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Gifts from vendors
November 17, 2009
Any organization as large as the University of Virginia must purchase a wide variety of goods and services. There are countless vendors who depend on our business or who seek it. As the holiday season approaches, offers of gifts, food, and parties may come from vendors.
The University's policy prohibits faculty and staff with "official responsibility" from accepting vendors' gifts. This includes any University employee in a position to affect a procurement transaction or any claims regarding it. All vendors doing business with the University have been informed of this policy, but its success is ultimately dependent on the cooperation of the University faculty and staff.
Attached is the Notice we provide to our vendors and post in various locations. Please provide copies of this email and Notice to the faculty and staff in your department. Also, please post copies of the Notice in areas vendors are likely to visit. If you have questions about our policy in general or any specific situation, please contact me at 924-4019 or Jim Keathley, Administrator of Supply Chain Management, at 982-3865. Mr. Keathley has oversight responsibility of procurement for the Health System.
Thank you, and best wishes for a happy holiday season.
Colonnade Club, Enterprise Leasing Company, Federal Express, Hertz Corporation, and UPS Payment Changes Effective November 1
October 9, 2009
Good afternoon.
On September 28, 2009, Procurement Services announced a change in payment methods we were considering for the Colonnade Club, Enterprise Leasing Company, Federal Express, Hertz Corporation, and UPS to the University Purchasing Card. With very few comments received, we will go forward with the change in payment method.
Effective November 1, 2009, you will **no longer** be able to create a purchase order or payment voucher to pay these suppliers. Departments must provide these suppliers with a University Purchasing Card number for payment of all services they provide.
The intent of this change is to improve the ordering and payment processes with these suppliers. Procurement Services is continuing to evaluate new uses of the purchasing card to automate and streamline the payment process. Please refer frequently to the "Recently Changed Pages" on Procurement's website at http://www.procurement.virginia.edu/pagerecentlychange to see other suppliers as they are added.
Please plan for this change by applying for a University Purchasing Card if you do not have one. Instructions for applying for a card can be found at http://www.procurement.virginia.edu/pagepcard.
If you have questions about these changes, please contact Purchasing Card Administrators Carrie McGowan at csd6n@virginia.edu or 434-924-3147 or Dolores Hildebrand at djh2c@virginia.edu or 434-924-4233.
Thank you.
Payment Changes for the Colonnade Club, Enterprise Leasing Company, Federal Express, Hertz Corporation, and UPS
September 28, 2009
Good afternoon.
Procurement Services is considering a change in payment methods for the Colonnade Club, Enterprise Leasing Company, Federal Express, Hertz Corporation, and UPS to the University Purchasing Card. At a later date yet to be determined, you will **no longer** be able to create a purchase order or payment voucher to pay these suppliers. Departments will be required to provide these suppliers with a University Purchasing Card number for payment of all services they provide.
The intent of this change is to improve the ordering and payment processes with these suppliers. Procurement Services is continuing to evaluate new uses of the purchasing card to automate and streamline the payment process and will notify you as changes are made.
Please plan for this change by applying for a University Purchasing Card if you do not have one. Instructions for applying for a card can be found at http://www.procurement.virginia.edu/pagepcard.
We welcome your comments. Please consider this change and provide us with feedback as to its implementation before October 9, 2009, by emailing Purchasing Card Administrators Carrie McGowan at csd6n@virginia.edu or Dolores Hildebrand at djh2c@virginia.edu.
Contract Lodging Room Certificates Offer
July 22, 2009
Good morning.
Procurement Services is pleased to announce that room certificates are available for the following contract lodging vendors in Charlottesville: Courtyard Marriott, Omni, The Cavalier Inn, Red Roof Inn, and The Doubletree. The certificates are:
* good for one free night stay;
* subject to blackout dates; and
* only good at the corresponding hotel's Charlottesville location, except for Courtyard Marriott certificates, which can be used at any Courtyard in the U.S.
The certificates will be given to departments on a first request basis. Employees must use the "Hotel Certificates" form located at https://www.procurement.virginia.edu/netbadge/pagecertificates to request these certificates. The certificates are to be used for University business travel or to accommodate guests to the University. These certificates are not for personal use and must be used for approved University business. The use of these certificates is subject to audit.
You will receive an email regarding your request within five (5) business days. If your request is approved, the certificate(s) will be sent to the University address you provide.
If you receive a hotel certificate and for some reason cannot use it, it must be returned to Procurement Services immediately. No department may request and simply hold the certificates for undetermined future use.
For further assistance please contact Dolores Hildebrand at djh2c@virginia.edu.
Thank you.
UVa Marketplace Webinar Invitation
July 20, 2009
New Marketplace Update!
Join us for a Webinar on July 22, 2009: https://www2.gotomeeting.com/register/187203547
Space is limited.
Reserve your Webinar seat now at: https://www2.gotomeeting.com/register/187203547
The Marketplace is getting an update on July 26. There will be some "look and feel" differences, and also some improvements to Searching and Favorites. It's late notice, but come meet with us and we'll show you the new changes!
Title: New Marketplace Update!
Date: Wednesday, July 22, 2009
Time: 10:00 AM - 11:00 AM EDT
After registering, you will receive a confirmation email containing information about joining the Webinar.
System Requirements
PC-based attendees
Required: Windows® 2000, XP Home, XP Pro, 2003 Server, Vista
Macintosh®-based attendees
Required: Mac OS® X 10.4 (Tiger®) or newer
Thank you.
Contract Furniture Vendor Update
July 20, 2009
Good morning.
Procurement Services announces a change in contract vendors for furniture from Chasen's Business Interiors to American Office with all other aspects of the contract to remain the same. Effective immediately, American Office is now the authorized Herman Miller dealer for our area, and all UVa Marketplace orders placed from sif files on the Chasen's punchout have been "re-directed" to American Office. Soon the Chasen's logo on the marketplace will be update to show American Office. You will continue to work with the same sales representatives. While we expect a quick and smooth transition, we appreciate your patience through any initial hiccups. Stay tuned for further updates.
For any questions, comments or problems regarding any listed above, contact Lori Ponton at 434-924-4216, lp3s@virginia.edu or Matt Marshall at 434-982-2636, mjm5mm@virginia.edu.
Thank you.
Contract Updates
July 20, 2009
Good afternoon.
Procurement Services is pleased to announce updated new contracts and arrangements for the following products and services used by the University:
- VWR International ("VWR"):
Recently, the University has changed the contract that the University accesses for transactions involving VWR. The new contract should reflect lower pricing on products/services distributed by VWR and, thus, is more competitive to what VWR had offered the University previously.
For more details about VWR's services, prices, and other information, please refer to: http://www.procurement.virginia.edu/pagecontracts&cssid=261.
- Corning Products:
Previously, Fisher Scientific had exclusivity with regard to specialized pricing, available directly from Corning, on high-volume Corning products.
Effective July 1, 2009: In addition to Fisher Scientific, both VWR and Quality Biological will also have the same access to this specialized Corning pricing. This should result in lower pricing on many Corning products from both VWR and Quality Biological.
- The Hilldrup Companies ("Hilldrup"):
Recently, the University entered into an agreement with Hilldrup for Commercial Relocation Services. While Hilldrup has been a contract vendor for Household Relocation Services for some time, this new agreement will expand Hilldrup's contractual presence into Commercial Moves as well.
For more details about Hilldrup's services, prices, and other information regarding Commercial Moves, please refer to: http://www.procurement.virginia.edu/pagecontracts&cssid=605.
- Textile Rental/Sales and Laundering Services:
This commodity category was recently re-solicited. The result was a slightly different array of contract vendors in this commodity.
For more details about the firms' services, prices, and other information, please refer to: http://www.procurement.virginia.edu/pagecontracts&q=textile&sort=category.
These contracts were established to save departments time and money when obtaining products and services under $50,000. Procurement Services will still need to handle all procurements of $50,000 or more.
For any questions, comments or problems regarding any of the categories listed above, contact Frank Fountain at 434-982-3092 or fff3x@virginia.edu.
Thank you.
Procurement Pre-Session August 12
July 08, 2009
Dear UVA Purchasers and Shoppers,
Procurement Services is planning another pre-session to take place at 9 a.m., prior to the August Fiscal Administrators meeting on Wednesday, August 12. This is an opportunity to receive further Marketplace, Oracle navigation, and Procurement tips. We invite you to tell us what topics you would like covered in more detail. Please contact either Terry Butler at 924-4353, tbb@virginia.edu or Matt Marshall at 982-2636, mjm5mm@virginia.edu with your suggestions and questions.
Thank you.
Clarifying the Commmonwealth's Sustainable Practices Mandate
July 08, 2009
Numerous questions arose from our email of June 18 "Supporting the Commonwealth's Sustainable Practices." We sought and received clarification that the purchase of paper with recycled content and individual size bottled water as mandated in the Governor's Executive Order 82 is applicable to all funds regardless of source. Therefore, effective immediately we amend our notification as follows:
Procurement Services asks that you take steps to support the Governor's Executive Order 82 (http://www.governor.virginia.gov/Initiatives/ExecutiveOrders/2009/EO_82.cfm) and the reduction of the Commonwealth's energy and environmental impact. Under Executive Order 82 the University is expected to:
- purchase or lease Energy Star-rated appliances and equipment for all classifications for which an Energy Star designation is available;
- purchase or lease new office equipment (copiers, faxes, printers, etc.) that is recycled paper-compatible;
- purchase paper that contains recycled content;
- not procure water in individual serving-sized containers made of plastic, except for use in emergencies or for safety and health reasons.
This restriction on individual serving-sized water containers does not apply to our bulk water dispensing service which the University has contracts.
Procurement Services will follow these guidelines for purchases that it specifically handles and strongly recommends that you do the same for small dollar purchases made by your department or business unit as the Executive Orders are mandates to all State Agencies.
Thank you.
New FedEx Contract
July 02, 2009
Good afternoon.
As of July 1, 2009, The University of Virginia ("University") is accessing the Educational & Institutional ("E&I") contract with FedEx, which replaces the now expired University contract. Procurement Services has determined that the new E&I contract offers better pricing than our previous contract on both air and ground shipments.
The most significant savings on express mail shipments can be realized by using second day delivery instead of Priority Overnight. For example, a 10 oz. package in Zone 2 costs $7.96 for second day compared to $12.41 for Priority Overnight. This represents a 36% savings.
All current University FedEx accounts are being switched to the E&I contract, so departments do not need to contact FedEx to receive contract pricing. Additional information, including a list of frequently asked questions, may be found at http://www.procurement.virginia.edu/pagecontracts&cssid=262 or by contacting Charles Kidd at ck5b@virginia.edu or 924-3507.
Year-end Purchasing Responsibilities with UVa Marketplace
June 22, 2009
Good afternoon.
The purchasing responsibilities that allow access to the UVa Marketplace will be temporarily disabled at 6:00 p.m. on Monday, June 29, 2009, for year-end close. Please place orders for any necessary goods and services this week to prepare. The responsibilities will be restored at 7:00 a.m. on Wednesday, July 1, 2009. If an emergency arises on June 30, we recommend that you use the University Purchasing Card to make the purchase. If the supplier must have a purchase order number and a purchase order must be created on June 30, contact Procurement Services at 924-4212.
Thank you.
Electronic Invoice and Reconciliation
June 19, 2009
Good afternoon,
Accounting Services, Procurement Services, and Internal Audit have fielded numerous questions about how the new electronic invoices will fit into the reconciliation process. While Procurement Services no longer sends copies of the paper invoices to departments, no one is prohibited from printing these invoices as an option. Supporting documentation such as a packing slip, e-mail notification, etc. should be retained in the department to support the transactions, even in the absence of the electronic invoice.
Finally, Project Managers and Approvers are still required to review these invoices as part of the monthly reconciliation process. This can be accomplished by looking up the transaction in the Integrated System, or by using the Invoice Lookup link on Procurement Services' website at http://www.procurement.virginia.edu/. It should be noted that there is no requirement to have an Oracle responsibility to use the Invoice Lookup feature.
If you have questions about electronic invoices, please call Procurement Services at 924-4212; if you have questions about reconciliations, please email Lynne Hancock and Lynn Galasso at thelynns@virginia.edu.
Thank you.
Supporting the Commonwealth's Sustainable Practices
June 18, 2009
Good morning.
Procurement Services asks that you take steps to adhere to the Governor's Executive Order 82, see following link: http://www.governor.virginia.gov/Initiatives/ExecutiveOrders/2009/EO_82.cfm, and the reduction of the Commonwealth's energy and environmental impact. Under Executive Order 82 the University is expected to:
- purchase or lease Energy Star-rated appliances and equipment for all classifications for which an Energy Star designation is available;
- purchase or lease new office equipment (copiers, faxes, printers, etc.) that is recycled paper-compatible;
- purchase paper that contains recycled content;
- not procure water in individual serving-sized containers made of plastic, except for use in emergencies or for safety and health reasons.
Procurement Services will follow these guidelines for purchases that it specifically handles and strongly recommends that you do the same for small dollar purchases made by your department or business unit as the Executive Orders are mandates to all State Agencies.
Contract Update for Office Supplies
June 17, 2009
Good morning.
Procurement Services is pleased to announce updates to the Guy Brown Products (formerly Concerto) office supply contract. Guy Brown Products offers:
- best HP cartridge pricing of any UVa Marketplace catalog
- competitive prices on recycled copy paper (recently reduced):
- 30% recycled 8.5x11 #P1OM55957 $3.30 per ream
- 50% recycled 8.5x11 #P1055011 $3.57 per ream
- 100% recycled copy paper #P1054922 $3.78 per ream
- 15% discount from United Stationers Quarterly List Pricer
- Additional discounts apply to 350 of the University's most frequently purchased office supplies
For more details about Guy Brown Products, please refer to Office Supplies at http://www.procurement.virginia.edu/pagecontracts&cssid=318
Important: Surplus Property Proceeds Policy Change
June 01, 2009
This communication is being sent to the University community on behalf of Eric Denby, Director of Procurement Services, in his absence.
During the past year, the University's surplus property disposal program has gone through a major transformation. Last year Procurement Services contracted with AERC Recycling for the data destruction and disposal of surplus computer equipment, Charles W. Hurt LLC for the disposal of all furniture, appliances and building materials, and GovDeals for the on-line auction of all remaining items. These changes have benefited departments because it eliminated the cost of transporting most of these items to the Depot, and the on-line auctions have generated higher prices than the on-site auction had in the past.
To fund the data destruction and disposal of surplus computer equipment we retain all surplus property auction proceeds for individual items or groupings of items that sell for $50 or less. With higher prices being generated through the on-line auction sales, funds retained to cover the AERC Recycling contract cost have decreased as fewer items sell for $50 or less. Consequently, we are not retaining enough to cover the cost of the contract. As a result, we will move the threshold for retaining surplus proceeds from $50 to $100, effective immediately.
We believe the changes have been a positive experience for our customers and have helped manage the University disposal of surplus property in a safe, environmentally friendly, cost effective manner.
If you have any questions, please contact Eric Denby at 434-924-4212 or email end@virginia.edu.
Introducing Marriott Worldwide Booking Services
April 14, 2009
Procurement Services is pleased to introduce a new contract supplier, Marriott Worldwide Booking Services. This supplier will greatly simplify searching for and booking a hotel or conference center outside of Charlottesville. Marriott Worldwide will compile a list of hotel options, check availability, negotiate best possible rates, and confirm bookings with any Marriott Hotel.
Below is a list of eligible Marriott Hotels:
- Marriott Hotels & Resorts
- JW Marriott Hotels & Resorts
- Renaissance Hotels & Resorts
- Courtyard by Marriott
- Residence Inn by Marriott
- Fairfield Inn by Marriott
- Marriott Conference Centers
- Towne Place Suites by Marriott
- Spring Hill Suites by Marriott
- Marriott Vacation Club
- The Ritz-Carlton Hotel Company, L.L.C.
- The Ritz-Carlton Club
- Marriott ExecuStay
- Marriott Executive Apartments
- Grand Residences by Marriott
The benefits of using Marriott Worldwide Booking Services can be found on our Contract Summary Sheet at http://www.procurement.virginia.edu/pagecontracts&cssid=612 or by contacting Kevin Crabtree at 924-4219 or email kc5yc@virginia.edu.
Supplier Quality Ranking Tool
April 14, 2009
Good morning.
Procurement Services has added a new Supplier Quality Ranking Tool to the contracts page on the Procurement Services website: http://www.procurement.virginia.edu/pagecontracts.
The Supplier Quality Ranking Tool was created to help University employees make more informed purchasing decisions. Supplier rankings originate from feedback, opinions and experiences of other University employees. Suppliers can be ranked on Customer Service, Price, Quality, On-time Delivery, and Invoicing. An Overall supplier ranking is then posted on the website based upon these rankings. Additional comments may be provided, which will only be visible to the buyer responsible for that supplier.
When using the Supplier Quality Tool, keep these things in mind:
- Only those with a UVa computing ID can submit a ranking via NetBadge login.
- The rankings should be based upon actual experience with the supplier as it relates to University business.
- Suppliers may be ranked numerous times, but each ranking should be associated with a different transaction.
- When providing a negative ranking, you will be asked to provide additional details that will be sent to Procurement Services.
- Use this tool for all experiences positive, negative, and indifferent.
So get out and start ranking. This tool is only useful with data and the data only comes from University employees.
Local Conference and Lodging Services Contracts Renewed
March 18, 2009
Good afternoon.
Procurement Services is pleased to announce that the contracts for local lodging and conference services were recently renewed. Visit our website at http://www.procurement.virginia.edu/pagecontracts under Travel/Relocation for additional details.
During the renewal process, local hotel managers were reminded to request a purchase order number or payment voucher number to ensure timely payment of invoices; Procurement Services cannot track an invoice without one of these numbers. Although either transaction type may be used when making a reservation, we recommend using:
- a Purchase Order for large group bookings, long hotel stays, and/or conferences; and
- a Payment Voucher for individuals staying a night or two.
To create a Payment Voucher number, save but do not approve the payment voucher and give the payment voucher number to the hotel. Once the invoice has been received, approve the Payment Voucher to complete the payment process. Remember to include the purpose with full explanation on the Purchase Order or Payment Voucher for every stay or event.
All contract hotels have begun to follow these procedures and departments should plan accordingly when making reservations. Procurement Services developed and the contract hotels are using a new order confirmation form which departments can sign. A sample copy of the order confirmation form can be found on the hotel contract summary sheets. If you have any questions about the new contracts, please contact Kevin Crabtree at kc5yc@virginia.edu or call 434-924-4219.
Thank you.
Vendor Refund Checks Search Feature
March 17, 2009
Good morning.
We are pleased to announce the addition of a new "Vendor Refund Checks" search feature on our website. Procurement Services frequently receives refund checks from vendors. While every effort is made to deliver these funds to the correct departments, there are times when the vendor provides no information in the remittance advice. When this occurs, the checks are deposited into a clearing account and the funds held until claimed.
If you are expecting a refund check, you may now submit a check request; or, if you are awaiting a refund and have not received it, search the unclaimed check ledger. The check request form allows you to enter information about the vendor and the check you are expecting. When checks are received at Procurement Services, we will notify you if any matches your criteria. The unclaimed check search allows you to search all checks received from a particular vendor or you may also search by exact dollar amount. If your criteria are met, you may claim the check.
Once you have claimed funds, we will deposit them in your account using the PTAEO entered in your claim. You will then receive an email informing you of the deposit.
We hope this will streamline refund recovery for everyone! If you have any questions, please contact Connie Alexander at 924-4212 or email cds9r@virginia.edu.
Thank you.
Paper-Less Invoices
February 09, 2009
Good morning.
On February 16, 2009, paper invoices received in Procurement Services and matched to a Purchase Order in the Integrated System will no longer be mailed to departments. These invoices will be included in the on-line "Invoice Lookup" system currently used to look up invoices that Procurement Services receives electronically from vendors.
Procurement Services will only mail invoices that cannot be matched to a valid Purchase Order. This will drastically reduce the number of invoice copies Procurement Services must mail and the associated costs.
The "Invoice Lookup" page is located on Procurement Services website at https://www.procurement.virginia.edu/netbadge/pageinvoicelookup&page=invoicelookup. If you have any questions, please contact Procurement Services at 924-4212 or email buy-pay@virginia.edu. Thank you.
New Surplus Property Procedure
November 04, 2008
Good afternoon.
Beginning November 10, 2008, a new procedure for picking up three categories of bulky, surplused items from University departments will be available. Any furniture, building materials, and appliances (with the exception of air conditioners, laboratory refrigerators and laboratory freezers) that are to be surplused will be collected at your departmental location by an independent contractor, Charles W. Hurt LLC. Departments will benefit because it eliminates the cost of transporting these items to the Depot. The first scheduled pick up date is Tuesday, November 18, 2008.
As of November 10, 2008, guidelines to follow are:
- Submit the Request to Surplus Property form. A newly required field will be added to the form for the requestor to provide the location of the items.
- The requestor will receive an email from Surplus Property once the form has been approved. Please do not deliver any items to the Depot before receiving the email notification. The email will provide information as to what items will be picked up by the contractor and what items the department must deliver to the Depot.
- Pickups by the contractor are scheduled weekly; items that Surplus Property has approved by Thursday will be collected on the following Tuesday.
Please visit the Surplus Property website for the complete procedure. Contact Bobby Carefoot at 434-924-3338 or bc@virginia.edu for assistance.
New Tool to Sell (and Buy) Surplus Items
October 13, 2008
Procurement Services is pleased to announce a new way of selling University surplus property!
The vendor GovDeals is assisting the University of Virginia in the sale of its surplus equipment by hosting online auctions. GovDeals (www.govdeals.com) is an auction service that conducts online sales of surplus property and equipment for city, county, and state governments and agencies.
Employees of the University may purchase goods as long as the purchase price does not exceed $500.00 per bid. Are you looking for a vehicle, bicycle, file cabinet, patio set, flat screen monitor, office chair, camera, projector, or small shop equipment? Items ranging from home and office use to the rare and unusual will be found at www.govdeals.com. You must visit the site to register as a bidder. Additional items are posted daily, so mark this site as one of your favorites so you don't miss out!
For more information, call Bobby Carefoot at 924-3338 or e-mail Surplus@virginia.edu
Enterprise Car Rental Vehicles
September 09, 2008
Good afternoon.
This message is a reminder for all employees who rent vehicles from Enterprise Car Rental. When picking up a rental car, the gas tank should be 100% full of gasoline. This is a service that has been negotiated and agreed upon in the contract with Enterprise. If you are provided a rental car and it is not 100% full of gasoline, ask for the tank to be filled or for a replacement vehicle. This has been a recent, reoccurring problem that Enterprise has assured the University has been resolved.
If Enterprise does not meet these conditions, please notify Procurement Services at 434-924-4212 or email Kevin Crabtree at kc5yc@virginia.edu.
Marketplace Favorites
July 23, 2008
Hosted Catalog price changes are automatically updated for items saved in a Marketplace Favorites List. Punchout catalog price changes, when the item is saved in a Marketplace Favorites List, are not updated in the favorites list. Procurement pays the lesser of purchase order (PO) price or invoice price for catalog orders. When Punchout items are saved in a Marketplace Favorites List, the prices are often wrong, causing discrepancies between the PO and invoice price.
To resolve this issue, we will remove the ability to save Punchout items in a Marketplace Favorites List on August 1, 2008. Although Punchout items saved in a Marketplace Favorites List prior to August 1 will remain, the Marketplace will prevent orders to be placed for these Punchout items. We recommend that Shoppers use the Favorites List on the Punchout Catalog when available. A list of Punchout Catalogs with Favorites List functionality can be found in the UVa Marketplace.
If you have any questions about the UVa Marketplace Favorites Lists, contact Procurement Services at 924-4212.