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Administrative Services & Purchasing

Purchasing Department

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Mission

The Procurement and Administrative Services Department mission is to serve the University’s academic, research and student community by facilitating the effective and efficient acquisition of equipment, goods and services in accordance with laws and policies governing the University. The procurement function will be conducted in accordance with ethical standards of purchasing profession in an orderly and consistent fashion while maintaining accurate and detai led records and fostering a high standard of public relations with the University community, suppliers and the general public.

Knowledgeable and Innovative Professionals

The Purchasing Department is dedicated to achieving excellence in providing procurement services and attaining recognition as knowledgeable and innovative professionals. We envision our role as members of an organization in which teamwork and respect are valued, and employees take pride in everything they do. We strive to provide quality "customer-oriented" procurement services.

Staff Responsibility Assignments

The purchasing staff are divided up by commodity for the review, processing and providing service for all acquisitions for the University. All questions regarding a bid process, contract for service, requisition or purchase order should be directed to the appropriate purchasing staff based on the type/commodity of the acquisition. See Staff Responsibility Assignments.

Members of the Purchasing Team are expected to seek out and adopt current best business practices regarding the acquisition of goods and services and to apply these practices in a friendly, client service manner. The purchasing department is additionally charged with, administration of the public bid process, vendor relationships, managing compliance to policy and procedure and serves as liaison to legal counsel, four other campuses, President’s office and other state agencies. Finally, the Procurement Department is to provide appropriate expertise and training to the entire University community in these matters.

Staff

Michael LaGrassa

Assistant Vice Chancellor for Administrative Services
mlagrassa@umassd.edu
P: 508 -999-9180
Responsible for the day to day operations of Administrative Services Area.

Louise Boudreau

Information System/Procurement Reporting Manager
lboudreau@umassd.edu
P: 508 999-8085
F: 508 999-8997

ResponsibilitesAdditional Description
Lease Administration Computers
Capital Equipment
Buyouts
PeopleSoft Development of Reports
Training
Responding to General Questions
Account Code Administration
Reports Development of Reports
Training People Soft
Purchasing

Nadine Britto

Purchasing Administrative Assistant II
508 999-8054
nbritto@umassd.edu

Responsible for administration of requisition and bid process to insure compliance with Policy and Procedures.

Commodity/ResponsibilityAdditional Description
Athletic Game Officials  
Athletics Equipment & Supplies
Bid Administration Review, Develop and Approve Specifications and Administer process
Charge Back Programs Copier Maintenance
Letter Head - Alpha Graphics
Computers and Technology Computers, Networking Equipment. etc
Contracts for Services As related to Commodity Responsibilities
Law Enforcement Supplies, Equipment & Services  
Office Equipment- not furniture Copiers, Fax, Printers, Multifunctional Devices
Printing Media and Services  
Transportation/Vehicles Purchase, rental & Lease of Cars and Buses
Vendor Master File Adding & Updating

Holly Fern

Purchasing
holly.fern@umassd.edu
P: 508 999-8055
F: 508 999-8997

Responsible for administration of requisition and bid process to insure compliance with Policy and Procedures.

Commodity/ResponsibilityAdditional Description
Bid Administration Review, Develop and Approve Specifications and Administer process
Contract For Services As Related to Commodity Responsibilities
Educational, Oceanographic & Scientific Equipment, Instruments, Supplies, Services
Facilities Tools, Heavy Equipment, Supplies, Services, Hazardous Waste, Equipment & Janitorial Supplies.etc
Furniture Office, Dorm, Window Treatment.etc
Guest Speakers/Lecturers/Conference Expenses  
Labor & Constructions <$25,000  
Office Supplies & Services  
Temporary Employment Services  

Jennifer Pacheco

Purchasing/Administrative Services
j1pacheco@umassd.edu
P: 508 999- 8084
F: 508 999-8997

Responsible for the administration of the Purchasing and Corporate Card programs and administration of requisition and bid process for commodity areas assigned.

Commodity/Responsibility
Contracts for Services: Architect, Designer, Engineering, Attorney/Legal Services
Labor & Construction Projects > $25,000
P-Card and Travel Card Administration: Processing of Applications, Training and Reporting

Manual PO Form [Interactive PDF]

Purchasing Manual

The following is a link to the University of Massachusetts System Purchasing Manual

Procard Information

The following are links relating to the University Procard:

Bids

The following is a link to the University of Massachusetts Dartmouth Bid Application Form

Policies & Procedures

The following are links to the Policies and Procedures of Administrative Services:

University Contracts & Forms

The following are links to various University Purchasing Contracts and Forms:

Amendments:

UMass Dartmouth Vendor-Employee Perks

The University of Massachusetts Dartmouth has developed exceptional relationships with certain vendors. Vendors who supply and serve crucial functions of the University's operating needs. The employees of The University of Massachusetts Dartmouth who regularly communicate and do business with these companies are entitled to certain prerequisites (perks) with these companies. The following is a list of UMass Dartmouth employee perks with the according companies:

BJ's Wholesale Club

University employees can obtain a BJ's membership at a discounted price of $20. (Contact Purchasing for appropriate form.)

T.F. Green Airport (Providence, RI) Valet Parking

On a personal trip, University employees are allowed to pay a discounted price of $11 per day valet parking at a lot within the vicinity of TF Green Airport. In order for University employees to use this fringe benefit, they must register by calling 1-800-825-3826.

University of Massachusetts USave Program

The University's USave program offers Apple and Gateway desktop or laptop computers to students at a special price. UMass employees are given the priviledge of purchasing an Apple or Gateway computer at the same price the University pays. Go to the USAVE link on the UMass Dartmouth website: http://www.umassd.edu/cits/usave.cfm.

WB Mason

WB Mason Office Supply Company extends its University rates with individual UMass employees. Contact Purchasing.

AT&T Mobility and Verizon Wireless

AT&T Mobility and Verizon Wireless offer special varying plans for University employees. Verizon Wireless offers a 15% discount to employees. AT&T Mobility offers special plans. Contact companies directly and identify yourself as a UMassD employee.

Enterprise Car Rental

Enterprise Car Rental Company offers special varying pricing for University employees. Contact Enterprise Car Rental directly at 508-999-9400.

Metropolitan Life Insurance Company (MetLife)

MetLife Insurance Company offers special rates to University employees for the following kinds of insurance: car, home, life.

Goodyear Tire and Gemini Automotive Care

Goodyear Tire and Gemini Automotive Care are pleased to offer all University Students and Staff members discounted specials on various automotive services including, but not limited to discounted tire sales, service repairs, and lube, oil, and filter changes. In order to take advantage of these offers, proper University ID (UMass PASS) is required at the time of purchase. To view the actual special offer flyer in PDF format, please click the following link:
Goodyear & Gemini Flyer [PDF]

Contract for Service Form

The following link leads to the Contract for Service Form:

Contract for Service Form [PDF Interactive]
Please note: This is an Interactive PDF document allows the user to type their relevant information directly into the PDF document, use the Save As command to save the changes. The form can then be printed, emailed, or have changes made to it as necessary.

Non-Competitive Award Justification Form

The following link leads directly to the Non-Competitive Award Justification Form:

Non-Competitive Award Justification Form [PDF Interactive]

How to Order Stationery and Business Cards

You can order stationery for departments as well as business cards directly through the Alphagraphics web site. After an order is placed, Alphagraphics generates an email to the Purchasing Department confirming the order and a chargeback to the ordering department. A PeopleSoft speed type will be processed.

Generic stationery, carrying only the university name, or 3 x 4 labels with the UMass Dartmouth address, are ordered by calling Receiving at x8111.

Pricing (for quantities of 500):

TypePrice
Watermark letterhead $55.00
#20 lb. white letterhead $43.50
Business cards $37.00
Watermark #10 envelopes $71.55
White #10 envelopes $60.29
White #10 window envelopes $61.50
University 3x4 labels $25.00

Questions regarding stationery and card design should be directed to Mike Mahoney, Publications Department, x8013 or mmahoney@umassd.edu. Publications must approve any changes to the standard design prior to printing.

Other questions regarding chargebacks or stationery are handled by Louise Boudreau, x8052 or lboudreau@umassd.edu.

How to order on the Alphagraphics site

Go to: http://www.newbedford183.alphagraphics.com/

If you are logging in for the first time, use the following:

  • User ID: umassd (not case sensitive)
  • Password: 377

You will subsequently be asked for another ID. Use your UMass Dartmouth email address, i.e., jdoe@umassd.edu. For the password, again use 377. Other sections will ask you for typical information, i.e., name, department.

On the shopping cart screen, you will have to enter the SPEED type in the "cost center" field.

Note

  • Before submitting, review your request carefully, paying special attention to spelling, grammar, etc. The person requesting is responsible for jobs submitted with errors, and charges cannot be waived.
  • If you use capital letters, the job will be printed with capital letters.
  • If the text cannot fit on one line, use two or more where available.
  • Be sure to include the email and/or web site information you want listed.

PETS (Print Enterprise Technology Solution) Frequently Asked Questions

  • What is PETS?

PETS stand for Print Enterprise Technology Solution. The University System led by the Dartmouth campus has made an exclusive award for the purchase and lease of photocopier multifunctional devices to Xerox Corporation. Included in the scope of services with Xerox Corporation is the requirement to perform a physical inventory of all print devices on campus and develop an optimization plan based upon industry standards that will reduce the overall costs of print devices and associated costs enterprise wide.

The vision, within 3 - 4 years is to have standardized Print/Production centers across the campus allowing for the most cost effective use of University funds to facilitate the attainment of the University’s mission. Secondarily, to position and develop leverage allowing the University to continually drive print output costs down as the contract matures. Lastly, at the end of the contract the University will be able to drive equipment costs down to the next level of savings. This last objective and strategy will be possible as all leases, at the end of the contract, will co terminate, allowing the University to drive cost down by being able to leverage volume discounts.   

  • What is MFD?

MFD stands for a Multifunctional Device. A MFD is an all-in-one printer, scanner, fax and copy device allowing for centralized production within a large office setting leading to the ability to effectively and efficiently manage output.

  • Who are the contacts internally and externally?

Internally:

Jennifer Pacheco, Administrative Services

Jennifer.pacheco@umassd.edu

Phone: 508-999-8084

Fax: 508-999-8997

Externally:

Ted Sheridan, Solutions Consultant

Edward.sheridan@xerox.com

Phone: 617-963-9275

Fax: 781-672-7878

Visit www.xerox.com

  • When can my department get a new MFD?

Immediately - The contract with Xerox Corporation for the purchase and lease of MFD’s is effective as of January 1, 2010. All purchases of MFD’s as of this date are to be placed with Xerox Corporation. 

  • How do I go about obtaining a quote from Xerox for a new MFD? 
Contact Ted Sheridan, Xerox Solutions Consultant to establish the most efficient MFD for your department needs.
  • I now have a quote from Xerox how do I go about ordering my new MFD? 

The Services & Solutions Order provided by Xerox will need to be emailed to Jennifer Pacheco, Administrative Services at jennifer.pacheco@umassd.edu

in order to obtain proper signatory approval by the Assistant Vice Chancellor of Administrative Services. Once this document has been signed and returned to Xerox Corporation the requisition may be entered in PeopleSoft Finance. No equipment will be delivered until a requisition has been entered into PeopleSoft and a Purchase Order dispatched.   

  • How do I setup a requisition in PeopleSoft Finance for my new MFD?

All requisitions to Xerox Corporation for MFD's should be setup accordingly:

1. On the Define Requisition Tab select the hyperlink UMASS Req Info.

Under Special Contract Info select other.

Enter the contract number DD10SC6.

2. Please select Xerox Corporation Vendor#00000025984

3. The requisition must be setup with 2 lines.

Line 1: Monthly lease Payments 1-12 of 60 month lease. Use account Code 766550.

(I.e. Payments1-12 are payments from July to June of a fiscal year. The next consecutive fiscal year the requisition line 1 should read Payments 13-24 of 60, and so on for the remainder of the fiscal years within the lease agreement.) 

Line 2: Service use account code 768550.

On Line 2 the department should put an estimated amount on this line determined by the departments anticipated usage.

  • The only supplies that your department will be responsible for purchasing are paper and staples for the MFD. Unlimited service, toner and maintenance are provided at no additional fee.

If you MFD requires service or toner please call one of the following. 

For Xerox Service call 1-800-822-2979

For Xerox Supplies call 1-800-822-2200

*Be prepared to provide your Serial # to the Xerox Customer Service Specialist. 

MS Word version of PETS (Print Enterprise Technology Solution) Frequently Asked Questions

Fedex Express Mail

Introduction:

Featuring unsurpassed discounts and savings, the Cooperative’s new FedEx contract delivers incredible pricing - significantly improved over our previous express service contract with an average additional savings of 50%.

The agreement includes rates for domestic and international services including:

  • Priority Overnight - guaranteed delivery by 10:30 AM the next business day
  • Standard Overnight - guaranteed delivery by 3 PM the next business day
  • Second Day - guaranteed delivery by 4:30 PM the second business day
  • Express Saver - guaranteed delivery by 4:30 PM the third business day
  • First Overnight - guaranteed delivery by 8 AM the next business day
  • Ground Shipping for all points within the 48 contiguous states, as well as program rates for points in Alaska, Hawaii, and Puerto Rico
  • International Inbound and Outbound rate programs are also included in this Agreement

Administrative Services POC:

All questions concerning this agreement should be directed to Holly Fern, holly.fern@umassd.edu or ext. 8055.

Payment:

All payments are to be made using a University Procard Existing Accounts: UMass Dartmouth Departments that had an account number with FedEx have already been converted to the new program. For those departments that have a FedEx Account, it is important that the account number be inserted on the line that reads “Sender’s FedEx Account Number”

Obtain Login and Password to access E&I Website

  1. Go to www.eandi.org
  2. Top left corner under “Login” select “Not registered Yet” and “Member Registration”.
  3. Select “Massachusetts” as the state
  4. Select “North Dartmouth” as City
  5. Select “Univ of Massachusetts – Dartmouth” as Institution
  6. Complete personal information and submit

You will receive and email from E&I with your login and password to access their website.

New Account Set Up:

Departments who use FedEx with their Procard, but do not have a FedEx Account number should do so to take advantage of the discount program.

  1. Log in t o www.eandi.org
  2. Under Contract Finder select “Fedex Corporation”
  3. Select “Getting Started Info”
  4. Select “Application”
  5. Select “This is a new Account Setup”
  6. Complete and Submit Application

Pricing:

Pricing information is available on E&I’s website. You must first be logged into the website before you will be able to get access to pricing.

  1. Under Contract Finder, Selecting “Fedex Corporation”
  2. Select “Discount/How to Order information”
Last Updated On: 5/17/10

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