The Keene State College Purchasing Office, under the guidance of the University System of New Hampshire Board of Trustees policies and procedures, seeks the development and implementation of effective and ethical procurement practices, principles and techniques, through continuing education, publication and networking opportunities, resulting in the timely procurement of quality goods and services for the College.
Attention Pcard Holders;
Historically, the Purchasing Department has held a Pcard Meeting at the beginning of each academic year. This year, in light of everyone's extremely busy schedules, we thought we'd try something new; emails with important tips and reminders. Hopefully, this will be a better way of reaching the entire campus community rather than just those who's schedule allows them to attend the meeting.
In addition, we will send periodic tips and updates throughout the year in an effort to maintain better communication. . Our goal is to make this program better and more easily understood by everyone.
This first email will cover some major issues that need to be addressed. Please take a minute to read them over and let us know if you have any questions. Most, if not all was covered during your initial PCard training however we am more than willing to do individual or group refresher training if necessary.
It is the card holders responsibility to make sure his/her statement is accurate which includes, but is not limited to the following:
If you haven't already please pick up your new Pcard in the Purchasing Office. Your current card will expire at the end of the month.
Thank you for taking the time to read this. If you have any questions or concerns please feel free to give us a call.
KSC Purchasing Office
May 20, 2011
Campus FY'12 Typemaster Copier and Fax Service Contracts
In our continued efforts to save college funds the KSC Purchasing office has completed an analysis of our current non-Conway, (Typemaster) copier and fax machine service contracts. The Purchasing office has acted as the manager of these contracts in the past. We collected/reviewed them, paid for them and then charged individual departments back for their respective machines.
Based upon recent history of service calls, we have found that departments can save money by NOT entering into annual service agreements for their TypeMaster machines. Our analysis is purely financial and is not intended to criticize Typemaster as they have done a very good job for KSC over these many years.
What this means: The College can save money by not entering into service contracts for these machines in FY'12. It does put the burden of any and all repairs on the individual departments. Should major repairs be needed or if frequent services calls are requested, departments may incur increased costs over their historical annual service contract fees. This strategy represents a calculated risk we feel are required by our FY'12 budget concerns.
KSC Users are not to enter into any service agreements for the Typemaster machines. Should they require service or supplies, they can call Typemaster and use their PCard as the preferred procurement vehicle. While policy states that PCards cannot be used for services we have been granted an exception for the Typemaster contract only.
In addition to the economic argument stated above, KSC continues to work on the USNH wide Print Management project. This project incorporates a phased rollout of new printer/copier/fax machines called Multi Functional Printers, (MFPs) to the entire campus this coming fiscal year. We are currently in the process of conducting a pilot program in Fiske this summer to help us better plan for the upcoming campus implementation of these new machines. Once installed, these new MFPs will eliminate the need for machine specific annual service agreements.
Please contact the KSC Purchasing office with any questions or concerns. We thank you in advance for your willingness to make changes to save funds.
January 18, 2012
CAMPUS NOTICE - MANCHESTER AIRPORT PARKING
As of 12/31/2011 the Highlander Inn will be closing. Parking options at the Manchester Airport will no longer include the Highlander Inn after that date.
USNH has been working with the State of NH Dept of Admin Services (Div of Plant & Property) and the Manchester Regional Airport in adding all USNH entities to the States contract with the airport for discounted parking.
Some points for parking at the airport are:
The KSC Purchasing office has put up on our website a link http://www.keene.edu/purchasing/forms.cfm to the document providing instructions for using the State of NH contract with the Manchester Airport. In this document you'll find the form to be used by travelers. If you just want the form itself, you can get it by going to the Purchasing website and clicking on forms.
Keene State College Purchasing and Contract Services Department QUICK REFERENCE SHEET - PROCUREMENT
General PO Processing: To Dos BEFORE you request a PO:
The Purchasing Office will bid out any and all items, at any dollar level, that Users request. The Purchasing Office reserves the right to bid out any requests, at any dollar level, if it is deemed to be in the best interests of the Institution.
DOLLAR AMOUNTS TO PROCESS, ACTION REQUIRED AND LENGTH OF TIME.
$0.00 - $3,000.00 - Paperwork to Purchasing. - 24-48 Hours
$3,000.00 - $5,000.00 - One (1) written quotation from proposed supplier must be approved by the KSC Purchasing Office BEFORE the request is processed. - 24-48 Hours
$5,000.00 - $10,000.00 - Three (3) competitive quotes are required. The quotes can be faxed, e-mailed or via US mail. They must be approved by the KSC Purchasing Office BEFORE the request can be processed. - 24-48 Hours
$10,000.00 and up - KSC Purchasing will process formal written bids. Detailed specifications must be forwarded to Purchasing. Once received, a formal bid package will be prepared and processed. - 10-30 Working Days (the length of time depends upon the complexity of the bid)
Liability for Unauthorized Purchases:
If any purchase is made without an order in the prescribed forms of the Purchasing Office or not within the policy of the University System of New Hampshire, the individual member of the staff placing such an order will assume personal liability for the payment of the invoice.
All contracts must be reviewed by the KSC Purchasing Office PRIOR to the signature process. Do not put yourself in jeopardy - forward all contracts to KSC Purchasing for processing. PO requests will not be processed until all contracts have been fully executed.
You can review on-line Purchasing and Travel manuals at http://www.keene.edu/purchasing/. We hope that this information will be helpful to you as you plan your purchases and travel arrangements.
Please do not hesitate to contact us with your questions and concerns.
Keene State College Purchasing and Contract Services Department QUICK REFERENCE SHEET - TRAVEL
KSC TRAVEL PROCESS
KSC MasterCard Program
Approvals: Suggested E-mail Process:
Milne Travel Services
U-Save Auto Rental Cancellation Policy
Effective September 25, 2009, reservations for vehicles that are not cancelled within 48 hours of the booking date will be charged a one day fee at half the daily rate.
The 10 passenger vans will be charged a one day fee at a rate of $120.00.
Please join us the second (2nd) Saturday of every month for our Surplus Store sales from 8 a.m. to 12:00 Noon. The dates are listed below.
June 25, 2010
July 10, 2010
August 14, 2010
September 11, 2010
October 9, 2010
November 13, 2010
December 11, 2010
January 8, 2011
February 12, 2011
March 12, 2011
April 9, 2011
May 14, 2011
Here is a sample of items that will be for sale:
Bring a truck and your friends and pick up a bargain.
CASH AND CARRY - everything is priced to move on a first come - first serve basis.
More information about the surplus program
We look forward to seeing you!