Purchasing Services is committed to providing our partners with the same excellent service you’ve come to expect, and we are available Monday - Friday, 8:00am - 4:30pm via Microsoft Teams and email.

To schedule an in-person appointment, please email purchasing@uvm.edu. You may also contact the team member directly to confirm availability and schedule a time. Thank you!

Purchasing Contract Review Update - 6/2/22

The Purchasing Contract Reviews footprints system has been updated. 

Airgas - Helium Gas Force Majeure

On 2/14/22, UVM was notified that Airgas has put a Force Majeure in place for their Helium gas. This situation was caused by a severe accident at one of their supply sources and an unplanned shutdown of the Bureau of Land Management (BLM). The University is currently being allocated 65% of its normal Helium product. At this time, Airgas is not able to offer any specifics on how this allocation will be managed or estimate the duration of this Force Majeure. Please contact purchasing@uvm.edu if you have any questions.

Supply chain shortages

Due to global supply chain shortages, the University is experiencing delays in receiving many products and in ordering services. Certain goods and materials are either on back order or are simply not available. In addition, some vendors are declining to participate in RFPs because they cannot commit to supplying the University or adhering to our deadlines due to labor shortages.

We ask that departments plan ahead - and in some cases, to plan far in advance of the date when products or services are needed.

Some of the areas in which we are experiencing the greatest challenges are:

  • Vehicle rentals (must be reserved weeks, if not months, in advance)
  • Van rentals (must be reserved weeks, if not months, in advance)
  • Bus rentals (reserve months in advance due to the shortage of drivers)
  • Paper products, especially 100% recycled paper
  • Any and all equipment with microchips
  • Technology products and equipment in general

This list is not exhaustive, and we anticipate more goods and services to be added in the weeks ahead. We ask for your patience and understanding as we navigate this supply chain problem, and for your advance planning when contemplating a purchase.

Other Purchasing News

Airgas Supply Contract Renewal

UVM is extending the 5-year Airgas Supply contract one additional year through June 2022 to bridge the COVID-19 Pandemic. For budgeting purposes in FY22 – please plan on a 4% price increase for tank rentals and gas prices.

Uniform Guidance Update: Micro and Small Purchases using Federal Funds (Effective January 1, 2021 for UVM)

Uniform Guidance (UG) is the set of federal regulations (see 2 CFR 200) that drives research administration and allowable costs, with procurement guidance in sections 200.317 - 200.326. The procurement sections focus on increased competition and transparency.

On November 12, 2020, the UG revised the micro-purchase threshold limits from $10,000 up to $50,000 with specific requirements for audit purposes. This is great news, and UVM has made the decision to increase its micro-purchase threshold to $25,000, which is in line with UVM’s existing policy and procedures.

What this mean for departments:

  • Micro-purchases: Thresholds will be revised from $10,000 to $25,000. As long as the pricing is considered reasonable, purchases will not require competitive bids (multiple quotes). Micro-purchases must be distributed equitability among qualified suppliers (to the extent practicable).
  • Small purchases over $25,000: Will be required to follow UVM’s policy, by obtaining three quotes from multiple sources prior to the purchase. If multiple quotes are not obtained, the charge will not be allowed on a federally funded sponsored project; unless a single sole source justification is allowed/approved on a federally funded sponsored project. 
  • Purchases over $100,000: Will also be required to follow UVM’s policy, by processing a Request for Formal Proposal via Purchasing Services office.

New Photography/Videography/Web Design Services Agreement 12/9/20

There is a new specialized Photography/Videography/Web Design Services Agreement template (Word) to be used for photography, videography, and web design services, regardless of dollar amount (including when there is no dollar value to the services). Please review the updated services agreement instructions (PDF), which now include procedures for using both of our services agreement templates.

New Speaker Engagement Letter for Virtual Events 10/26/20

Available Now - A new Virtual Speaker Engagement Letter template (Word) for virtual events. This new Letter must be used for all remote speakers using a virtual platform, regardless of dollar amount (including if no honorarium will be paid). Approval for the event’s virtual format is required prior to sending the new Letter to the speaker. This approval email must be attached to all requisitions and/or check requests for virtual speakers. Please review the updated requirements for this Letter (PDF).

New copier contract 10/22/20

Purchasing Services is pleased to announce that UVM’s new supplier for multi-function devices (Copiers) is Kyocera Document Solutions New England (KDS). While KDS may be new to UVM, we’ve had Kyocera copiers on campus previously and they will be familiar to many of you.

Mike Niebur, Branch Manager Vermont for KDS will begin contacting departments who have leases with SymQuest that have expired since April. The process for ordering copiers will be similar to what it has been in the past although, please be aware of the following changes:

  • We ask departments to reassess their true printing needs based on recent changes of working remotely with digital/electronic capabilities, and not having access to a copier. Do you need more than a basic copier?
  • Please evaluate whether your department can achieve savings by consolidating copiers within your unit or with another department.
  • Purchasing Services will be reviewing and signing all quotes before orders are placed.
  • A purchase order will be issued to US Bank for the equipment lease amount only.
  • Kyocera will bill for actual image usage monthly directly to Disbursement Center

Please note – SymQuest will continue to provide service for the existing copiers on campus until the lease term expires and the equipment is returned.

If you have any questions, please direct them to the attention of Deb Harvey.

How to keep frequently touched areas like multi-function printers (MFP) units clean and safe

(recommendations from SymQuest)

To clean MFP touch screens:

  • Don’t use bleach, harsh cleaning chemicals or sprays that can damage the screen and protective coating. Alcohol that is a minimum of 70% isopropyl is recommended, or sanitizing wipes. If using alcohol from a container, apply to a clean paper towel or cleaning cloth first.
  • Gently wipe the display and exterior surfaces using care to avoid getting any moisture in any openings. Wipe exterior covers and any covers that can be opened, cleaning around those grab areas or handles, i.e., paper trays, front door, side doors, document feeder covers.
  • Gently dry the device with a soft cloth, ensuring any extra moisture is removed.

SymQuest Group field support representatives will be using healthy habits when working in your work environment, which includes, washing frequently, staying away if they don’t feel well, checking to make sure you want them onsite to repair your equipment and cleaning touch screens before and after they leave from a service call.
See more tips from SymQuest.

Home Delivery of Staples Orders revised 12/1/21

Read more on how to set up home delivery of required supplies through Staples. Please remember that Staples is the University’s mandated office supplies provider. Questions should be directed to Marie Bouffard

 

 

UVM's purchase order process is administered by the Purchasing Services department within University Financial Services (UFS). Purchasing Services is responsible for establishing, providing oversight of, and ensuring compliance with all University procurement requirements. The Purchasing team helps faculty and staff identify, select, and acquire needed goods and services as economically as possible. All University personnel are required to follow University purchasing and procurement policies and procedures to ensure that quality and service standards are met and to provide accountability of University expenditures.

Whom to Contact with Questions

If you have questions about the following transactions/processes, please contact the applicable department.

Email Purchasing Services for...

 

Contact Purchasing Services

purchasing@uvm.edu
802-656-6610
205 Waterman
85 South Prospect Street
Burlington, VT 05405