The April 10, 2008, office supply contract information conscribed email has raised several questions. We have listed the most common questions and answers below. If you have a question that is not addressed, please call the Purchasing Office at (512) 245-2521.
Send an e-mail to email@example.com. State the Commodity and the amount to be saved. Provide as much information as possible (i.e. catalog number, brand, or model) and price per unit.
The Purchasing Department will maintain and utilize this information to lower the overall cost and provide the best value of materials and goods for the entire university through the competitive bidding and negotiation process.
University purchasers must use one of the exclusive “Office Supply Contracts”.
If a “significant” savings can be achieved (i.e. a savings greater than $2,000.00 or 20% of the Office Supply Contract price) please contact the Director or Assistant Director of Purchasing for authorization to proceed.
Vendors, as a marketing tool, will advertise cost savings on certain commodities. This is known as a “Loss leader or Door buster.” We encourage you to send this information to the Purchasing Department for evaluation. The purpose of the “Loss Leader” is to offer one product at a very low price and with the hope that the customer will purchase additional items at a higher cost.
However it is the responsibility of the Purchasing Department to secure the best price and value for the University as a whole.
If you need an immediate purchase and are unable to wait for “next day” delivery from Office Max/Lonestar or Staples/Summus, purchases may be made from the Bookstore. Immediate purchase needs are determined by the Account Manager and do not require documentation for approval.
In addition, the purchase of specialty items, including Texas State logo items, is allowable. Please remember to make the purchase via an inter-departmental transfer (IDT) rather than by University P-Card. P-Cards may not be used at the Bookstore because Texas State incurs additional cost for the use of the card.
The State of Texas defines an “emergency purchase” as: A purchase of goods or services so badly needed that an agency will suffer financial or operational damage unless the goods or services are secured immediately.
Emergency purchases are documented by accessing the Purchasing Department website and completing the Emergency Purchase Document.
Yes, provided that the emergency is adequately documented per above and this emergency documentation is kept as part of your P-Card transaction documentation.
This includes consumables such as: pens, pencils, paper, toner, staples, highlighters, note pads, paper clips, binders, binder clips, etc.
Unplanned purchases, when employees are in travel status, which can be documented as an emergency are allowable.