** Archived announcement. Information may have been updated. **
12/10/02 Holiday Schedule for Central Receiving
The Central Receiving Department of the University of
Notre Dame will observe the following schedule for the
up-coming Holidays:
- December 20, 2002: Receiving dock closes
at 1:00 p.m.
- December 23, 2002 - January 1, 2003: Closed
- January 2, 2003: Business-as-usual re-open
for shipping and receiving at 7:30 a.m.
OUT-BOUND SHIPMENTS: Any packages requiring shipment before
the Christmas holiday, must arrive at Central Receiving
no later than 2:30 p.m. on Friday, December 20, 2002. To
utilize out-going package pick-up on December 20th you
must contact Central Receiving (1-7026) before noon. Any
out-going packages after this deadline will need to be
brought to the Central Receiving counter before 2:30 p.m.
for processing.
Central Receiving anticipates the receipt of approximately
700-1,000 packages during the holiday break. We will be
processing and delivering this unusually large volume of
packages as rapidly as possible, starting Thursday, January
2, 2003. If you are expecting a package and have not received
it by Friday January 3rd, feel free to call the Central
Receiving office (1-7026) with the tracking number and
we will assist in locating the package. Thank you in advance
for your cooperation.
The staff of Central Receiving wishes you and yours a
Happy Holiday season.
** Archived announcement. Information may have been updated. **
11/4/02 Gateway and GovConnection selected as IT suppliers
As part of the transition of institutional technology
purchasing from the OIT Solutions Center to Procurement
Services, a Request for Proposal was developed and sent
to 13 potential IT suppliers. The development of this RFP
was the result of studying the IT purchasing methods of
numerous academic and corporate entities. Our goal was
to learn from peer institutions and companies' practices
for developing an RFP unique to Notre Dame’s needs.
After careful analysis of the proposals, Gateway was chosen
as the sole source provider of Windows-based desktop computers
and a preferred supplier of laptop computers, GovConnection
chosen as a preferred supplier of laptops and Apple Computer
for providing Apple technology.
These negotiations resulted in the University signing
a three year (renewable up to five years) contract with
Gateway in which Notre Dame agrees to purchase all Windows-based
desktop computers from Gateway and names them as a preferred
source for Gateway laptops.
The specific benefits of the new contract include:
- Aggressive discount off of gateway.com prices.
- A two-hour
on-campus "breakdown to repair" commitment
through Gateway’s
partnership with Herrman & Goetz using a pool of hot computer spares
and parts.
- On-campus Gateway support person in the Solutions Center
to answer Gateway specific questions.
- Free training clinics
at the Mishawaka Gateway store for all faculty and
staff.
- Online catalog purchasing coming through the new
e-Procurement system.
- On-demand reports of what is
purchased so the OIT understands what is required to
support the level of technology
being purchased.
GovConnection was chosen to supply IBM laptops.
It offered an aggressive cost-plus pricing model,
dedicated
inside sales consultant, and regional
account manager.
In addition, GovConnection was selected as a preferred vendor of
software and peripherals. Its web ordering and
aggressive pricing have made
it a valuable partner for the University.
Apple was chosen due to our strong relationship and the
advantages of our current contract.
Please contact Procurement Services' helpdesk at 631-4BUY regarding purchasing
machines based upon Unix and other platforms or Dan Brewer at 631-9510.
** Archived announcement. Information may have been updated. **
11/4/02 ND selects Airborne and DHL for parcel-package
services
Notre Dame spends more than $565,000 annually on parcel
package services. We participated in a national bid through
our higher education buying consortium in an effort to
lower parcel shipping costs campuswide. The result of this
bid was the selection of Airborne Express (domestic) and
DHL (international) as our strategic service providers.
Please visit the FAQ's
page on parcel package services 
and
check the comparative pricing table for more information.
We recognize that FedEx and UPS have been the providers
at the University for some time, but you will discover
that Airborne and
DHL provide
comparable services at a much lower rate. With full participation,
we estimate savings
in excess of $140,000 per year.
For more information on how to obtain these services, please visit the parcel
package services page.
** Archived announcement. Information may have been updated. **
11/4/02 Notre Dame prepares for e-Procurement
Ask anyone who has ever purchased goods or services at
the University, and you’ll get a similar answer:
the process is complex, often confusing, and too many people
are involved. There has to be a better way!
On July 1, an initiative was launched by Procurement Services which will bring
about significant improvements to procurement processes across campus, consistent
with the departmental mission of stewardship of University resources. At the
core of the effort is e-Procurement technology from HigherMarkets, a division
of SciQuest, Inc., which specializes in the higher education arena.
“ The University of Notre Dame is committed to leveraging technology to
improve operational effectiveness in the administrative services we deliver,” said
James J. Lyphout, Vice President for Business Operations. “Procurement
is a key area in which we expect to achieve substantial administrative savings
over the coming years.”
“We intend to be a leader in providing easy-to-use
procurement methods through the use of technology and the
application of professional buying techniques,” said
Tim Gibney, Assistant Vice President for Procurement Services. "As
a result of e-Procurement, we anticipate a significant
improvement in our purchasing procedures with measurable
cost savings in the process. The HigherMarkets platform
offers us proven, quality applications that will help us
meet our procurement goals quickly and in a cost effective
manner.”
A special kickoff luncheon was held in July to recognize
the work of the software selection committee and to introduce
the core project team. Rev. Mark Thesing, C.S.C., rector
of Keenan Hall, delivered an invocation at the beginning
of the initiative.
The technology implementation itself is part of the OIT-sponsored Renovare
program. An Executive Steering Committee, chaired by Gibney, oversees the effort.
Membership includes:
• Dr. Joe O’Tousa, College of Science
• Drew Paluf, Office of the Controller
• Mike Seamon, Office of the Executive Vice President
• Dan Skendzel, Business Operations
• Dr. Ed Trubac, Mendoza College of Business
• Gordon Wishon, OIT.
Dan Traub, Director of Procurement Systems, serves as
project manager, leading a core team of Notre Dame staff
who design, develop and test the solution. Their commitment
to the success of the project has been evident from the
beginning, says Traub. “We’ve asked most of
them to take on these responsibilities in addition to their
regular duties. I’m impressed with the incredible
knowledge and effort they bring to the project.” The
core team includes:
• Vic DeCola, Controller’s Office
• Paul VanDieren, Payment Services
• Mark Zeese, Payment Services
• Vaibhav Agarwal, Procurement Services
• Bill Bosler, OIT
• Lisa Bognar, Risk Management and Safety
• Nancy Fulcher, Procurement Services
• Mike Geglio, OIT
• Nina Hershberger, Procurement Services
• Padmini Kamath, OIT
• Kevin Kessinger, Procurement Services
• Frank Parker, Procurement Services
• Ann Strasser, Research & Sponsored Programs Accounting
The University has engaged IBM Global Services to provide
professional services related to the installation. Two
groups on campus have agreed to serve as advisors and “early
adopters” as the system is prepared for rollout:
the College of Engineering, with the help of Dean Frank
Incropera and Director of Budget and Operations Bob Cunningham;
and a collection of departments in Grace and Flanner Halls.
The Early Adopter teams will participate in design and
testing activities during September and October, and they
are anticipated to begin using the system in early November.
“The Early Adopter team members have been a huge
asset to the effort,” notes Traub. “They have
been enthusiastic about giving their time and energy to
making the solution work well. Change is sometimes tough,
but they’ve really been committed to its success.”
The system is being designed to give campus users quick,
simple, and convenient access to negotiated contract pricing
with strategic suppliers. It will also reduce unnecessary
paperwork and delays associated with many of today’s
cumbersome processes. In addition, business-to-business
capabilities will link Notre Dame with its suppliers directly
via the Internet, allowing orders to be placed accurately
and securely.
The campus rollout will take place over the next several quarters as communication
and training programs are developed in order to ensure a successful transition
for all involved. Details about the schedule and specific benefits users can
expect will be communicated in future editions of the IrishBuyer newsletter.
Procurement Services wishes to thank the many faculty
and staff who have responded generously with time and feedback
during the design process. The project team looks forward
to ongoing collaboration with the campus as we strive to
deliver world-class procurement capabilities both now and
in the future.
** Archived announcement. Information may have been updated. **
9/10/02 Price increase for Microsoft Campus Software
Due to increases of media costs from Microsoft, effective
Sept 12th 2002, the price of the Microsoft Campus Software
for departmental purchases will increase to $23 from the
current cost of $20. Please plan your purchases accordingly.
The software can be ordered through the IT
Procurement section of
the website. Please contact Dan Brewer via email or phone
(1-9510) with any questions.
** Archived announcement. Information may have been updated. **
8/30/02 ND establishes long term relationships for moving services
The University of Notre Dame, as the result of a formal
bid process, has established long term contracts with four
moving vendors to accommodate the needs of faculty, staff,
and retirees as well as departmental requirements on campus.
These companies are Wiltfong/United, Wheaton, Graebel Van
Lines and Michiana North American. Please visit the Moving
Services section
for more information.
** Archived announcement. Information may have been updated. **
7/29/02 Change in Vehicle Acquisition process
Effective July 1, 2002 the process for vehicle acquisition
at the University has changed. A University department
requesting a new vehicle or a replacement vehicle will
be directed to Transportation Services. Transportation
Services will provide an information folder that will aid
in the approval and specification process. Procurement
Services will continue to obtain bids and issue purchase
orders for vehicles requisitioned through Transportation
Services. Please contact Marty Ogren or John Nelson in
Transportation Services at 631-4367 with any questions.
** Archived announcement. Information may have been updated. **
7/29/02 Access to Microsoft Campus Agreement Software
With the transition of institutional computer and technology
purchases from the Solution Center to Procurement Services,
access to institutional media from the Microsoft Campus
Agreement will change as follows (applies only to the software
titles listed below):
Microsoft Office
- The preferred option for Windows users to access Microsoft
Office is by joining the Windows domain (https://www.windows.nd.edu).
Instructions regarding joining the domain can be obtained
from the following document, your Departmental Computer
Consultant (DCC), or by contacting the OIT help desk
(1-8111). After successfully joining the domain, Office
can then
be added by going to the windows domain page, selecting “Software” from
the menu on the left, and subscribing to Microsoft Office.
Note: Enter 99999-999999 as the account
and the $30 fee will not be charged.
- If you are running
a Mac or are not a member of the
Windows Domain, then please complete the Online Order
Form . The cost will be $20 per copy to cover actual
media costs.
Please note that each user is no longer required to have
a CD copy of Microsoft Office; therefore you only need
additional copies to facilitate the installation process.
Windows Operating Systems
Windows Operating Systems disks can be obtained via the
Online Order Form. Once again, to reduce institutional
expense, please limit the number of media sets purchased
by your department to the number required for installation
scheduling purposes (a set isn't needed for each machine).
Other IT Related Announcements
To purchase printers and peripherals, please visit the
IT Procurement section or
contact Dan Brewer (1-9510). Central Receiving will also
carry an inventory of emergency
ethernet cables and surge protectors.
The instructions above only cover institutional purchases.
Personal purchases should be referred to the OIT Solution
Center (1-7477).
Please contact Dan Brewer, IT Procurement Specialist,
if you have questions regarding the above policies and
procedures.
** Archived announcement. Information may have been updated. **
6/30/02 Change in Procurement of IT Products
Effective July 1, 2002 procurement of IT products (e.g.
computers, printers, cables, etc.) will change. It is important
that you read this message carefully to ensure that you
understand how your future IT purchases will be processed
at Notre Dame.
Beginning July 1, all institutional purchases of IT products
(e.g. computers, printers, cables, etc) using a Notre Dame
departmental account, will be managed by Procurement Services.
By making this change, departments can take advantage of
price breaks as a result of aggregate buying and have products
directly shipped to your department for quicker delivery.
Additionally, the OIT and Procurement Services will work
together to ensure that product offerings meet University's
IT standards so that departments can be assured that products
purchased will work in the Notre Dame environment.
Please contact Dan Brewer at 1-9510 or the Procurement
Service's Help Desk at 631-4BUY with questions regarding
this change in IT procurement or for assistance with your
department's IT procurement needs.
If you wish to purchase IT products for your personal,
non-work related use, the OIT Solutions Center can assist
you in obtaining high-quality technology products at an
educational discount. The Solutions Center also assists
students in purchasing computers as they enroll in the
University. You can contact the Solutions Center by phone
at 631-7477 or by e-mail solution@nd.edu.
IT Procurement FAQ's
IT Procurement Buying Guide
** Archived announcement. Information may have been updated. **
6/28/02 Visit the new Web Brochure for Office Furniture
For years, furniture at Notre Dame has been purchased
using unwritten guidelines. We have bought furniture and
related items from over 50 different vendors. Now, as a
result of a formal bid process, the University is pleased
to announce strategic partnerships with Office Furniture
by Styline (OFS), Hon and National Office Furniture for
wood furniture, and Herman Miller for non-wood furniture.
Procurement Services, Office of the University Architect,
and Facilities Operations have established a Customer
Web Brochure* as an informational viewing tool to enable end
users on campus to review in detail our new comprehensive
office furniture guidelines program.
Please visit the Customer Web Brochure and contact Tom
Rogers at 631-4368 if you have any questions.
* Please use Internet Explorer 5.0+ or Netscape 6.0+ for
best results.
** Archived announcement. Information may have been updated. **
6/26/02 Order your business cards, letterheads and #10
envelopes online!
The University has partnered with Impressions, Inc. in
Elkhart to produce a standard Notre Dame business
card, letterhead, and #10 envelopes as
designed by the University Communications and Design department.
All
items
are printed
on white crest color paper (thicker paper for business
cards). Please limit your order quantity to "as needed" because
in Fall 2002, the University will announce a new logo to
be used on stationery items.
No purchase orders or ProCard is required to order. The
respective department accounts will be charged directly
by Accounts Payable. Simply follow the instructions and
the items will be delivered directly to your office by
Central Receiving.
If you have questions, please contact Elaine Sera
at 631-7931. You may also visit the FAQ
section and
get some answers immediately!
** Archived announcement. Information may have been updated. **
6/10/02 Sam's Club Ordering Procedures
The following is a reminder that the procedures and action
steps to be taken when doing business with Sam's Club still
apply and are the following:
1. Fill out a purchase requisition form with the appropriate
information.
2. Please submit an approved Requisition to obtain a purchase
order number. If an after-hour purchase is anticipated,
the purchase order number will still need to be obtained
from Procurement Services during normal working hours (8am
to 5pm).
3. Open the issuance of an purchase order number, Procurement
Services will then process a Sam's Club form with the following
information and FAX it to Sam's Club:
- Department Name
- Requisitioner
- Department Phone#
- Requisition#
- Purchase Order#
- General List of Items being purchased.
4. After arriving at Sam's Club, the end user must present
a photocopy of the purchase requisition at the Refund Desk.
(PLEASE DO NOT LEAVE THE ORIGINAL REQUISITION AT SAM'S).
The store will then make a photocopy of either the staff
ID or the individual's drivers license.
5. Selected purchases may then be made throughout the store.
6. Once at the checkout counter, the cashier will contact
a checkout supervisor to obtain the University's membership
card.
Compliance with the steps above by University Departments
will ensure that purchases will be made in the most efficient
manner.
An additional service that Sam's Club offers, based on
a 24-hour notice, is the opportunity to fax your order
directly to the store and have the desired items off the
shelf so they are ready for your pick-up. This service
is only available Monday-Friday 7:30am thru 3:30pm and
can only be done if the end user knows exactly the items
desired. The fax# for the store is 574-243-8249.
Please contact Elaine Sera (631-7931) in Procurement Services
with any questions.
** Archived announcement. Information may have been updated. **
6/10/02 Martin's Supermarket Buying Procedures
Martin's Supermarket is presently experiencing problems
with individuals making charge purchases without presenting
either a University Purchase Order or a ProCard. As a result,
Martin's is finding it very difficult to get paid for those
types of unauthorized purchases. Effective May 1, the following
procedures will be instituted by Martin's:
No Open account purchases will be allowed without using
either a University Procurement Card or a Purchase Order.
Anyone making purchases for the University will be required
to first stop at the front office of the store and present
the card or the order. In return, Martin's will provide
the shopper with a charge receipt prior to making the purchases
and going through the register area.
The charge receipt must be presented to the cashier before
the items are entered into the register.
A signature will be requested by the cashier as a final
step.
We would urge the use of the University ProCard as the
ideal method of making these low-dollar purchases at Martin's.
Please contact Elaine Sera (631-7931) in Procurement Services
with any questions.
** Archived announcement. Information may have been updated. **
5/21/02 Office Depot Announced as strategic
vendor for Office Supplies and Copy Paper
In the Fall of 2001, Procurement Services issued a Request
for Proposal to a number of local and national office supply
vendors. As a result of this process, we are pleased to
announce that Office Depot's Business Services division
was selected as the University's strategic vendor for office
supplies and copy paper.
Office Depot provides
on-line ordering and departmental next day delivery of
office supplies
and copy paper. The new program, which will involve a month
long implementation period, will replace the current method
of ordering copy paper from Central Receiving. Office Depot
will provide next day delivery directly to your department.
Also, departments who regularly order 5 or more cases of
paper will be able to establish reoccurring paper delivery
orders. Detailed order information is available online
at buy.nd.edu.
If you would like to order from Office Depot and do not
have a Procard, please fill out the Procard Application
Form and contact Accounts Payable.
Copy Paper
On March 27, 2002 departments ordering copy paper witnessed
a new brand delivered by Central Receiving. Office Depot
brand copy paper is being distributed by Central Receiving
as the beginning phase of our direct-buy program with Office
Depot's Business Services Division. During the first phase,
Central Receiving will continue to supply copy paper to
University departments. As the implementation of the direct
delivery program is complete, all University departments
will order their paper directly from Office Depot and receive
their orders the next day. The Office Depot brand copy
paper that corresponds with the 8 ½ x 11, 20# 84
brightness, the paper most commonly used on campus, is
SKU #348-037.
** Archived announcement. Information may have been updated. **
5/17/02 Moving and Package Parcel Services
Procurement Services is in "best and final" discussions
with vendors to identify strategic partners for purchasing
moving services and parcel package services. We look forward
to announcing agreements with these vendors soon and the
exciting new ways to obtain the items. Please visit this
section again for updated information.
ND
users with Net ID only.
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