Procurement Services Newsletter
Newest Members of Our Team
We would like to take this opportunity to welcome Mike
Medeiros to the BC Procurement team. Mike will be
primarily supporting the Facilities and Capital Projects
groups in the capacity of Assistant Director Procurement
Services. Mike comes to BC with a strong sourcing and
procurement background which includes working as a
supply chain consultant, with a focus on innovation and
process improvement. Most recently, Mike worked at
Citizens Bank managing a large global spend portfolio.
Mike enjoys building strong relationships while working
in a team environment. Please join us in welcoming Mike
to BC.
Accounts Payable would like to introduce Laura Denzer
the newest member of our team. Laura is a graduate of
Keene State College with a degree in Business
Management and a minor in Economics. Laura comes to
us from Utz Potato Chip in Fitchburg, MA where she was
the Administrative Assistant and worked closely with
customers. Laura’s focus in Accounts Payable will be to
create and maintain the Boston College vendor file.
New contracted coffee provider
Effective 6/1/15, departmental coffee brewers, coffee
and supplies will be provided by WB Mason, replacing
Boston Bean. Boston College has committed to using WB
Mason for all aspects of coffee. Departmental brewers
will be removed by Boston Bean and replaced with
brewers from WB Mason in the coming months. The new
contract will also allow your coffee supplies to be
delivered using the current office supply delivery
system.
More importantly, in addition to reduced costs for the
University, the new contract will promote the use of pod
brewers, replacing K-cup brewers. According to npr.org,
in 2013, enough k-cups were added to landfills to circle
the earth 10.5 times. In 2014, 9.8 Million more k-cups
entered landfills. BC is committed to improving
sustainability around campus.
Since the coffee systems will differ, please review your
current coffee inventory and order only what you will
use before the transition. WB Mason will contact you
shortly to arrange for the change. Your help in
supporting this transition is appreciated.
April 2015
What is the most important reason to use BC
CONTRACTS and BC Terms and Conditions?
No, it is not pricing, although that is important. RISK
MITIGATION is the most important reason.
Just as you would not leave your own house open for anyone
to enter, BC tries to keep our students and staff safe by
knowing those suppliers entering our campus. These
contracted suppliers are reviewed to be sure they have the
necessary resources to provide for BC and protect us from
risk. Here are just some examples of why it is important to
use BC Contracted Suppliers
• In order to safeguard the interests of students,
employees and the Institution, certain minimum
insurance limits are required of, and provided by, all
Contractors, Vendors and other persons who use or
provide services to the University.
• BC requires that contracted employees can be
removed from campus if they do not act in
accordance with our values.
• BC requires that vehicles traveling on campus be
licensed, inspected and insured in the event of injury
to members of the Community.
• BC also requires that contractors have the necessary
Workers’ Compensation insurance to protect the
interests of their employees and the University.
• BC requires that IT review all contracts involving
technology to be sure that programs run on BC
systems do not allow personal information to be
accessed without permission, we require they
comply with all laws related to disability access.
• BC requires that all suppliers are registered and not
under sanctions by federal or state agencies.
BC terms include a number of other requirements depending
on the product or service. Your help in using BC contracted
suppliers is greatly appreciated to help BC avoid unnecessary
risks and losses.
IN
THIS
ISSUE
Newest Members of our Team
Why it is important to use BC Contracts/Terms and Conditions
New Contracts: WB Mason and Under Armour
Boston Consortium Updates
PeopleSoft Reminders – Year End!
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Keep Us In Mind
Continuing Partnership – Under Armour
Procurement Services collaborated with Athletics
Administration to develop a strategic supplier agreement
with Under Armour, Inc. resulting in a 10-year partnership
extension that designates Under Armour as the official
outfitter of its varsity intercollegiate athletic programs and
the University.
Under Armour, the global leader in performance footwear
and apparel, will continue to design and supply the
footwear, apparel, and equipment for training and gameday uniforms for Boston College's men's and women's
varsity athletic teams and its supporters. In addition to
outfitting the Eagles' athletic department, the
comprehensive partnership also includes integration into
the brand's marketing, social media, in-store, and
grassroots activations.
Boston Consortium
Boston College Procurement Services has partnered with 15
Boston-area colleges and universities to form the Boston
Procurement Consortium. The Consortium is currently
comprised of the following institutions: Babson College,
Bentley University, Berklee College of Music, Boston College,
Boston University, Brandeis University, College of the Holy
Cross, Emerson College, Massachusetts Institute of
Technology, Northeastern University, Olin College, Suffolk
University, Tufts University, Wellesley College, and
Wheaton College.
The institutions' diversity is reflected in their operating
budgets, which range from approximately $37 million to
$1.5 billion, and annual research expenditures, which range
from $0 to about $351 million.
The procurement consortium recently announced they have
committed to agreements which have improved services to
Boston College and reduced the cost of goods for the
following commodities and suppliers:
• #2 Fuel Oil - Devaney Energy
• Plumbing Supplies - Metropolitan Pipe
• Lighting Supplies - Needham Electric Supply
New agreements are forthcoming in the month of April. We
continue to work with the consortium to reduce costs
throughout all aspects of the University.
Data Security is Everyone’s Business
As you send or scan your paperwork to Procurement
Services, please remember to black out any credit card or
Social Security numbers. The last four digits of a credit card
or P-card are acceptable but some statements still display
the full account number. It is important not only to protect
the University but also the individual’s identity.
Ricoh Technicians On Campus
Mike Flaherty and Steve Perosino will join Jorge Lainez in
servicing the Ricoh multi-functional devices throughout the
University. If you are concerned with any individual in your area
or did not call for servicing, please do not hesitate to ask for an ID
since all technicians are required to carry their Ricoh ID.
Amazon
If your department has an Amazon account set up, please make
sure the tax exempt certificates are updated. The newly updated
ST2 and ST5 certificates were posted in January 2015. When the
certificates expired, Amazon began charging taxes without
notification. New tax-exempt forms can be found:
www.bc.edu/tax
PeopleSoft Financials Reminders
Fiscal Year End Important Dates
May 31st is around the corner and there are many important dates
to be aware of so please carefully review all communications
regarding year end. The new budgets will be available as of Friday,
April 17th. The last day for processing will be Friday, May 29th. To
alleviate the end of the year rush, departments should process all
invoices and expense reports as soon as possible. All approvals
must be complete when the system shuts down at 12:00pm on
Friday, May 29th.
Fiscal Year End Dell and Apple Orders
Boston College orders for Dell and Apple Computers that are to be
paid for with funds from this fiscal year (FY15) must be placed by
Friday, May 1, 2015, to try to ensure that they will be received and
charged to the current fiscal year. P-cards will not be accepted on
the Boston College Dell or Apple sites after May 1, 2015. Any Dell
and Apple orders placed after 5/1/15 will have to be placed via a
Purchase Order and if they are not delivered by 5/31/15 will be
charged to the FY16 budget. The first date to order in the new
fiscal year will be Tuesday, June 2, 2015.
PO Close Process
To help with the PO close process, we ask departments to run
certain reports and queries.
PO Balance Report – this will display all open Purchase Orders
for your area. If any PO has a balance and should be closed, email
the PO number to purchase@bc.edu. Step by Step guides can be
found on the BC Financial System website,
www.bc.edu/financialsystem.
BC_PO_By_Dept (Query) – should be reviewed for PO due dates.
If a PO needs to be extended to remain open, email
purchase@bc.edu with the correct due date.
For more information about year end, visit the Controller’s
website at www.bc.edu/yearend.
PO Related Invoices
REMEMBER: Please send all PO-related invoices
to purchase@bc.edu for processing. If your invoice is over $5,000
please make sure there is signed approval on the invoice.
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