Purchasing and Contracts

PREFERRED SOURCES

The University in conjunction with the Industries for the Blind of New York State, Inc. has developed a first of its kind online ordering system. This system allows for the placement of orders from your desktop along with on-line product searches. When using this system, no AP-102 forms are needed but departments are expected to ensure that all items have been received in a satisfactory manner. If items are not received in a satisfactory manner, please notify the Office of Purchasing and Contracts to discuss. To participate in this program, please complete the Registration Form and fax it to the Office of Purchasing and Contracts at 437-4571.

OFFICE SUPPLIES

The University currently takes advantage of the New York State Office of General Services’ contract for office supplies to provide desktop ordering of commonly used office supplies. Some of the advantages to desktop ordering include immediate responses to cost, availability, delivery schedule and on-line catalog product searches.

All orders for office supplies must be placed through one of the on-line vendor systems by departmental end users. The end user completes an order through the web application and depending on approval levels and the dollar value of the order, the order is then sent either directly to the vendor or is routed for departmental approval and/or approval from the Office of Purchasing and Contracts.

To participate in this program, please complete the Registration Form and either fax it to the Office of Purchasing and Contracts at 437-4571 or e-mail to purchasing@uamail.albany.edu . Once your access has been established, a staff member of the Office of Purchasing and Contracts will notify you and provide you with user identification information and a password. The vendor offers on-line training, or someone from the office can arrange to meet with you individually for training. You can access the vendors’ sites by clicking here.

If orders require departmental approval, the departmental approver will need to register separately.

Please note that this ordering system is also available through the Research Funded portion of the Purchasing and Contracts website.

Please contact the Office of Purchasing and Contracts at 437-4579 if you have any questions.

INDUSTRIAL AND COMMERCIAL SUPPLIES AND EQUIPMENT

Industrial and Commercial Supplies – There is a state contract vendor which sells products under Group 39000 titled, “Industrial and Commercial Supplies” which is now available through an online ordering system. Anyone who has not registered to become a user of this online system should do so by completing a Registration Form and submitting it to the Office of Purchasing & Contracts. Users are also reminded to contact our sales representative at (518) 869-1414 on any orders over $2,000 to request that better pricing be loaded onto the system if its available. The entire product offering is available in pdf format on their website and usually has very quick turnaround. When using this system, no AP-102 forms are needed but departments are expected to ensure that all items have been received in a satisfactory manner. If items are not received in a satisfacory manner, please notify the Office of Purchasing and Contracts to discuss. Please note that this ordering system is also available through the Research Funded portion of the Purchasing and Contracts website. To place an order click here.

LAB SUPPLIES

The University currently takes advantage of the New York State Office of General Services’ contracts for lab supplies to provide desktop ordering of commonly used items. These vendors offer a one-stop shopping feature that allows end users to order directly from them through a web-based application. Some of the advantages to desktop ordering include immediate responses to cost, availability, delivery schedule and on-line catalog product searches.

All orders for lab supplies may be placed through the on-line vendor system by the departmental end users. An end user can complete an order through the web application and then route the order to either another departmental level for approval or directly to the Office of Purchasing and Contracts for approval and release to the vendor.

Those items requiring special approvals such as radioactive materials, lasers, syringes and live vertebrates (lab animals) may not be ordered using the online system.

To participate in this program, please complete the Registration Form and fax it to the Office of Purchasing and Contracts at 437-4571. Once your access has been established, we will notify you and provide you with user identification information and a password. The vendor offers on-line training, and we can also arrange to meet with you individually for training. You can access the vendors’ sites by clicking here. Please note that this ordering system is also available through the Research Funded portion of the Purchasing and Contracts website.

Please contact the Office of Purchasing and Contracts at 437-4579 if you have any questions.

ONLINE ORDERING OF LETTERHEAD, BUSINESS CARDS, and ENVELOPES

The Office of Purchasing and Contracts has negotiated various contracts for the printing of commonly used University items. By establishing contracts with vendors, letterhead, envelopes and business cards, these items can be purchased at significant savings. To place an order for these items, you must complete a University Online Ordering Registration form. To register for access to the Office Supply on-line ordering system please complete the Registration Form and fax or email it to the Office of Purchasing & Contracts.

To place an order for Business Cards, Letterhead and Envelopes click here.

If you require any assistance in placing your order, please contact the Office of Purchasing and Contracts.

Click here to download a How to Order manual. (Microsoft PowerPoint required.)

GRAPHIC IDENTITY
The layout and design of University Stationery Items cannot be altered or modified in any form. Stationery fonts, logos, and designs are all to be produced with adherence to the University Graphic Identity Manuals. If you require any assistance in placing your order, please contact the Office of Purchasing and Contracts.

GRAPHIC IDENTITY MANUAL

The University at Albany's Graphic Identity Manual provides a foundation for clear and consistent communications of the institution identity. The official policies and standards for the design of University at Albany stationery, publications and other applications are also available within this graphic identity manual. The accompanying link notes specific procedure to be followed by all members of the University community.

www.albany.edu/logo/