchasing provides the checks and balances that are necessary to ensure that goods and services are purchased within such laws and regulations, from responsible sources, and at the best possible prices.

The Purchasing Department has the experience, staff and capability needed to seek out reliable and economical vendors. The goal of the Purchasing Department is to maximize value and provide convenience to end users while complying with laws, rules and regulations.

Evelyn D. Wilson, C.P.M., MCPPO, Director, Purchasing and Materials Management x7321

Responsible for all College procurement, operation of the Purchasing Department, Insurance Policies, Leases, Recalls, Typewriter Service contract, bids, distribution of all State, MHEC, E&I and College contracts.

Dennis Koontz, Manager, Materials Management X6037

Manages Mail Services, Shipping and Receiving, Property Control Program, Surplus Program, SSC Surplus Newsletter, Federal Express, Campus Copier Program, Copy Center, on and off campus copying, and fax machines. Dennis also manages all printing, on and off campus. Be sure to visit the Materials Management website!

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Other SSC Staff Involved in Purchasing

Gail Rankin, Information Technology Acquisitions, IT x6370

Responsible for informational technology related purchases. Consult with Craig regarding computer hardware and software purchases. All computer purchases go through Craig Gerrish.

Debra Mizia, Project Manager and Safety Coordinator, Facilities x7115

Responsible for coordinating compliance and approval for all projects that impact plumbing, ducting, wiring, or anything that changes the look, structural integrity, or infrastructure of the facility. This includes projects that impact ceilings, lights, walls, windows, doors or carpeting. Ensures that projects comply with laws, regulations and facility standards.

Brian Pray, Director, Public Safety x6511

Supervises the shuttle service contract, contracted security services, and the building alarm contract. Any questions regarding shuttle services, contracted security, or alarms should be directed to Brian Pray.

Joe Donovan, Executive Director, Financial Services x6561

Responsible for the solicitation, negotiation and management of concessionaire contracts for dining services, bookstore services, vending services and coin operated copier services. Represents the College in all dealings involving these agreements.

Larry Hansen, Director, Voice Telecommunications x6662

Responsible for all voice communications, including voice mail, negotiations with Bell Atlantic, AT&T, and other vendors for local and long distance services. Monitors all College phone lines for charge back purposes.

John McElaney, Supervisor, Shipping and Receiving x6295

Accepts large and small packages for overnight and two day delivery via Federal Express.

Stephen Keyes, Director, Facilities x6004

Supervises construction bids and project managers.

Dan Burke, Director of Physical Plant Operations x6885

Responsible for campus coordinating of various building services including grounds, maintenance, and electrical/mechanical areas of the overall campus facility environment.

Elizabeth Dole, Library Acquisitions, Collection Development x6477

Responsible for acquisitions in the area of Collection Development. Responsible for purchasing materials for the library which coordinate the needs of faculty and students.

Susan Sturgeon, Library Acquisitions, Serials x6765

Responsible for acquisitions in the area of Serials, including: periodicals (magazines and journals), monographic continuation, microfiche, and microfilm.

Jay Catoggio, Director, Instructional Media x6260

Responsible for acquisitions in the area of Instructional Media, including: media services, video services, the Media Production Lab, and media repair.

William Bulloch, Athletics Buyer x6563

Responsible for the procurement of Athletic supplies and equipment.

Services Available

Purchase Orders

A purchase order is an individually-numbered business form that the Purchasing Department generates and issues to a vendor to legally commit the College to the purchase of goods or services. The purchase order is a legal and binding contract, containing standardized language, to ensure that the College gets beneficial terms and conditions, that the vendor is bound to performance standards, and that the College’s exposure to legal liability is carefully restricted. The College requires a purchase order for all procurement transactions for all goods and services.

In order to have a purchase order issued, you must first complete an on-line purchase requisition through the PeopleSoft software, get it duly authorized, including chart fields and electronic signatures, and then send it electronically to the Purchasing Department for processing.

Purchase Requisition

The Purchase Requisition is an on-line process used to request certain items. Departments electronically forward this form to Purchasing, indicating the items they want, where and when they want them delivered, with accounting and approval information. Simply put, this authorizes Purchasing to procure. It is better to have more detail on a purchase requisition than less. Quotation numbers should be included.  

Blanket Orders

A blanket order is an annual purchase order. It is useful when planning to buy numerous, small dollar items from the same vendor throughout the year because it eliminates the need to issue numerous individual purchase orders. Provide the vendor with the blanket order number each time an item is purchased. The vendor refers to this number on their invoice. No further requisitions are needed.

Existing blanket orders to each vendor are reviewed and renewed or canceled at the start of each fiscal year prior to July 1, however, new blanket orders can be created at any time. Generally, the blanket order should have price and quantity guidelines, and an estimated annual expenditure amount or Not To Exceed (NTE). It may make reference to a specific State, MHEC, E&I, or College contract, or a buyer may negotiate favorable pricing or terms with the vendor in advance. Consult with a buyer to establish a new blanket order. If buying in bulk, have items held and released as needed.

Confirming Orders

If you have checked price, availability, and delivery, write on the order form "Confirming Order," and who you confirmed the order with, and the date, so that our buyers will not duplicate your efforts. Include a copy of the price quotation, if available. If you have multiple price quotes and have selected one, include copies of all the price quotes for auditing purposes.

FOB Terms

FOB Origin means that the seller bears the risk until it loads the goods onto an appropriate carrier, after which the buyer assumes risk of loss and must claim against the carrier for damage or loss in-transit. Also, the buyer assumes the cost of freight.

FOB Destination means that the seller bears the risk until the goods are transported to the buyers dock, after which the risk will pass to the buyer. Also, the seller bears the cost of freight.

Invoice

An itemized list of goods shipped to a buyer or of services rendered. Invoices states quantities, prices, fees and shipping charges, and is a request for payment. All invoices are sent to Accounts Payable. They do not go to individuals or Departments.

State, MHEC, and E&I Contracts

In addition to the Salem State College contracts that are established by the Purchasing Department for items that many different College Departments may use, we also have access to Commonwealth of Massachusetts (State) (www.comm_pass@state.ma.us); Massachusetts Higher Education Consortium (MHEC) (www.mhec.umassp.edu), (413-545-4669); and Educational and Institutional Cooperative Service, Inc (E&I), (www.eandi.org), (800-283-2634); contracts that can save valuable time and money. These contracts have been negotiated on behalf of the College or buying group for the College use. The contract pricing is based upon aggregate purchasing volume for the specified good or service. Each contract is governed by terms and conditions that protect the interests of the College.

Requests for Quotation

Consistent use of State, MHEC, E&I, and Campus contracts will save time and effort and get the best price.

If using a State, MHEC, E&I or College contract, no other price checking is required on any item. When no contract applies, follow these guidelines in deciding how best to check prices:

Under $500: Check one or more prices first $500<$1000: Compare two or more prices. Telephone or faxed quotes are acceptable. $1000<$5,000: Three faxed or written quotations are recommended in advance. Over $5,000: A formal Request for Proposals or Request for Quotations is required, unless using an existing contract.

Purchasing recognizes that departments have specific expertise in their area and may wish to do their own price checking or write their own bid. Departments can choose to do it themselves, ask the Purchasing Department to handle it, or work in conjunction with the Purchasing Department using a team approach. Consult with the Purchasing Department to work out a strategy. See Items 4 and 5 for the names and telephone numbers of College staff who may be of assistance.

Approvals Required

All expenditures from regular departmental budgets require the advance approval of the Department Head. In the case of grants and contracts, the Principle Investigator must approve expenditures in advance. In addition to the Department Head, the Area Heads signature may be necessary. The Peoplesoft software will verify that there is sufficient budget for all expenditures before funds are encumbered and committed and before any purchasing is done.

Occasionally it becomes necessary to request a purchase order for an amount greater than $5,000 for which there has been no bid process, and that is not already covered by a State, MHEC, E&I, or College contract, because the end user feels that the commodity or service is a sole source. Requests for a waiver of bidding or price-check require the advance review and written approval of the Purchasing Director, who considers each case on its individual merit and decides it fairly, based upon objective criteria, the needs of the customer, best industry practices, and the best interests of Salem State College. A "sole source" purchase means that the product/service is unique and that the vendor, to the best of the requesters knowledge and belief, based upon the thorough research of the requester, is the only one from whom the product/service can be obtained. In accordance with State and Federal procurement regulations, a sole source purchase order request that is not covered by a State, MHEC, E&I, or College Contract, shall be accompanied by a current original written quotation from the vendor and a justification/explanation from the requester. Such justification shall be written and signed by the end user/requester (the individual who claims the purchase is sole source/brand). The form shall be countersigned by the approving authority/administrator who is the authorized signatory and has budgetary oversight, if other than the requester. The sole source form must accompany the purchase requisition.

Grants and Contracts

Expenditures made under grants and contracts must comply with all of the requirements of the grant or contract agency. For example, federal grants and contracts require compliance with Circular OMBA-110, Attachment O. Principal Investigators should familiarize themselves with these requirements in advance of any expenditures. All items purchased under grants and contracts are under the ownership or stewardship of Salem State College, which delegates responsibility for the care and operation of the equipment to the Principal Investigator. Title to all equipment purchased under grants and contracts rests with the College.

Occasionally it becomes necessary to return materials ordered because the goods are no longer required, excess material was ordered, or the material, as received, is not acceptable. In order to co-ordinate and document the return of goods, the following procedure will be used.

The end user will notify the Purchasing Department at extension 6152 that a return is necessary. The Purchasing Department will initiate a Returned Goods Form. The following information will be required from the end users:

Vendor name Purchase Order number Reason for return Description of item Action required (e.g., credit, replacement, or repair).

The Purchasing Department will make contact with the vendor, negotiate a return, get the returned goods authorization number, and create a change order. A change order is any request that would necessitate a change to the original order, e.g., size, color, quantity, etc. Any restocking charges or other expenses due the vendor will be charged to the BAC code originally cited.
The Purchasing Department will notify the Salem State College Receiving and Shipping Department to pick up the goods that are being returned.
A completed copy of the Returned Goods Form, attached to the change order, will be forwarded to Receiving and Shipping, Accounts Payable, and the end user, by the Purchasing Department.
If there are any questions regarding this matter, please do not hesitate to call either Purchasing at extension 6152, or Central Services at extension 6662.

We are committed to actively developing and supporting minority owned and woman owned businesses, because we recognize the tremendous value of diversity in our society. We actively seek out and promote partnerships with minority-owned and woman-owned businesses.

Emergency Procurement

Whenever scrupulously following these procurement policies and procedures, and taking the time to obtain the required quotations, bids or purchase orders that would endanger anyone's life, health, degrade personal or College security, threaten structural integrity, jeopardize property or severely limit College operations, consult with the Purchasing Department, and we will process an emergency PO.

Conduct all College business carefully and ethically. Be fair and avoid questionable business practices and conflicts of interest. Do not accept gifts, gratuities, or free trips from vendors. Do not use College property or time for personal gain, rather always act in the best interests of the College. Consult the Purchasing Director and Department Head immediately whenever issues of ethical conduct arise.

Relations with outside companies are governed by normal business etiquette. You are a representative of Salem State College when conducting business with a vendor. This special relationship defines what is or is not appropriate behavior. It may be appropriate to have a vendor pay for a meal, or accept a small business gift of nominal value. (For example, a coffee mug imprinted with a vendors logo is valued at less than five dollars, and may be accepted. A set of golf clubs or free lunch every week for a year is inappropriate.) If more than one meal is involved, it is expected that you reciprocate on behalf of the College. Gifts of more than nominal value, offers of free trips, or extraordinarily generous offers on the part of a vendor, should be politely but firmly declined. As a representative of the College, you are expected to protect your own business reputation and the Colleges business reputation. This means you must take care to avoid even the appearance of unethical behavior. You cannot always know how your behavior will appear to colleagues and other vendors. When unsure, consult with Evelyn Wilson, C.P.M., Director of Purchasing, before accepting any offer from a vendor.

The Purchasing Department endorses the Code of Ethics of the National Association of Educational Buyers (NAEB)

NAEB CODE OF ETHICS Give first consideration to the objectives and policies of my institution. Strive to obtain the maximum value for each dollar of expenditure. Decline personal gifts or gratuities. Grant all competitive suppliers equal consideration insofar as state or federal statute and institutional policy permits. Conduct business with potential and current suppliers in an atmosphere of good faith, devoid of intentional misrepresentation. Demand honesty in sales representation whether offered through the medium of a verbal or written statement, an advertisement, or a sample of product. Receive written consent of originator of proprietary ideas and designs before using them for competitive purchasing purposes. Make every reasonable effort to negotiate an equitable and mutually agreeable settlement of any controversy with a supplier; and/or be willing to submit any major controversies to arbitration or other third party review, insofar as the established policies of my institution permits. Accord a prompt and courteous reception insofar as conditions permit to all who call on legitimate business missions. Cooperate with trade, industrial and professional associations, and with governmental and private agencies for the purposes of promoting and developing sound business methods. Foster fair, ethical and legal trade practices. Counsel and cooperate with NAEB members and promote a spirit of unity and a keen interest in professional growth among them.

Tax Exemption Certificates

Salem State College is exempt from the payment of most federal, state and local taxes. However, we must pay certain taxes, such as hotel, and restaurant taxes.

Salem State College's Tax Exemption Number is: 999-089-460. Do not use this number for personal expenses.

Purchasing will process credit applications from vendors upon request. Pending and approved applications are kept on file in Purchasing.

Material Safety Data Sheets (MSDS)

Material Safety Data Sheets are required by law for all chemical items, at the time of the initial purchase. This includes, but is not limited to sample products submitted for testing as well as items purchased for use on campus. Other commonly used items that require an MSDS include: photocopier toner, white out, printer ink cartridges, surface finishes, paints, and some cleansers. A copy of the MSDS is kept on file in the user department, and the Safety Coordinator also keeps a copy.

Purchasing is responsible for obtaining the MSDSs from the vendors and forwarding one copy to the end user, and one copy to Debra Mizia, the Safety Coordinator. The Safety Coordinator follows up with vendors to ensure compliance with MSDS and labeling requirements for hazardous materials.

Contact Purchasing immediately if there is an item in your department for which there is not an MSDS, and we will request one. If in doubt as to whether or not an MSDS is needed, contact the Safety Coordinator at x7115.

Certificates of Insurance

Appropriate coverage is required of all vendors who come on campus to perform labor or make deliveries. Coverage is also detailed in RFPs and RFQs for construction and other services. This policy protects the College against expensive liability in the case of an accident.

The Purchasing Department maintains the files and a system for obtaining the coverage and advising the vendor as to when Certificates of Insurance must be renewed.

Certificates must be received before work can start, and must remain in effect continuously for as long as the vendor has personnel coming on campus.

The Purchasing Department administers a campus-wide maintenance contract covering routine maintenance and repair of electronic, electric, and manual typewriters. Call the vendor, whose name appears on the label attached to the machine, to request repairs. An annual cleaning is included in the cost of the service; you must call the vendor once a year and schedule this service. Major overhauls and replacement parts are not included in this contract. Request a written quotation from the vendor first, and ask the Purchasing Department to evaluate any expensive service before it is done. We may be able to replace the machine less expensively than repair it.

Maintenance contracts on fax machines are optional. Discuss the need for such a contract with Purchasing before you order the service.

Most departments with Xerox machines are on a lease program with Xerox. All supplies are available, at no charge, from Xerox. All maintenance and repair services are ordered directly from Xerox on-site technical support available at xCOPY. All requests for new copiers must be approved through the normal equipment budget process. Quotations for new equipment will be provided upon request. Please contact Dennis Koontz, Manager, Purchasing and Materials Management x6037.

Furniture Standards

Departments are required to request replacement furniture and office renovations through the regular equipment budget process, and request repair of items as needed. SSC has adopted a furniture and seating standardization plan. Under the terms of the contract, orders for new furniture will be placed with OE. They will provide sales representation, design, installation, and repair services. One of the tangible products we have purchased as a result of the contract is a furniture standards manual. The manual helps inform all appropriate departments and personnel about the elements of the program; streamlines implementation of the guidelines; offers direction for equipping a complete work setting, and provides guidance in ordering furniture. The standards manual includes information on work setting configuration samples, layout options, optional furniture, work tools, filing, storage, conference rooms, dedicated work teams, training centers, lounge areas and other environments. The purpose of the standards manual is to provide the College community with a budget reference guide for the selection of basic Steelcase 9000 series office and workstation furniture, and Steelcase seating.

Surplus Property

Purchasing has responsibility for the disposal of all surplus property. Items that are surplus to one department are advertised to all other departments, who may claim them, first come, first served, at no charge. Storage is located at Central Campus. Items that are declared surpluses are made available to other departments, or are declared surplus to the State and made available to other State agencies, other non-profit agencies, or disposed of. Items that are of no value are recycled if possible or else disposed of. Contact Ralph Berry, Staff Assistant, x6394 in Materials Management to recycle surplus or if you need surplus.

Property Control System

In order to safeguard assets and comply with federal audit requirements, the College maintains records of all property, including all equipment items over $1,000.00 in value in the Property Control System. Departments are required to inventory their property on an annual basis each year during July/August to assist in updating records, and cooperate in periodic independent audits. Departments are encouraged to use the Property Control system to track all of their equipment. Questions regarding Property Control should be referred to Ralph Berry at x6394.

Employee Travel

The Salem State College Employee Travel Handbook contains the official travel policy of the College.

To authorize travel, a Travel Authorization Form must be completed when travel is to a conference or for professional development, when travel is out of state, when monies are requested in advance, and when reimbursed expenses will exceed $100. The Presidents signature is required on the authorization form for all out of state travel. If the Presidents signature does not appear on the travel authorization form, reimbursement will be delayed.

College employees are urged to minimize their use of cash advances for reimbursable expenses. If requesting a cash advance, the employee must allow sufficient processing time prior to the request date. Allow ample time for processing. A cash advance is limited to amounts over $100. A second advance will not be issued if one advance is outstanding.

For conferences and seminars, include a copy of the pamphlet or brochure with the travel authorization form. Registration fees must be paid by the traveler, and not through a purchase order.

For travel reimbursements, complete the travel reimbursement form within five business days after return from travel. Items to remember: Check the appropriate collective bargaining block, list all allowable expenses, including advance items, attach original receipts for all expenses. Usually payment will be made within ten days of receipt of the completed reimbursement form with proper receipts.

Original receipts (proof of payment) are required for the following expenses: Conference or registration fees, airline, railroad, bus fare, parking garage, airport shuttle service, taxi fares, tolls, hotel accommodations, and rental cars.

For hotel expenses, an itemized bill is required to review expenditures. Personal entertainment and phone calls are not reimbursed. For business calls, include the phone number and name of person called.

Mileage is reimbursed at $.28 per mile.

A 15% overage is allowed for mileage. Include to and from destinations and odometer readings. Mileage reimbursements are from work headquarters; however, if traveling from home, the lesser distance, from home or work, will be paid. Reimbursement for meals is in accordance with bargaining unit guidelines. Refer to the applicable bargaining unit agreement for requirements and reimbursable amounts.

Total allowable expenditures less advanced monies will be reimbursed. In the event that total reimbursable expenses exceed the estimated expenses listed on the travel authorization, the Department Heads signature on the reimbursement form authorizes payment of the exceeded amount. If allowable expenses are less than advanced monies, unspent monies must be refunded.

Approval authority for reimbursement to oneself is prohibited. If an expenditure is to be reimbursed to the approving authority of a subfund, a Salem State College official at a higher organizational level must approve the expenditure.

Planning/Budgeting Help

Contact Evelyn Wilson, Director of Purchasing and Materials Management x7321 for assistance in gathering cost information for planning or budgeting purposes.

Caps and Gowns Rental

The Salem State College Bookstore coordinates the rental of academic regalia for Convocation, Commencement and other special events. A price list and deadline schedule for ordering is generally distributed in February or March to all faculty who attend commencement. Order forms are available in the bookstore, or call x6968 to request an order form. Allow the Bookstore three weeks to process the order. To have your measurements taken contact the Bookstore. Special rates are offered for the purchase of academic regalia. Contact Ginger Defino, Manager, Follett College Stores at x6968 for more information.

Library of Vendor Brochures

The Purchasing Department maintains a growing library of useful product brochures, sourcing guides, and other informational resources covering a wide range of vendors, products, and services, as well as complete sets of State, MHEC, E&I, and Salem State College contracts. All items can be loaned out, or you are welcome to come and browse. In addition to these resources, the Purchasing Department also maintains an extensive Maintenance, Repair and Operations (MRO) library, specifically catering to those who have maintenance procurement needs. This library contains the most recent vendor information and catalogs for every maintenance-related vendor that we are authorized to do business with.

Assistance is available in finding what you need. We would be happy to cross-reference items, or find items for you.

Other Forms and Brochures

Vendor Relations

Purchasing has the responsibility for maintaining good relations with our vendor community. We do not unnecessarily restrict anyone's access to any vendor, we will cheerfully handle all relations with a specific vendor if you request it. You do not have to talk to, bargain with, or answer questions from any vendor unless you choose to do so. Refer any problems or difficulties to the Purchasing Department.

Feedback Form

Well, perhaps you just finished reading this entire page, or, you hit the target up above and find yourself at the end of the site.  Follow this link to the Feedback form.  Print it out and send it to Evelyn Wilson through Intercampus Mail.  Your feedback is very important to us.  Thanks for visiting the Buying Guide section of the A&F webpage.