Purchasing September 2017

purchasing@lists.it.utsa.edu

1 participants
3 discussions

by Purchasing/HUB information and announcements

MFD Announcement UTSA to Consolidate MFD Machines Through Use of Preferred Vendors Consolidating copier vendors on campus was identified as a cost saving venture for the university. With consolidation, UTSA has an opportunity to collaborate with preferred vendors to enhance quality and service. Phase I - Vendor Reduction (January 2017) With full support from the Campus Management and Operations leadership team, the Purchasing Department started work on decreasing the number of multifunctional devices (MFDs, i.e., copier/scanner/printer/fax) vendors on campus in an effort to consolidate, minimize cost, maximize benefits, streamline makes and models, and create a more negotiable environment. After a thorough analysis in January 2017 of current vendors and three new HUB invites, we selected two vendors who are very active on campus and have demonstrated full cooperation with UTSA's strategic objectives. As announced in January 2017, our two preferred MFD vendors are DOCUmation and Ricoh. Phase II - Data Security (September 2017) To address data security, the Purchasing and OIT Security departments recently collaborated with DOCUmation and Ricoh to discuss data destruction when machines leave campus. We are happy to announce that DOCUmation and Ricoh have contractually obligated themselves with UTSA to ensure data is removed from their MFD machines at the end of the leasing period. This will prevent data from possibly being exposed to unauthorized personnel when the MFD is out of the university's control. Ricoh will enable a technical control on their machines that overwrite data on hard drives at the completion of each print, scan or fax job, thus rendering the image unreadable. DOCUmation offers machines with similar controls, but will take an added step by leaving hard drives with the UTSA point of contact at the end of the leasing period. Procedures to destroy the hard drive will be announced within the next few weeks. With this exclusive agreement, the OIT Security Department has certified DOCUmation and Ricoh as the "only vendors who meets or surpass UTSA security policies." Please see the attached announcement letters from OIT Security and Purchasing for additional information. Phase III - Exchange Program A new cost saving program is in development individually with DOCUmation and Ricoh. More information and announcement is planned for October 2017.

7 years, 2 months

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PO Double Encumbrance

by Purchasing/HUB information and announcements

[cid:image005.png@01D328C5.D51B4980] Issue Details Purchase orders with an open encumbrance in August were rolled and double encumbered in FY 2018. Root Cause of the Issue During the purchase order encumbrance roll process on August 31, the open POs in August were inadvertently rolled twice. What Is the Impact? The encumbrances for affected POs will appear twice in FY2018. Also, the roll forward of some POs was held up until this problem was fixed. The POs not yet rolled forward will still show as an encumbrance in FY2017, not FY2018. What Actions Are Being Taken to Resolve the Issue? It is expected that SIS will run a program over the weekend correcting these documents. POs with other issues, such as budget, partially paid, etc., will require personal attention until the problems on each are identified and fixed. Upon completion, the roll process is required to place them in FY18. Our best estimate is that about 260-300 documents remain with open encumbrances that will require this additional roll to move to FY18. [cid:image006.png@01D328C5.D51B4980]

7 years, 2 months

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Cuevas Distribution, Inc., Contract

by Purchasing/HUB information and announcements

[cid:image007.png@01D32293.6338CC80] UTSA has experienced a history of payment issues related to gas cylinder rentals. In an effort to improve billing and prompt payment processes, the HUB vendor, Cuevas Distribution, Inc., recommended a "blended" price concept where the cylinder price included charges for the gas and cylinder rentals upfront. This concept would remove all future monthly cylinder rental charges and reduce UTSA's outstanding rental charges owed to Cuevas. The "blended" price concept was based on an average amount of time UTSA cylinders were rented combined with the cost of the gas. End-users who typically keep cylinders longer would benefit; end-users whose cylinders turned over more frequently resulted in a higher cost than what they normally experienced over the life of the cylinders remaining on campus. Once the blended price concept was implemented, UTSA Purchasing received several requests to go back to the historic pricing model. Due to the business cost, Cuevas Distribution, Inc., incurred with continued monthly rental billing, Cuevas required adoption of the pricing model and declined to renew the existing agreement, which expires August 31. Orders that involve gas cylinders will now be placed directly using your existing Airgas.com login information. The ordering process remains the same with the exception of the vendor you are ordering from. You will continue to place your order online through Airgas.com using the PO number you generate from Rowdy Exchange. If you do not have an Airgas.com login or have forgotten your login information, please email ebusinessgulfcoast(a)airgas.com<mailto:ebusinessgulfcoast@airgas.com>. Additional information on the process of gas cylinder rentals will be sent out within the next few weeks. Contact your procurement specialist at ext. 4060 if you have questions. John Clifford, PhD CTPM Director of Purchasing and Distribution Services [cid:image009.png@01D32293.6338CC80]

7 years, 2 months

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Purchasing September 2017