April 2017 Procurement News

Welcome César Colón, New Assistant Director of Procurement

A Message from Rhonda Ulmer, Managing Director, Procurement

Please join me in extending a warm welcome to the newest member of the Procurement team, César Colón.

César joined us as the assistant director of procurement on Monday, March 20, 2017.

Prior to accepting his new role with Valencia, César worked in the Procurement and Materials Operations department at the Sanford Burnham Prebys Medical Discovery Institute at Lake Nona since 2007.

He holds a master’s degree in industrial chemistry from the University of Central Florida and a certification as a certified professional in supply management from the Institution for Supply Management.

Welcome aboard, César!

Office Supplies, Printing and Collegewide Contracts

A Message from Rhonda Ulmer, Managing Director, Procurement

Office supplies, printing and collegwide contracts — get your latest procurement news below.

Office Depot: 

The state of Florida recently rebid the contract for office supplies. The good news, the College will not need to change suppliers.

Office Depot was awarded a contract effective Tuesday, April 18, 2017, that includes more than 20,500 items. The pricing discounts were based on product categories with discounts ranging from 39 percent to 85 percent off of the original equipment manufacturer’s price list.

The product categories and comparisons of current and new discounts are posted below. An analysis of the new discounts based on current spending trends results in a total savings to the College of $33,738.

The transition will be seamless. When you log into the Office Depot portal after April 18, the new discount schedule will be loaded and you can take advantage of the savings.

Please note that the state made one significant change to the new contract requirements. The new contract price list will be all inclusive and non-contract items will not be made available for you to purchase.

What does that mean? The exact manufacturer and part number of the item that may have been purchased last year may not be available in the new contract. The suggestion is to broaden your search using generic terms, such as pens, pencils, etc. For example, when you search for an item, such as a note pad, there will be multiple notepads from which to choose from in the resulting search, allowing you to purchase a similar note pad as the one you were looking for. If you search by a specific manufacturer, you may not find the exact match.

The state is allowing Office Depot to add items to the office supply contract on a periodic basis. The state’s purpose is to standardize and take advantage of true contract discount savings, thereby helping you stretch your budget. Office Depot has negotiated deep discounts with multiple manufacturers. Purchasing a non-contracted product will cost much more, therefore the state removed the option to buy non-contracted products.

Xperient

Did you know that the collegewide contract with Xperient offers more than just print and copy services? Xperient has the capabilities to do custom full-color printing, design, promotional products, posters, banners and mail, and fulfillment print services. They retain the College’s brand and colors to create the exact print requirements with a very fast turnaround and easy-to-use web portal for ordering. Click here to visit the procurement website for contract details and pricing for Xperient, or visit Xperient’s website to view all of the services offered.

Xperient provided the College attractive discounts for printing during the RFP (Request for Proposal) process. For this reason, it is important that the College meet the requirements of the contract and estimated business allocation by Saturday July 1, 2017, or Xperient will be permitted to implement a delivery order charge of $8 per order. If this happens, the collegewide budget will be affected.

To help with this effort and help ensure departments take advantage of these savings, we’ll be communicating reminders throughout the end of the fiscal year via The Juice, and we welcome your support in the effort to reach out to other departments to encourage the use of our contracted vendor, Xperient.

Collegewide Contracts

Many vendors choose to overlook that the College has established collegewide contracts, a vendor registration system and procurement procedures to follow when procuring goods and services. They will issue mass emails and may even contact employees directly to market their product and to encourage buying from their company.

If you should receive an unsolicited offer phone call or email from a vendor, feel free to respond to the vendor’s email that the College does not permit solicitation on its campuses or through its communications systems, and they should contact the Procurement Department if they wish to do business with the College. The Valencia Procurement team can be reached by sending an email to ValenciaProcurement@valenciacollege.edu.

It is recommended that all vendor inquiries or marketing appeals be directed to the Procurement Department.

P-Card Statement Automation

A Message from Kellie Robertson, Coordinator, Procurement/P-Card

Some of you may have noticed that you have not received a P-Card statement since the beginning of this fiscal year. Why the gap in reporting? Issuing statements was a manual process and, with the help of the Office of Information Technology, the process is now automated.

Beginning Monday, April 24, 2017, you should receive your first statement. Please note that reports will begin in January going forward, so please note the date provided in the email.

Your transactions are now viewable in the email body with detailed information of each transaction as an attachment. Directions for approving/disapproving are included in the email.

We hope that this change will help make the review process more convenient and improve the customer service that we provide to you.

If you have any questions contact me at krobertson9@valenciacollege.edu or 407-299-5000, extension 1974; Haresh Singh, purchasing card assistant, at hsingh5@valenciacollege.edu or 407-299-5000, extension 3887; or Cesar Colon, assistant director, procurement, at ccolon70@valenciacollege.edu or 407-299-5000, extension 3469.

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