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What's New
About Purchasing Resources
Organizational Chart
What's New
A new agreement for how McMaster buys desktops, laptops and monitors will save the University significant funds and contribute to a more sustainable environment.
The University recently underwent an extensive request for proposal process in collaboration with Mohawk College of Applied Arts and Technology and the City of Hamilton. The University has announced that the contract for supplying these IT items has been awarded to Dell Canada Inc.
"The agreement will have a long-lasting impact on the University," said Roger Couldrey, vice-president administration. "By working with the City of Hamilton and Mohawk College to combine our purchasing power, we will save significant funds."
The agreement is consistent with Vision 2020’s Strategic Directions, which strives to improve service performance while reducing the number of technologies and applications in use on campus.
Under the terms of the agreement, the University will receive substantial cost savings while also purchasing sustainable product. All desktops, laptops and monitors purchased will be EPEAT Gold certified and have an Energy Star rating of 5.0, and once the delivery and installation (if necessary) of a product is complete, Dell will remove all materials from the end-user location and breakdown all manufacturer's packaging. Dell will then separate materials into different categories (Styrofoam, paper and plastics) and will recycle all materials based on applicable federal and provincial laws and guidelines.
The Request for Proposal process was initiated and led by McMaster's Purchasing Resources and University Technology Services in conjunction with a team from Mohawk College of Applied Arts and Technology and the City of Hamilton.
Dell Canada Inc. Supply Managed Contract Details
Ordering:
Step 1
In order to achieve savings immediately please sign on to Dell’s website after creating your own account configure your requirements and save as an E Quote. Please see instructions below for signing on to Dell’s website.
University Technology Services have suggested certain specifications that are published on Dell’s website however; customers may modify the hardware to their own specifications. If you need any assistance in building your model of hardware, please feel free to contact the UTS Service Desk (uts@mcmaster.ca, x. 24357).
Step 2
Forward a purchase requisition (http://www.mcmaster.ca/bms/forms/PurchaseRequisition.pdf) referencing the E Quote, to Purchasing Services for issuance of an order. Please identify on the purchase requisition who should be notified within the end user department when the order has been placed, including an e-mail address. NOTE: only one g/l code may be used for each order.
All purchase requisition approvals must be in accordance with the Execution of Instruments. Please ensure if the purchase is for research, appropriate Research Finance approvals are obtained on the purchase requisition.
Step 3
Purchasing Services will approve the order with Dell within 24 hours of receipt of the purchase requisition. The individual identified on the purchase requisition for notification will receive an e-mail confirming the order and provide an order number. Requisitioning departments are able to track their order using the order number.
Step 4
Purchasing Services will confirm receipt with the requisitioning department prior to payment for all orders >$5000.
Vision2020 Technology Strategy:
This initiative is aligned and is in accordance with the University’s Vision2020 Technology Strategy, specifically:
- SD2.2 Promote Greater Standardization of Technology with a Renewed Focus on Service Delivery
- SD3.2 Enhanced Consolidation of Technology Resulting in a Modernization and Simplification of Infrastructure
Hardware Warranty & Service:
All desktops, laptops and monitors include an on-site 4 year warranty, including acknowledgement of receipt of a warranty call within 15 minutes and arrival on campus within 4 hours M-F, 8:00 a.m. – 5:00 p.m., no lemon policy and usage of new parts only.
Warranty Service: Call 905-304-1775 (press 2 for service)
Enhanced Services:
Enhanced services are available through Dell at a rate $35/unit:
- Imaging of devices prior to delivery
- End of Life device removal
To request enhanced services please contact the Dell Account Team @ 1-800-387-5752 Ext 2559
Delivery:
Delivery is guaranteed within 10 business days of order.
Sustainability Benefits:
McMaster University will be clearly demonstrating its commitment to sustainability, resource conservation and waste reduction by:
- All desktops, laptops and monitors are EPEAT Gold certified and an Energy Star rating of 5.0;
- Once the delivery and installation (if applicable) is complete, Dell will remove all materials from the end-user location and breakdown all OEM manufacturers packaging. Dell will separate materials into different categories (styrofoam, paper and plastics). Dell will recycle all materials based on applicable Federal and Provincial laws and guidelines.
Dell Website Login Details:
Click on the following link:
The first time you enter the site you will be asked to create a new Dell Personal Profile by providing your name, email address, and a new Personal Password that is unique to you. On subsequent visits, you will log directly into your Premier Dell.com site, without having to re-enter any information
Here are some useful resources to help you to navigate Premier:
http://www.dell.com/html/global/premier/customer_demo/customer_demo.html
Questions:
Please feel free to contact
- Angelo DiLettera, Supervisor, Purchasing Services at ext 21629 or dilett@mcmaster.ca
Procurement & Travel Effective April 1, 2011
April 1, 2011
As many of you have heard the Ontario Government passed Bill 122 in December 2010 and issued subsequent Procurement and Expense Directives covering the Broader Public Sector, requiring changes to our purchasing and travel processes. Please pass this e-mail and attachments to anyone in your area involved in the purchasing and/or travel process.
To help identify the current processes and changes effective April 1, 2011, attached please find “Procurement Effective April 1, 2011” and “Travel Effective April 1, 2011
Summary of Procurement Changes :
- Requirement of 3 quotations for purchases between $10,000 & $50,000
- Requirement that no expenses can be reimbursed to a supplier or consultant
- Definition of “Consultant”
- Requirement of competitive bidding all Consulting engagements greater than $0
- Requirement of Single/Sole Source Approval from the President (or Board of Governors) for all Consulting engagements
Procurement Changes Effective April 1, 2011
Summary of Travel Changes
- Guidelines for Alcohol
- Requirement that no expenses can be reimbursed to a supplier or consultant
- Definition of “Hospitality”
- Clarification of Internal Meetings/Staff Events
Travel Changes Effective April 1, 2011
We will be refining the purchasing and travel policies to ensure the attached are reflected and will advise when updated.
Please let us know if you have any questions.
"BUYING AT McMASTER"101
Are you:
- buying equipment or services through university accounts?
- interested in getting the best "bang for your research buck"?
The Research Office for Administration, Development and Support (coordinated two interactive information sessions of procurement processes at McMaster on March 7th & 9th, 2011.
The Director of Purchasing Resources discussed the tricks of the trade and traps to avoid. The presentation covered:
· NEW Legislative changes affecting procurement in the Broader Public Sector;
· McMaster policies covering purchasing and public bidding thresholds and processes;
· Definitions, single source justifications and best value versus low bid;
· Intangible purchases, Requests for Proposals and procurement of consultants and services
Purchasing Resources Announces New Office Supplies & Paper Awards
After an extensive Request for Proposal process, McMaster has signed two five-year agreements designating new vendors for office supplies/toner and paper.
Buntin Reid is the University’s new paper supplier. Grand & Toy is the newly designated office supply and toner vendor.
Significant benefits are derived from these partnerships. Areas are encouraged to purchase supplies from these vendors in order to fully realize the savings and advantages gained from these innovative agreements.
Lower office supply prices have been in effect on all Grand & Toy orders since Nov. 1. Buntin Reid’s lower prices take effect Dec. 1. It is estimated the University will save $2.3 million (estimated at 28%) over the next five years due to the lower prices provided under the terms of these agreements.
There are also important sustainability advantages.
Grand & Toy will soon begin shipping orders to campus using reusable totes and bags. These totes and bags will remove 10,000 cardboard boxes a year from the University’s waste stream.
Currently, both companies make multiple deliveries each week to campus. Under these new agreements, the number of deliveries will be reduced to twice-weekly and in the future, once-per-week. This will mean fewer trucks on campus and helping reduce more than two tons of greenhouse gas from entering the environment.
A series of Break-and-Learn sessions is scheduled for December for staff who order supplies and paper. The schedule of these sessions is as follows:
Tuesday, December 15, 2009,Room 311/313 MUSC
1 st session 9:00 – 9:45 a.m.
2 nd session 10:00 – 10:45 a.m.
3 rd session 11:00 – 11:45 a.m.
Wednesday, December 16, 2009, Room 311/313 MUSC
1 st session 9:00 – 9:45 a.m.
2 nd session 10:00 – 10:45 a.m.
3 rd session 11:00 – 11:45 a.m.
If you are responsible for ordering supplies and paper please attend one of these sessions. Please pre-register by contacting Grand & Toy at the following e-mail address, stating your 1 st and 2 nd choice for sessions:
daviest@grandtoy.com 905-561-3790 x6102
Many people have worked on this important initiative. Purchasing Resources worked closely with a group of managers who were taking part in the CALM program (Certificate for Advanced Leadership Management). This group was assigned the task of reducing waste on campus. It approached Purchasing Resources suggesting an RFP be issued for office supplies requiring vendors reduce packaging.
The members of this group are thanked for their innovative service to McMaster.
They are:
Teresa Basilio and Todd Murray Health Sciences
Susan Jack Nuclear Reactor
Glynis de Silveira Brockhouse Institute for Materials Research
Susan Rankin University Advancement
Suzanne Moorcroft and Randy Howland Media Production Services
Kate Whalen Office of Sustainability
Don Leyland Facility Services
Angelo DiLettera Purchasing Resources
About Purchasing Resources
"Supply management through
value-added services"
Purchasing Resources
Located at:
4th Floor, 50 Main Street East
Hamilton, Ontario
L8N 1E9
Mail to:
1280 Main St. West
Hamilton, Ontario
L8S 4L8
Tel: (905) 525-9140 ext.24413
Fax: (905) 572-1015
Purchasing Resources comprises Purchasing Services, Accounts Payable, Customs and Traffic, Mail Services and Stores. Purchasing Services negotiates and makes purchases on behalf of University departments and is a resource centre for acquisitions and tax legislation. Two Stores locations (ABB-B166 and HSC-4N43) provide the campus community with a wide variety of inventory of goods to service our day-to-day operations. Customs and Traffic provide clearing and expediting of incoming and outgoing shipments. Mail Services receives and delivers internal and external mail. Accounts Payable processes payments of purchase orders, systems contracts, cheque requisitions, advances, travel expense claims and provides a bank draft service.
In order for the University to continually maintain its objectives and position of leadership, it is imperative that we continually strive for lower costs, improved quality and improved service in every area of our business operation. A large element of costs and quality is purchased material and services. These costs provide us with excellent opportunities for cost reduction and control and more streamlined management of our responsibilities.
Purchasing is an important activity where it is mandatory that the responsibility for buying materials and services be assigned to a group of people trained and skilled in negotiating, contractual terms and conditions, cost reduction and other purchasing techniques. Each one of us is a McMaster University ambassador to those with whom we do business. The primary responsibility of the Purchasing Resources Department is to provide for the purchase and payment of materials, supplies and services, with the objective that they will be available at the proper time, in the proper place, in the quantity, quality and price consistent with the needs of the University.