Welcome to Procurement Services
Procurement Services
prides itself on the ability to meet the needs of our University
community. We are responsible for the timely and efficient purchase of
goods and services to ensure that the educational and research goals of UAHuntsville are met, while maintaining the highest level of professionalism and
integrity.
Procurement Services strives for excellence in
serving the University community with courteous and
dedicated assistance to all of our customers. If
you have any questions or comments, please feel free to
contact us. Our office is open Monday through
Friday from 8:15am to 5:00pm. We look forward to
hearing from you.
Authority
Under the direction of the
Associate Vice President for Business Services, Procurement Services has
been vested with the sole authority to obligate University funds to
outside vendors; therefore, procedures must assure honesty, integrity,
and fairness.
Emergencies /
RUSH
Departments can process emergency Requisitions by
following the instructions in your “Banner
Self-Service Requisitioning Workbook”. If required,
e-mail the Office of Sponsored Programs to obtain
electronic approvals. Indicate "Walk-Thru" in the
subject line and list the Requisition number.
Contact Procurement after all approvals have been
obtained at
purch@uah.edu.
Walk-Thru hours are
9:00 a.m. - 10:00
a.m. and
2:00 p.m. - 3:00
p.m., Monday-Friday. We will do our best
to meet the required delivery date.
- Requisitions received
before the end of Walk-Thru periods 10:00 a.m.
and 3:00 p.m. will be processed and your
department notified when the Purchase Order is
ready to pick-up.
- Requisitions received
after Walk-Thru periods 10:00 a.m. and 3:00
p.m. will be processed and your department
notified when the Purchase Order is ready to
pick-up.
Upon notification by
Procurement Services, the department may pick-up the
Walk-Thru Purchase Order anytime between
8:15 a.m. - 5:00
p.m., Monday-Friday. These orders need
to be picked-up within 24 hours upon notification.
It is the department's responsibility to place the
order with the vendor, unless it has been placed
online by the Procurement Officer.
Expediting Problem/Status/Changes to Purchase Order
A Change Order is required when an adjustment or
alteration is made to a Purchase Order. Contact the Procurement
Officer on the
Purchase Order when you:
-
Have questions about your Purchase Order
-
Receive incorrect or damaged merchandise
-
Receive duplicate/unordered shipments
-
Need shipping information/return merchandise
-
Check delivery status of the Purchase Order
-
Make changes to the Purchase Order
Dealing with Vendors
Departments are encouraged to seek information on products
and services from vendor representatives. They are a valuable source
of information. Procurement Services should also be advised of needs
so they can assist in locating vendors and developing a procurement
plan. To help you in dealing with vendor representatives and to
help you avoid some common pitfalls, the following guidelines are
suggested:
-
Advise Procurement Services in advance of
contacting vendors. Procurement can provide information.
-
Contact more than one vendor whenever
possible. The more alternatives you have, the better.
-
Give equal information to all vendors so each
has an equal opportunity to compete.
-
Discuss all aspects of the needs. Use a life
cycle approach. Consider what happens after the department
owns the equipment. Where does the vendor's responsibility end?
What about maintenance? Operational skills? Repair?
-
State on your Requisition a complete
description of the item and attach all pertinent information about the
suggested vendor and any product literature.
-
Do not commit the University by telling a salesperson
he or she has the order. Only a signed Purchase Order
can commit the University. (To commit otherwise may commit yourself.)
-
NEVER accept payments or gifts from vendors.
-
Guard against overreaction to a vendor created
crisis (e.g., "Price goes up next month."; "This is the
last one in stock.").
-
Don't wait until the last minute to submit your
Requisition. The more time Purchasing and the vendor have to
process the purchase, the better the job can be done for you.
-
Never place orders that are the result of
unsolicited phone calls to you. Such items have been found to
be overpriced and inferior in quality.
|
