Joint Purchasing Agreements
Joint Purchasing Agreements
TO: All Departments
FROM: Tim Thornton, Director of Purchasing
DATE: January 1, 2018
SUBJECT: JOINT PURCHASING AGREEMENTS, VENDOR SELECTION, & REIMBURSEMENT PROCEDURES
The deregulation of campus-wide strategic sourcing procedures has allowed the University’s populace to pursue any vendor and acquisition method desired to satisfy their commodity or service needs often without first consulting the Purchasing Department. Each fiscal year, the absence of structured strategic sourcing procedures allows for dozens of vendors to receive spend volumes that meet and exceed the State of Alabama’s competitive bidding threshold of $15,000 without an associated Request for Quotation (RFQ) or Request for Proposal (RFP), causing an issue of compliance to state purchasing regulations. The mandatory use of joint purchasing agreements, where applicable, will reduce the probability of such occurrences. Since joint purchasing agreements have already been competitively bid by a public agency, there are no additional bidding requirements, restrictions on spending, nor need to obtain a Disclosure Statement for any requisition. For the above reasons, the following procedures will be implemented and enforced effective January 1, 2018:
- Departments must purchase commodities and services, whenever applicable, from vendors established on joint purchasing agreements, University-let bids, and
- The Purchasing Department will be the sole authority in determining whether or not a commodity or service can be successfully fulfilled by vendors identified on joint purchasing agreements, University-let bids, or contracts.
- If a requisition and its associated pro-forma invoice or quotation are submitted to
the Purchasing Department using a vendor that is not identified on a joint purchasing
agreement, University-let bid, or contract and the Purchasing Department has identified
that there are suitable vendors available via these means providing like commodities
or services at comparable rates, the requisition will be rejected from further processing,
and the requisitioner will be notified to modify the existing requisition using one
of the recommended vendors. NOTE: This procedure is necessary for high-dollar acquisitions that would cause the
University to exceed the competitive bid threshold. This procedure has no bearing
on low-dollar acquisitions, but the Purchasing Department shall be the sole authority
in determining what is to be considered a low or high dollar acquisition.
i. If requested, the Purchasing Department will aid in the strategic sourcing of commodities and services by recommending a vendor to meet any commodity or service need identified.
ii. Changing the vendor on a requisition may likely change a requisition’s referenced inventory item numbers, quantities, unit prices, and commodity description(s). Requisitioners should be prepared to make all necessary corrections.
- Departments should review the attachments for each joint purchasing agreement listed
below and send the Purchasing Department (firstname.lastname@example.org) a list of vendors by spend category and joint purchasing agreement that they desire
to use if not already identified in Section V of this memorandum. Departments should first pursue vendors available through joint purchasing agreements,
whether they be named specifically in Section V or listed in the links and attachments
of Section IV of this memorandum, before submitting Vendor ID Request Forms to Purchasing
for vendors not listed on any of these joint purchasing agreements. Vendor ID Request
Forms for the addition of vendors identified on joint purchasing agreements should
be annotated in the section of the form that asks, “In what capacity will the commodity
or service be utilized?” In this section the joint purchasing agreement referenced
and the business purpose should be identified.
- The Purchasing Department must be provided a minimum of three (3) business days to
initially establish new accounts and identify account managers with vendors identified
on joint purchasing agreements. Furthermore, departments are encouraged to work cooperatively
with Purchasing in planning the acquisition of the commodities and services requested.
- Alabama A&M University commonly utilizes the following joint purchasing agreements.
For a vendor listing per spend category, please see the attachments.
- State of Alabama Contracts – Division of Purchasing
- Alabama Community College System and Alabama Higher Education Joint Purchasing Agreement
- U.S. Communities Government Purchasing Alliance
» U.S. Communities GPA Guide
- National Joint Powers Alliance (NJPA)
» NJPA Contracts List
- E&I Cooperative Services (E&I)
» E&I Supplier List
- National Cooperative Purchasing Alliance (NCPA)
» NCPA Vendor List
- National IPA/Vizient
» Vizient Contract List
- The following categorized vendors available via joint purchasing agreements serve
as the preferred vendors to provide the following commodities and services to the
University. Since many vendors offer products and services spanning a variety of spend
categories, users may use any vendor desired available on joint purchasing agreements
to fulfill their needs even if not explicitly annotated in this memorandum. NOTE:
The Purchasing Department in accordance with the Federal Acquisition Regulation and
the State of Alabama Competitive Bid Laws promotes supplier diversity and fair and
open competition among vendors and does not seek to restrict any vendor’s opportunity
to provide Alabama A&M University with its goods and/or services. Joint purchasing
programs, such as E&I Cooperative Services and the National IPA, provide additional
discounts and rebates to participants based on annualized volume spending; furthermore,
the use of joint purchasing agreements, whenever feasible, helps the University recoup
funds invested in supporting campus operations throughout each academic year. Please
contact the vendor representatives noted below and reference the corresponding joint
purchasing agreement when obtaining quotations to ensure competitive pricing.
- SCIENTIFIC EQUIPMENT, SUPPLIES, & SERVICES
Departments should first contact the vendors listed below to verify their ability to provide the requested commodities before making a claim that a commodity falls into the Sole Source category or should be supplied by another vendor.
Fisher Scientific (A00124738) – E&I Cooperative Services,
Contact Heather Friedman – E: email@example.com, PH: (334) 663-2103
VWR International (A00241201) – E&I Cooperative Services,
Contact Alie Mallet – E: Alie.Mallet@vwr.com (Direct) or firstname.lastname@example.org, PH: (205) 535-9096
Waters Technologies Corporation (A00241575) – E&I Cooperative Services,
Contact Michael Jones (Sales) – E: email@example.com, PH: (800) 252-4752 x6371
Contact Michael Marks (Service & Repair of Instruments) – E: firstname.lastname@example.org, M: (256) 694-9542, PH: (800) 252-4752 x6663
Carolina Biological Supply Co. (A00241093) – National Joint Powers Alliance,
Contact Destinee Smith - E: email@example.com, PH: (800) 334-5551 x6207
Other Scientific Equipment Vendors offered through E&I Cooperative Services
Submit Vendor ID Requests for vendors not listed in this section.
- MEDICAL EQUIPMENT & SUPPLIES
Moore Medical Supply (A00241436) – National Joint Powers Alliance,
Contact Lance Powell – E: firstname.lastname@example.org, PH: (800) 234-1464 x5548, F: (877) 782-6460
Vizient Contracts through National IPA – Please refer to the attachments of Section IV.g above for vendors and their representatives. Submit Vendor ID Request Forms for any of these vendors of interest. Refer to Section II of this memorandum.
- PHOTO & VIDEO EQUIPMENT & SUPPLIES
B&H Foto & Electronics Corp. (A00241489) – E&I Cooperative Services,
Contact Josh Auman, E: email@example.com, PH: (212) 239-7500 x2974
- MAINTENANCE, REPAIR, OPERATIONS (MRO), INDUSTRIAL, & SAFETY EQUIPMENT & SUPPLIES
Lowes (A00124642) – E&I Cooperative Services,
Contact Lisa Minton, E: Lisa.C.Minton@Lowes.com, PH: (704) 758-2845, F: (877) 793-8455
Check-out a Lowes E&I account card from the Purchasing Dept. prior to arriving in-store to received discounted pricing through E&I Cooperative Services
Home Depot (A00359760) – U.S. Communities Government Purchasing Alliance,
Contact George Brogan, E: George_Brogan@homedepot.com, PH: (727) 919-9623
Check-out a Home Depot account card from the Purchasing Dept. prior to arriving in-store to receive discounted pricing through U.S. Communities
SupplyWorks – a subsidiary of Home Depot (A00241224) - U.S. Communities Government Purchasing Alliance,
Contact JW Williams – E: JW.Williams@supplyworks.com, PH: (256) 337-5818
Users should submit orders online to be approved by Purchasing personnel. Go to www.supplyworks.com and select “Become A Customer.” Contact Joshua Blessing at firstname.lastname@example.org to obtain online access under Account Number 704765.
Grainger (A00240951) – E&I Cooperative Services,
Contact Jason Beckman – E: Jason.Beckman@grainger.com, PH: (256) 476-3594
Users should submit orders online to be approved by Purchasing personnel. Go to https://www.grainger.com/content, and click “Register Now“ in the top right corner. On the Registration page, where Account # is requested as an Optional input, type 804442507. Complete the registration process and start shopping!
Motion Industries (A00478708) – National Joint Powers Alliance,
Contact Evan Fleming – E: Evan.Fleming@motion-ind.com, PH: (256) 858-5020, M: (256) 412-9427, F: (855) 801-2230
Users should submit orders online, which will route to email@example.com for approval. Go to https://www.motionindustries.com/productCatalogSearch.jsp, and click “Sign In/Register” in the top right of the screen. Click “Register Here” under “New User?” Answer the question, “Are you a Motion Industries customer?” as Yes. Enter Branch Code # AL17 and Account # 700002-01. Complete the registration process and start shopping!
HD Supply (A00478714) – U.S. Communities Government Purchasing Alliance,
Contact Billy Morse – E: William.Morse@hdsupply.com, PH: (980) 216-0046, F: (844) 895-0739
Users should submit orders online, which will route to firstname.lastname@example.org for approval. Go to https://hdsupplysolutions.com/shop/user_registration and in the “Current Customers” Section, enter Customer # 12670155 and Billing Zip Code 35762. Enter the Security Code provided, and click Register to Order. Complete the registration process and start shopping!
Applied Industrial Technologies (A00478687) – U.S. Communities,
Contact Blair Kenimer – E: email@example.com, PH: (256) 259-1445, M: (256) 605-0950, F: (256) 259-2185
Users should submit orders online, which will route to firstname.lastname@example.org for approval. Go to www.applied.com, and click on the “Register” button at the top left of the screen. Choose your profile type of “State or Local Government,” personal account information (email and password), and customer information. When asked if you have an account with a local Applied service center, click “Yes,” and type in your account number 1286293. Agree to the terms, and submit the request.
Fastenal (A00366538) – National IPA,
Contact Clay Rasco – E: email@example.com, M: (281) 299-1405, PH: (770) 516-9548, F: (507) 494-9701
Users should submit orders online, which will route to firstname.lastname@example.org for approval. Users should send an email to email@example.com requesting to obtain a Fastenal account.
- CONSTRUCTION & AGRICULTURAL EQUIPMENT
Huntsville Tractor Equipment (A00124633), Distributor of Kubota (A00460896), New Holland, Bandit Industries, Inc., Land Pride, & Terrain King, which are available through the National Joint Powers Alliance
Contact David Ficken (Sales) - firstname.lastname@example.org, Bobby Gamble (Parts) - email@example.com, PH: (256) 837-6767
Tri-Green (A00241855), Distributor of John Deere (A00241848) – National Joint Powers Alliance
Contact Keith Smith – E: firstname.lastname@example.org, PH: (931) 433-5620
Bobcat (A0040170) - National Joint Powers Alliance,
Contact Brad Tittle (Sales, Parts, Service, & Rentals) – email@example.com, PH: (256) 895-3311, F: (256) 895-0399
Office Environments, Inc. (A00478233) - E&I Cooperative Services,
Contact Courtney McCool – E: cmccool@OFFICENVIRONMENTS.COM ,
M: (205) 470-6065, PH: (256) 704-5008
Distributor of Global Furniture Group, Claridge, MityLite, American Seating, Coalesse, Falcon, Gunlocke, Howe, Shelby Williams, & Thonet
KI International (A00399620) - State of Alabama Contracts – Division of Purchasing,
Contact: Milton Bresler – E: Milton.firstname.lastname@example.org, PH: (205) 223-0170
Aaron Scroggins – E: Aaron.email@example.com, PH: (205) 587-6664
State of Alabama Contracts – Division of Purchasing
Listing of all Furniture Manufacturers under contract with the State of Alabama. The distributors also accept the manufacturers’ negotiated rates and discounts.
- OFFICE SUPPLIES
Staples Business Advantage (A00435961) – currently UAB Joint Purchasing Agreement,
Contact: Elayne Neubert – E: firstname.lastname@example.org, PH: (205) 343-0774, F: (205) 391-2114
Amazon Capital Services (A00469126) – U.S. Communities Government Purchasing Alliance,
Contact: Harold Respass – E: email@example.com, PH: (617) 577-4615 (See also Amazon Business Accounts memo for more details).
Please note that Staples Business Advantage and Amazon Business may be used to purchase ANY CATEGORY of product offered, not just office supplies. If you require access to either Staples Business Advantage or Amazon Business, please contact Purchasing via email at firstname.lastname@example.org.
- OFFICE PAPER
Strickland Paper (A00359551) - State of Alabama Contracts – Division of Purchasing,
Contact Crystal Gomez – E: email@example.com, PH: (334) 613-9040
» Relay/USA Copy Multipurpose Bond 8.5” x 11” - 20# White, Min. 92 Bright paper per carton of 5000 sheets: $24.10
Athens Paper (A00124582) – Bid No. 2K17-13B,
Contact Ron Dunaway – E: firstname.lastname@example.org, M: (256) 656-2339, PH: (256) 772-8500
» Declaration 8.5” x 11” – 20# paper per carton of 5000 sheets: $26.50
» Navigator 8.5” x 11” – 20# paper per carton of 5000 sheets: $33.85
» Paper One 98 Bright 8.5” x 14” – 20# paper per carton of 5000 sheets: $33.55
» Navigator 8.5” x 14” – 20# paper per carton of 5000 sheets: $46.50
- PROMOTIONAL PRODUCTS, SCREENPRINTED & EMBROIDERED APPAREL, RENTAL SUPPLIES FOR EVENTS,
AND GRAPHIC DESIGN SERVICES
- MAIL MACHINE EQUIPMENT & SUPPLIES
Pitney Bowes (A00124652) – National Joint Powers Alliance & State of Alabama Contracts – Division of Purchasing,
Contact: Vic Paschal – E: Victor.Paschal@pb.com, M: (205) 246-4294, F: (203) 460-9022
- EXPRESS DELIVERY & FREIGHT
FedEx Express (A00241606), FedEx Ground (A00241605), FedEx Kinkos (A00124641) – E&I Cooperative Services,
Contact: Bobby Bledsoe – E: email@example.com, PH: (901) 219-6964
- OFFICE EQUIPMENT SALES & SERVICE – MULTIFUNCTION PRINTING DEVICES
J.T. Ray Company (A00359604) – National Joint Powers Alliance,
Contact Stewart Schuerr – E: firstname.lastname@example.org, M: (256) 759-2456
a. Supports current fleet of Konica Minolta multifunction printing devices
- AUTOMOTIVE MRO SUPPLIES
Advance Auto Parts (A00478659) – U.S. Communities Government Purchasing Alliance,
Contact Ken Smith – E: email@example.com, PH: (256) 520-8583
a. Supplies available for in-store pick-up with official purchase order
- AIR TRAVEL
Airfare should be arranged in Egencia. When the traveler is an employee or graduate student of the University, encumbrances should be entered in that traveler’s name as the vendor. Guests, interviewees, and group student travel should be encumbered in the sponsor’s name as the vendor.
» Egencia and Air Travel Memo
» University Travel Procedure
- RENTAL VEHICLES FOR BUSINESS TRAVEL
Enterprise Rent-A-Car (A00359809) – E&I Cooperative Services,
Purchasing will provide quotes and make reservations with the vendor upon receipt of the details and preferences. See also Enterprise Rentals memo.
The ITS Department strategically sources technology-related commodities using the joint purchasing agreement and vendor of choice per project. Requisitioners should submit work orders to ITS to request quotes for technology-related commodities. The ITS Department commonly sources commodities and services using the following vendors available on the Alabama Community College System and Alabama Higher Education Joint Purchasing Agreement.
i. Blackboard, Inc. (A00365225)
ii. CDI (A00448071)
iii. CDW-G, Inc. (A00242245) also through E&I Cooperative Services
iv. Connection (A00371279)
v. Dell (A00124727)
vi. Graybar (A00241910)
vii. Hewlett-Packard (A00240926)
viii. Howard Industries, Inc. (A00394450), Howard Computers (A00394375)
ix. IBM (A00241868)
x. Information Transport Solutions, Inc. (A00377247)
DLT Solutions (A00366326) – National Cooperative Purchasing Alliance,
Contact Bradley Gernat – E: firstname.lastname@example.org , PH: (703) 708-9105,
M: (703) 608-0174, F: (866) 708-7064
Jason Quinn – E: email@example.com, PH: (703) 708-9617, F: (866) 708-6842
Best Buy for Business (A00241706) – National Cooperative Purchasing Alliance,
Contact Katie Sampedro – E: Katie.Sampedro@bestbuy.com, PH: (612) 292-0457, F: (952) 430-5714
Users should contact Katie to obtain quotes for commodities reflective of the National Cooperative Purchasing Alliance’s discounted pricing.
The Physical Facilities Department strategically sources services for public works projects in accordance with State of Alabama Code Title 39. Please contact the Director of Physical Facilities for assistance. For public works-related commodities, please refer to this memorandum and contact the Purchasing Department at firstname.lastname@example.org for assistance.
Servpro (A00402041) - National Cooperative Purchasing Alliance,
Contact Vicki Bryan - E: email@example.com, PH: (256) 534-1171
Thyssenkrupp Elevator Corp. (A00441618) – National IPA,
Contact Justin Jarrett – E: Justin.Jarrett@thyssenkrupp.com, PH: (205) 945-7763 x1231, M: (770) 548-3261
This Side Up Movers (A00469041) – On-Campus Moving Services, Bid No. 2K17-02F,
Contact Harry Field, E: firstname.lastname@example.org, M: (256) 348-8522
a. Please click here for the negotiated rates.
- UNIVERSITY-LET CONTRACTS
The University is currently under formal contract with the following vendors, and they should be used whenever possible.
Aramark Dining Services (A00124616) – on-campus food catering services
RJ Young (A00367696) – on-campus managed print services
- SCIENTIFIC EQUIPMENT, SUPPLIES, & SERVICES
- Individuals will no longer be reimbursed for purchases of commodities if a vendor that accepts purchase orders could have been requisitioned to provide the commodities required. All commodities and services should be requisitioned prior to the receipt of said commodities and services. Proper acquisition planning will allow for the adherence to these procedures.