Purchasing Survival Kit for New Users

Purchasing Overview

Purchasing and Supply Chain Responsibilities

Purchasing Mission

Purchasing Methods

Who Do I Contact?

Contracts

Purchasing Guidelines

Supplier Guidelines

Helpful Links, Forms Bank, and FAQ’s

Purchasing Listserv

Purchasing Overview

Purchasing and Supply Chain is the designated Purchasing Agent for the University of Rochester, Strong Memorial Hospital, Highland Hospital, and Strong Health affiliates

Purchasing and Supply Chain has been granted the authority to sign contracts, purchase orders, agreements, letters of intent, etc. that obligate funds of the University of Rochester or Strong Health is limited to Officers of the University or Strong Health entity, the Associate Vice President for Purchasing and Supply Chain and their designees.

Over $500M is procured through our offices each year with over 20,000 purchase orders generated. We belong to a national group purchasing organization—Med Assets. Additional information can be obtained by contacting Purchasing and Supply Chain.

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Purchasing and Supply Chain Responsibilities

Purchasing and Supply Chain is responsible for the following:

  • Contract negotiation for the purchase of supplies, equipment and services (including independent contractors/consultants)
  • Signature authority/commitments for contract, agreements, issuance of documents that obligate University funds.

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Purchasing Mission

Corporate Purchasing Mission:

Value Highest quality at the least cost, delivered in the time required
Customer Service Assist with Purchasing needs of the University of Rochester and all affiliates
Stewardship Minimize the University’s legal and financial risks.
Compliance Conform to government (OMB Circular A-110 and FAR), sponsor, and University regulations for grant and contract purchases made with federal funds.
PR Promote positive relationships within the business community.
Integrity Supplier relationships founded on trust, fair play, and expectation that interested and qualified suppliers will have equal opportunity to obtain the University business.

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Purchasing Methods

Purchasing and supply Chain offers a variety of methods of procurement.  The most common is the use of the 312 requisition.  The 312 Requisition is ordered from RR Donnelley using their Custom Point system.  To register for on line ordering, refer to Supplier On Line Ordering (SOLO). Contact Cari Allardice 249-7710 for training.

For information on the use of the form, and instructions on how to complete the form, click on: requisition-312

Other methods of procurement are identified and described on the website.

All 312 requisitions received in Purchasing and Supply Chain are processed in our supply chain management system PMM (Pathways Materials Management).  The orders are sent directly to the vendor through the system via fax or EDI.  University of Rochester Invoices are matched in the PMM purchasing system and information is interfaced to the FRS G/L Accounts Payable system where payments are issued. Highland Hospital invoices are matched in the PMM system and payment is issued from the PFM (Pathways Financial Management) system.

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Who Do I Contact?

If you know what you want to purchase but do not know who to contact you can refer to one of the following links on our web page:

Search by Commodity or

Purchasing and Supply Chain Contact Information

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Contracts

Purchasing and Supply Chain has negotiated contracts for use by University Departments or any of its affiliates.  Click here to see a list of these contracts.

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Purchasing Guidelines

For an overview of the Purchasing Guidelines, please click here.

For information and guidelines on the University’s bid procedures, click here.

All purchases greater than $25,000 require a Supplier/ Price Justification and Conflict Information Form to be submitted along with the 312 requisition.

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Supplier Guidelines

In order to do business with a supplier, they are required to qualify with the University of Rochester and it's affiliates.  Please click here for requirements for our suppliers.

To verify if a supplier has been suspended or debarred, please see the link below.

https://www.sam.gov/portal/public/SAM/  

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Helpful Links, Forms Bank, and FAQ’s

For your reference and information, we have Helpful Links, a Forms Bank and a list of Frequently Asked Questions on our website to assist you.

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Purchasing Listserv

Purchasing and Supply Chain communicates information and updates through our Listserv.  To subscribe to the listserv, please complete the Purchasing Listserv Form.

7/29/10