• To support the academic, administrative, and operational activities of the College by locating competitive sources of the quality goods and services required by the College Community.
• To negotiate favorable terms, conditions, and pricing, and to arrange for delivery when and where needed.
• To monitor supplier compliance with purchase order contracts and resolve discrepancies.

• Obtain public bids to obtain maximum value from the expenditure of College funds in the purchase of materials and services.
• Coordinate the purchase of materials and services for all functions of the College.
• Provide value added services to the College by constantly striving to find new and better products, sources of supply, and better ways of meeting the needs of the using departments.
• Maintain liaisons with the vendors that service the College.
• Develop College purchasing standards based upon value analysis, economies of scale, total acquisition costs, and budget limitations.
• Assist College departments in locating substitute materials in case of emergencies, material shortages, strikes, or other external circumstances.
• Protect the College against unfair or unethical trade practices and unrealistic or exorbitant price increases.
• Expedite, if requested and warranted, the delivery of good and services.
• Assist in the transfer, trade, or sale of surplus property.
• Attain the Master Bidders and Commodities List and the Vendor Code File.

• All transactions for goods and services must be processed through the Purchasing Department to ensure uniformity and sound business practices.
• We need to obtain purchase orders prior to incurring financial obligations, regardless of funding sources or amount.
• We cannot request purchase order numbers after the fact, e.g., confirming orders, they must we requested before placing the order.
• We are required to use State, Massachusetts Higher Education Consortium (MHEC), Educational & Institutional Cooperative (E&I) and College contracts for all goods and services over $5000. If the needed goods and services exceed $5000, and cannot be provided by the vendors on these contracts, then we must go through the bidding process
• Contracts must be bid, minimally, every seven years.
• State law prohibits split ordering to avoid the bidding process.
• When the end user does not select the lowest bidder, it must be clearly stated, in writing, why the lowest bidder was not selected.
• Sole source requisitions must be accompanied by a written, detailed explanation and justification.

• Buy goods and services for the campus.
• Provide information about products, prices, and suppliers.
• Can expedite your orders to meet your department’s needs.
• Can assist you in determining your department’s needs and how they can best be met.
• Research new products and suppliers.
• Are authorized agents of the College and are empowered to sign contracts and commit College funds. Negotiate master contracts that pool the College’s buying power to obtain favorable prices and contract terms.
• Conduct competitive bidding and negotiations related to the purchase of goods and services in excess of $5000.
• Manage the Departmental Purchase Order System. Coordinate the sale and disposal of College assets.
• Recycle surplus furniture and equipment.
• Reconcile suppliers’ invoices and purchase orders. Negotiate the resolution of disputes with suppliers.
• Place great importance on our ability to process orders in a timely fashion.
• Provide shipping and receiving services.
• Provide copy and print services.
• Provide mail services.
• Provide insurance and risk management services and information.

• Advise this office in advance. We can provide you with information on qualified suppliers.
• Contact more than one qualified suppliers whenever possible.
• Give equal information to all suppliers, so each has an equal opportunity to make acceptable recommendations. Never give a supplier any information on funds budgeted, or any information provided to you by a competing supplier.
• Discuss all aspects of the need. Use a life-cycle approach: What happens after the department owns it? (Consider installation, maintenance, supplies, operational skills, repair, and so on).
• Guard against overreaction to a supplier-created crisis – “The price goes up after the first of the month,” “This is the last one in the stock”, and so on.
• Do not appear to commit the College by telling a salesperson he or she has the order, only a signed Purchase Order can commit the College.
• Never accept payments or gifts from suppliers.
• Orders that result from unsolicited telephone calls should not be considered. Such items have been found to be overpriced and of poor quality.

Administration Building
352 Lafayette Street
First Floor
Salem, Massachusetts 01970-5353
Telephone: 978-542-6152
Fax: 978-542-8315

• Purchasing Department Main Number: 978-542-6152
• Evelyn D. Wilson:
  • C.P.M., MCPPO, Director, Purchasing & Materials Management
  • Phone: 978-542-7321
• Dennis Koontz
  • Associate Director, Purchasing & Materials Management
  • Phone: 978-542-6037
• Ralph Berry
  • Staff Assistant
  • Phone: 978-542-6394
• Kym Coogan-Allison
  • Senior Buyer
  • Phone: 978-542-7323
• Joan Thomas
  • Senior Buyer
  • Phone: 978-542-6017
• Dina Struss
  • Department Secretary
  • Phone: 978-542-6101
• Xerox Technical Support
  • Phone: 978-542-2679