January Procurement News

Week of January 30th – Feb 3rd

Ethics
Valencia’s Policy for Code of Ethics for Public Employees (6Hx28:3E-05.2) states that employees should not solicit or accept any gifts of value, should not conduct business with the college in a private capacity, should not receive unauthorized compensation, and no employee shall disclose or use information not available to members of the general public and benefit from personal gain.

When purchasing an item (example: desk) for your office, the choice should be practical and not personal preference. A desk is required to perform your job, but an oak desk is more practical than a cherry desk and will enable you to perform your tasks. Decorations in your office are not required for your job, but since we spend more time in our offices than we do at home, we tend to make our offices a welcoming room with appropriate decorations. These are personal choice items and should be purchased by the individual’s own funds.

A partial list of expenses that may or may not be purchased (depending on the Fund) can be found on our website under Faculty & Staff FAQ’s.

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College-Wide Contracts
College-wide contracts are put in place to help better serve the entire college. There may be times when you can purchase an item ‘cheaper’ someplace else.  A file cabinet at Office Max may be $10-20 less expensive than working with one of our preferred office furniture vendors. But our contracted office furniture vendor will at any time replace the lock or lost key on the file cabinet should something happen. Office Max won’t.

Printer toner cartridges at times can be ordered on-line from companies located across the country at a lower rate. However, Valencia prefers to purchase our toner supplies from local, minority owned, woman owned, or disabled vet owned companies.

Our Cabin Creek Catering is an example of an excellent contract in place that is utilized by the college.  They provide excellent service and quality food for any event. It allows staff to easily solicit these types of services without the completion of a contractor’s agreement or the creation of a Purchase Order.

For a list of current contracts that the college is using, please click here or call us at extension 5532.

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Week of January 23rd -27th

Personal Purchases
Refrigerators, microwaves, toasters, fans, portable heaters, office clocks and coffeemakers are not permitted to purchase using general operating funds. The college does provide selected items for designated break rooms through our Facilities/Plant Operations Department.

If the temperature in your office/area is too hot or too cold, then a Plant Operations Maintenance Work Request should be completed.

Personal hand sanitizers for offices are not allowed using general operating funds. The Custodial department orders stand-alone units, which are distributed throughout the college in heavy traffic areas.

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Office Supply Vendors
There are two preferred office supply vendors at the college; our own Bookstore and Office Depot. We utilize a State Contract with Office Depot, which provides us with our own personal web-site and next day delivery. The college P-Card is required for purchases of consumable products. While all items listed in their catalog should not be ordered through Office Depot, their everyday consumable items can save us 40% off retail prices. To be set up using Office Depot on-line ordering, please contact the Procurement Department at valenciaprocurement@valenciacollege.edu.

Printer toner cartridge orders are being distributed among five different local, minority owned, woman owned or disabled vet companies. This is our way to give back to our own community. Computer accessories, cables, flash drives, etc. should be ordered from companies such as CDW. CDW offers a minimum of 1-5% off their advertised price and will match any competitor quotes. Free ground shipping is also provided.

Other retail stores such as Office Max and Staples should only be used in an emergency or if the Bookstore and Office Depot does not carry a particular item.

If you feel that a price is too high with a current vendor, please contact our office so that we can shop around for you or contact the Customer Service rep to inquire about your purchase. Our website provides a Quote Request Form that you can send to us with your product specifications.

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Banner Vendors as of January 6, 2012
An updated list of Banner vendors has been posted in Atlas under the Finance tab. See where the list can be found on Atlas below.

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Week of January 9th -13th

Job Aide: How to Order Stationery, Business Cards, Name Tags, & Rubber Stamps
Stationery, business cards, name tags, and rubber stamps can be acquired by logging in to your Atlas account, and clicking on the Employee tab. Three different links are located on the bottom of the left hand side of the page.

Print Services – Order Business Cards & Custom Stationery: is used to order business cards and custom designed stationery. The college P-Card is required to place your order using this link.

Print Services – Order Name Tags & Rubber Stamps: is used to order name tags and custom rubber stamps.

Print Services – Order Stationery: is used to order small packets of college-wide stationery including letterhead, envelopes, notecards, paper name tags and certificate blanks.

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