| Purchasing
News |
More News:
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Copier Maintenance
and Lease charges moving to PCard
The Purchasing
Department will be closing active blanket orders for copier
maintenance and leases effective September 1, 2009.
The University of Iowa Purchasing Department is requiring departments
to put low-dollar copier lease and maintenance payments on their
departmental Procurement Card. This does not include equipment
purchases. This procedure change is due to Internal Audit
comments regarding appropriate blanket order usage. Contracts
will still need to be signed by the Director of Purchasing.
This will benefit departments by allowing you to:
- control on a monthly basis what MFK is charged.
- reviewing
charges as they come through.
- verifying the correct cost per
copy rates as stated in the contract.
Copier vendors have been notified to send the appropriate invoices
to each individual department. Payment may be called into the
vendor or set up to be charged monthly. You may discuss this
with your copier lease/maintenance vendor to find which option
best suits your department’s needs.
Please contact Kate Kile at katherine-kile@uiowa.edu or
Dani Weber at danielle-f-weber@uiowa.edu if
you have questions or need additional information.
Vendor Contact information:
Ikon
Sarah Wemer
swemer@ikon.com
1-800-373-6326 x4045 |
Koch Brothers
davidyaggi01@yahoo.com
1-800-365-2842 |
Oce
jeffrey.hovey@oce.com
1-800-456-6482 |
Laser Resources
Lease: Sharon Lomax
1-800-355-9604
Maintenance: Jason Johnson
641-424-1935 |
Xerox
Shawn O’Shea
shawn.o’shea@xerox.com
563-557-1254 |
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If the vendor is not listed above please call phone number on
your invoice. |
Advertising Scam
Departments are advised to be alert
to the possibility of Yellow Page advertising scams. We know
of several departments recently that issued payments to these
firms on their PCard and assume there may be others. These scam
vendors typically send invoices that have the Yellow Page logo
but in fact they are not associated with the official Yellow
Book. Additional information is available at the following web
site: www.ftc.gov/bcp/edu/pubs/business/alerts/alt019.pdf. You
may also contact our vendor file team by email at purchasing-vendor@uiowa.edu if
you suspect that you have been contacted by a scam vendor. They
can check to see if we have a record of the firm on file. |
Lithium Battery
Recall
Product recall: The SoundStation 2W Wireless
Conference Phones with lithium ion batteries, sold from December
1, 2007 through May 2, 2008 are affected.
The battery packs have
a black or white plastic coating and a white label with the
following title: "RECHARGEABLE Li-ion
BATTERY." These battery packs can overheat, posing a fire
or burn hazard.
If your department
purchased a Soundstation2W, please contact Alisa Schantz
at 6-8103 or e-mail alisa-schantz@uiowa.edu and
you will be given catalog numbers and lot numbers to look for
to verify that your phone is part of this recall.
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Security Alert - Office Supply/Toner Scams
Be wary of phone calls from anyone who is claiming to your “regular supplier” for office supplies. It could be an office supply scam. The scam artist is generally trying to obtain information so that they will be able to bill the department for phony orders or misrepresented orders. The scam artist may actually send merchandise, however the quality is usually less than desirable and the price is inflated. If you believe you are the victim of an office supply scam, contact our department as soon as possible. For more information about office supply scams, please visit the following link: http://www.ftc.gov/bcp/conline/pubs/buspubs/supplies.shtm |
Notice
to Vendors regarding Purchase Order Emailing
The University of Iowa Purchasing
Department is implementing a new email process for University
purchase orders. In order to convert your company from fax
to email transmissions, Purchasing requires a specific email
address for the new purchase orders. The email address should
be one that is monitored regularly to prevent orders from being
delayed and have sufficient storage space to prevent our email
from being rejected. Please see: Vendor
Email Setup
The following information
will be needed:
- Vendor
Name
- “Order
to” Address
- University
of Iowa Vendor number (ten digits beginning 0000)
- A recent
PO number
- General
email address where Purchase Orders can be received
- Contact
and phone
If you have any questions, please contact Julie
Bergeon at julie-bergeon@uiowa.edu or
319-335-1726 |
Office Supply Solicitations
From time to time various office
supply vendors in our area attempt to market their products to
campus end users by offering promotional discounts or other incentives
that are in direct competition with the OfficeMax contract we
currently have in place through General Stores. Office Depot
has offered a discount card in the past and we have recently
become aware of a possible email solicitation from Staples marketing
a “Convenience Card” that can be used at their local
store. If you receive this email please do not apply for this
card. Firstly, the billing process they are proposing would have
all cards on campus billed to one Corporate Account. Since the
University has multiple sources of funding and multiple end users,
this would not work for us. Secondly, we cannot support or promote
a marketing effort that competes with our already established
contract.
A recent incident occurred
when Patterson Office Supplies located in Illinois solicited
a $25 Mastercard as a promotion to ordering supplies. Please
be aware that accepting this is in violation with the Iowa
Gift Law. For
more information see: www.uiowa.edu/~purchase/purchase/Policy/gift_law.htm
If you have questions regarding pricing for any
office supply item, please contact the OffficeMax representative
at General Stores @ 4-3908. Many items, even those not shown
in the catalog, can be obtained through OfficeMax at considerable
savings. |
SECURITY
ALERT – PayPal Email Scam
A fraudulent email scam which impersonates the vendor PayPal
has been reported to the Procurement Card Administration team.
These emails “appear” to come directly from PayPal and the subject
line is addressed “Letter of Confirmation”.
The email is asking for confirmation of your order. The emails
intent is to get the recipient to dispute this transaction and
by doing so, provide credit card information. These types of emails
are an illegal attempt by unknown persons to collect personal
information and account numbers. These e-mails are random and
are being sent using a spam list that includes individuals who
in many cases do not even have PayPal account.
There has been no breach of any secure account information.
This type of email fraud, called “phishing” is under investigation
by U.S. Bank’s Fraud Prevention and Investigation area in conjunction
with Visa and the Federal Bureau of Investigations. However, it
is very difficult to catch cyber-criminals, and so we believe
that these fraudulent emails will continue to be sent for some
time.
There are several steps you can take to avoid becoming a victim
of this type of fraud:
Never give out your account number or other personal data to
someone who contacts you via phone or email. Both U.S. Bank and
Visa already have the information we need to maintain your account.
We would never contact you to ask for verification. If you receive
a fraudulent email, DO NOT REPLY to it
under any circumstances and furthermore, do not click on the
link in the email. Questions can be directed to protrav@uiowa.edu.
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Material Transfer Agreements
All Material Transfer Agreements
that involve purchases need to be routed to the Division of
Sponsored Programs. They must review them before they
are sent to Purchasing for signature approval. Please
see their website for more info: DSP
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Be
Aware of Phone Scams
There have been recent reports of
phone scams reported throughout the hospital and campus.
The caller claimed that he had some clear 2 inch tape to sell
the Pharmacy Department. The kind of tape you would use for shipping
boxes. This gentleman identified himself as Dr. Peterson, and
he was a retired veterinarian in Florida who is selling items
that he had in his clinic. In the course of the conversation,
he described talking with an individual and about Pharmacy purchasing
the tape. The individual NEVER spoke with this “Dr. Peterson”.
Please report any questionable calls
or vendor salespersons to your supervisor before giving out information
or accepting packages.
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IMPORTANT:
BANKING SCAMS - Never provide any banking information;
including bank name, account or routing number to vendors. There
have been recent attempts to solicit banking information from
campus departments. Do not provide your UI PCard information to
banks or vendors if they contact you directly.
Contact the Purchasing department, Jennifer
Jark 335-0668, if you receive requests from vendors for bank
or credit card information.
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Barnes
& Nobel PCard Discount
Barnes and Noble
offers the University of Iowa a 20% educational discount for all
Procurement Card transactions. To receive this discount you should
reference the University of Iowa account number #5364666 at time
of check-out. Purchases should be for institutional use only.
Discounts apply ONLY to book purchases. Discounts
DO NOT apply to magazines, music dept., cafe,
textbooks, publishing orders and gift cards.
THIS
DOES NOT APPLY TO PURCHASES MADE ON THEIR WEB-SITE.
For volume discounts on textbooks (50 or more copies per book)
on their web-site please refer to this link.
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Joint
Regent Contracts
Cooperative
purchasing remains a high priority for the State of Iowa Board
of Regents and of the Regent Institutions to realize greater
efficiencies and effectiveness.
As
appropriate, the Regent Institutions strive to identify and
implement joint purchasing contracts, which provide the lowest
competitive price consistent with Regent quality and service.
Joint
Regent Contracts consolidate like commodities from the institutions
into a single contract, minimizing individual institutions’
efforts while maximizing commodity volume to gain better prices
which otherwise could not be achieved. Some contracts are available
only to the universities while others are available to all Regent
Institutions and other State of Iowa Agencies.
Following
is a listing of all current Joint Regent Contracts which show
commodity item, lead agency, vendor, availability and contract
manager responsible for each contact.
The
University of Iowa (SUI)
|
Commodity Item |
Lead
Agency |
Vendor Name
|
Availability
|
Contract
Manager |
| Bookbinding |
SUI |
Heckman
Bindery |
All
Regent Institutions |
|
| Computer
Equipment |
SUI |
Dell
Computers |
All
Regent Institutions |
|
| Computer
Equipment |
SUI |
Gateway |
All
Regent Institutions |
|
| Computer
Equipment |
SUI |
Hewlett Packard |
All
Regent Institutions |
|
| Computer
Equipment |
SUI |
Micron |
All
Regent Institutions |
|
| Laboratory
Casework |
SUI |
Fisher-Hamilton |
All
Regent Institutions |
|
| Laboratory
Supplies |
SUI |
Fisher-Hamilton |
All
Regent Institutions |
|
| Medical
Supplies |
SUI |
Various |
All
State Agencies |
|
| Misc.
Paper Products |
SUI |
Various |
All
Regent Institutions |
|
| Nutritional
Formula |
SUI |
Various |
All
State Agencies |
|
| Pharmaceutical
Drugs |
SUI |
Various |
All
State Agencies |
|
| Projection
Lamps |
SUI |
Sitler
electric |
All
Regent Institutions |
|
| Procurement
Card |
SUI |
US
Bank |
All
Regent Institutions |
|
| Recycled
Copy Paper |
SUI |
JP Gasway |
All
State Agencies |
|
| Video
Tape |
SUI |
Data
Media |
All
Regent Institutions |
|
| Grease
Recycling |
SUI |
National
By-Product |
All
Regent Institutions |
|
| |
|
|
|
|
Iowa
State University (ISU) |
| |
|
|
|
|
| Computers |
ISU |
Compaq |
All
Regent Institutions & State Agencies |
|
| Computers |
ISU |
Micron
Computers |
All
Regent Institutions |
|
| Computers
& Supplies |
ISU |
Compucom |
Regent
Institutions & DOT |
|
| Electrical
Supplies |
ISU |
Stitzell
Electric |
All
Regent Institutions |
|
| Fluorescent
Bulb Disposal |
ISU |
Environmental
Operations, Inc. |
SUI,
ISU and UNI |
|
| Hazardous
Waste Disposal |
ISU |
Environmental
Enterprises |
SUI,
ISU, UNI & State Agencies |
|
| Laboratory
Supplies |
ISU |
Fisher
Scientific |
Regent
Institutions & IBA |
|
| Moving
Services |
ISU |
Allied
Van Lines |
All
Regent Institutions |
|
| Photo
Supplies |
ISU |
Olson
Graphics |
All
Regent Institutions |
|
| Power
Plant Chemicals |
ISU |
Nalco
Chemical Co |
SUI,
ISU and UNI |
|
| Workstations/Sci.
Equip. |
ISU |
Hewlett-Packard |
All
Regent Institutions |
|
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|
|
|
|
The
University of Northern Iowa (UNI) |
| |
|
|
|
|
| Copier/Fax
Supplies |
UNI |
Various |
All
Regent Institutions |
|
Links:
Iowa State University Purchasing Department
The
University of Northern Iowa
Department of Administrative Services
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