ebaker Archives

Vendors sometimes seek to express their appreciation for the University’s business by offering gifts, food, meals and invitations to parties. This can especially be true during the holiday season. The University’s Policy states that such offers are inappropriate and consequently are not accepted by the Procurement Services Department staff. We strongly encourage all UMW faculty and staff to abide by this policy.

The University is a member of the National Institute of Governmental Purchasing (NIGP) and endorses and supports its Code of Ethics. In keeping with that Code and the Laws of the Commonwealth, and in the spirit of a professional public entity, the employees of the University cannot accept gifts of any kind from vendors. The University, as an Agency of the Commonwealth of Virginia, and its employees are subject to the Virginia Comprehensive Conflict of Interests Act as well as the Virginia Public Procurement Act.

We greatly appreciate your understanding and support of this policy. Vendors can best convey their appreciation by continuing to promptly provide high-quality goods and excellent, reliable services at the best possible prices.

Erma A. Baker
Assistant VP for Business Services & CPO

December 2013 Updates and Announcements

Procurement Services
- Supplier Diversity Pacesetter Award
- Tier II Status Attained
- Holiday SPCC Sign-Off Date
- SPCC Annual Training
- Forms
- Contract Activity
- Gift Policy
Parking
- Parking Advisory: Winter Parking Locations
Bookstore
- Holiday Ornament
- Annual Holiday Open House: 20% Off
Copy Center
- Networking Training, Dec. 17.
Post Office
- USPS Rate Increase – Jan. 26, 2014
EagleOne
- Off Campus Merchants

Since our last eUpdate, the Procurement Services Department has received state-wide recognition for increasing efforts toward supplier diversity, and UMW was awarded Tier II operating authority in the areas of IT and Procurement.

Initial changes:

1) The SPCC 5 day rule no longer applies.

2) The purchase of writing implements is no longer exclusive to VIB.

All other regulations are in place at this time.

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Members of UMW’s procurement team pose with their Supplier Diversity Pacesetter Award.

SUPPLIER DIVERSITY PACESETTER AWARD

On Oct. 28, 2013, UMW Procurement Services received the Supplier Diversity Pacesetter award during the Governor’s 2013 Supplier Diversity Awards Program. The award was presented by Ms. Ida McPherson, Director of the Department of Minority Business Enterprise, in conjunction with the Commonwealth of Virginia Procurement Forum.

EagleEye Article: http://umweagleeye.wpengine.com/2013/11/07/procurement-services-receives-statewide-award/

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TIER II STATUS

On Oct. 29, UMW was approved for Tier II operating authority in the functional areas of Information Technology and Procurement (excluding real property or construction). In the letter from Richard Brown, secretary of finance, granting that authority, Brown stated, “This is a solid achievement and reflects the continuing hard work and expertise of the staff at the University of Mary Washington.”

UMW is transitioning to new rules and regulations associated with Tier II. Additional information will follow as the transition unfolds.

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SMALL PURCHASE CREDIT CARD DECEMBER SIGN-OFF DATE

Please ensure that all transactions are coded and signed-off by the following date:

Winter Break – Dec. 18, 2013 (sweep date: Dec. 19)

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ANNUAL SPCC TRAINING: COMING SOON

The annual SPCC training is required for all cardholders and cardholder reviewers. The training is available in the Knowledge Center and needs to be completed by Feb. 15, 2014.

Instructions on Accessing SPCC Training

Questions? Contact Melissa Myers at (540) 654-1057

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CONTRACT ACTIVITY

Grant Writing RFP – awarded McAllister & Quinn
Bookstore POS – Negotiations in process
Rental Equipment -Awarded
Carnival/Entertainment Rental Contract- Awarded
Athletic Prospect Recruitment Software – Intent to Award Posted
Admissions Search contract – Contract documents under review

PROCUREMENT FORMS

Are available on the procurement website, as we adapt to new procurement reference points, please utilize the website as the official source of forms.

PROCUREMENT SERVICES FORMS

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GIFT POLICY

UMW Procurement Policy regarding acceptance of gifts may be accessed on the procurement website.

PARKING ADVISORY: WINTER PARKING LOCATIONS

Due to the possibility of inclement weather during campus break, ALL vehicles that will be left unattended/overnight on campus during the Winter Break should be parked in Sunken Road lots #11 and #13, and the William Street lot.

In the event of a Snow Emergency Declaration, all other lots/areas will need to be clear of vehicles, this includes Fac/Staff vehicles and any UMW assigned Service/Pool Vehicles for all departments. Please move these vehicles to the above mentioned areas, or the Physical Plant, and follow any other instructions.

Have a safe and enjoyable holiday season. Contact the Parking Management Office (540)654-1129 with any questions.

2013 HOLIDAY ORNAMENT

$20.99 in the UMW Bookstore (while supplies last).

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BOOKSTORE’S ANNUAL HOLIDAY OPEN HOUSE
Enjoy 20% off regularly priced UMW Clothing and Insignia: In progress now through December 13.

NETWORKING PROJECT STATUS

Interested in using all the features of your “copier” aka multi-function device? Attend a 30 minute training session on Tues., Dec. 17 in Tyler House.

Attendees will learn how to:
–        Scan to email
–        Scan to thumb drive
–        Scan in color
… eliminate the need to fax, lower print costs!

Call ext. 1935 to book a training time.

http://adminfinance.umw.edu/copies/mfd-networking-project

USPS RATE INCREASE EFFECTIVE JAN. 26, 2014

Effective Jan. 26, 2014 the United States Postal Service will increase prices on most classes of mail. Single-Piece First-Class Mail letters increase from 46 cents to 47 cents.

Get your forever stamps now at the UMW Post Office, before the price increases.