Procurement Manual - Whitehead Institute for Biomedical Research

Whitehead Institute
Procurement Manual
Reference Guide
Table of Contents
Who we are
Receiving Department
Lawson Financial System
Who we are
Account Authorization Form Sample
Prime Vendors
Preferred Vendors
Radioisotope Ordering
Non-Purchase Order Items
Animal or Animal by-product purchases
Sole Source Letter
Check Request Form Sample
Three Samples Attached
Change Orders
Change orders can be done via e-mail to buyer
UPS Shipping Request Form Sample
Closing Commitments
MIT Requisitions
Sample provided by AA Attached
MIT Requisition Sample
Home Deliveries
 Welcome to the Whitehead Institute! The Office
of Procurement Services has put together this
manual to help guide you along the Procurement
path. Please remember, this is only a guide and
if you require further assistance, we will be more
that happy to address your needs via phone, email or in person!
 We are located at 9 Cambridge Center, 2nd
Floor and our hours of operation are 8-5,
Monday through Friday.
Who we are!
Marcia Glatt
Director of Procurement 258-5751
Oversees Purchasing and Receiving
Kelly Merrifield
Purchasing Manager 258-5112
Manages Buying Staff
Betsy Cutler
Purchasing Agent 258-7257
Melora Rich
Senior Buyer 258-9385
Phil Gray
Administrative Assistant 285-5114
Alaina Silvestri
VWR On-Site Coordinator
Receiving Department
 Our Receiving Department works diligently to
make sure that you receive your goods in an
expeditious manner. All goods are delivered to
the end users on the same day they are
received. We have a dual signature receiving
system where receiving personnel will obtain
signatures for all packages as they arrive on the
dock and will obtain signatures from lab
personnel who are accepting the packages.
Who we are!
Bruce Kirk
Receiving Supervisor
Tenzin Phunkhang
Kalsang Phuntsok
Senior Receiving Clerk
Karma Sichoe
Lawson Financial System
 The Office of Procurement Services is
responsible for Lawson Training in the Purchase
Order (PO) and Requisition (RQ) system.
 In order to receive training, you must fill out an
ACS account authorization form, which is
located in your “Informed Filler” folder.
 Forward completed form to Chelle Riendeau at 5
Cambridge Center. When she informs you that
your password has been created, contact Kelly
Merrifield in Purchasing to schedule training.
Prime Vendors
 A “Prime Vendor” is a vendor who is selected to do business at the
Whitehead Institute. These vendors have participated in a bidding process
conducted by the Office of Procurement Services and were selected based
on price, availability, customer service and value-added service. The
following vendors are considered “Prime Vendors” and should be used as
often as possible when selecting a vendor who carries comparable
 VWR Scientific / Laboratory Equipment and Supply Distributor.
 PerkinElmer Life Sciences / Radioactive and Non-Radioactive supplier
(formally NEN)
 Acme Dry Ice / Dry Ice, Pellets and Blocks
 Middlesex / Gases
 WB Mason / Office Supplies
 Corning / Plastic and Glassware Supplier (to be purchased through Westnet
 Artcraft / Stationary Supplier
Preferred Vendors
 A “Preferred Vendor” is one that has been selected by
the Office of Procurement Services as a reliable vendor
who offers excellent pricing and customer service.
 Gov Connection / Computers
 New England Biolabs / Enzymes
 Qiagen / RNA Purification
 Roche Diagnostics / Biological Chemicals
 USA Scientific / Pipette Tips and Tubes
 Fisher Scientific / Secondary Lab Supply Distributor
 Westnet/ Corning distributor
 Dell Computers / Computers
Radioisotope Ordering
 If your lab needs to order radioactive material,
you must have the following information clearly
noted on the requisition before you can process
your order:
 Authorized end user
 Lab’s radiation authorization number from
approved RPO protocol
 Existing radioactive inventory
 Exact size and quantity of isotope being
Non-Purchase Order Items
Seminars and Classes should be paid by
check request.
Travel arrangement approvals must go
through OSP.
Animal or Animal-by product purchases
Any laboratory that requires animals for their investigative research must purchase them through the Department of Comparative
Medicine (DCM) at MIT and have approved animal protocol for the lab.
The purchase of such products are done through DCM, not the Whitehead Office of Procurement Services.
Contact DC
Guidelines for Purchasing Animal-related Commercial Products and for Subcontracting Animal Procedures Off-site
Animal-derived products (such as polyclonal or monoclonal antisera or cell lines) that are commercially available as a catalogue item and
will not be used in animals at MIT/WIBR are not a concern of the CAC or DCM and do not require a CAC protocol. Alternatively, if the
investigator requests another institution (commercial or academic) to de novo produce a unique animal-related product such as antisera
or transgenic animals, or if animal products such as a cell line will be generated elsewhere and then used in animal experiments at
MIT/WIBR, this use must first be described in a CAC-approved protocol followed by a purchase order routed through the DCM Purchasing
Office. Because the CAC is responsible for all animals at any site if the project is paid for through MIT/WIBR, only AAALAC-accredited
service providers will be approved. AAALAC accreditation substantiates successful peer review of animal care and use programs as
promulgated by the Guide. Accredited contract labs are listed on the AAALAC website, or you can contact the
DCM Purchasing Office (X31718) for a list of pre-approved vendors.
If all animal work is conducted at a contract site and there is no contact of protocol participants with animals or fresh tissues, investigators
need a CAC-approved protocol but do not need to complete CAC Certification or participate in occupational health screening. Animal
orders are still processed through DCM for accounting and legal reasons.
Investigators or instructors using animal tissues obtained from slaughterhouses or commercial sources that will not have contact with live
animals at MIT/WIBR should submit the CAC form entitled “Application to Exempt Use of Animal Tissues or Body Fluids from CAC
Review”. Acknowledging that animal welfare on campus is not an issue when only tissues are used, the purpose of this form is to obtain
approval from the CAC because the AWR define “animal”·as living or dead vertebrates or their tissues.
These guidelines cannot anticipate all potential types of purchase order requests that involve animal use. When clarification is needed,
please contact the DCM Purchasing Office (X31718) or the CAC (X39436) for guidanceM at 253-1757.
Sole Source Letter
 The Office of Procurement Services will require a “sole
source letter” when a single requisition total is
$10,000.00 or over*. This includes equipment, service or
consumable products). A sole source letter must be
printed on Whitehead letterhead, addressed to the
Director of Procurement Services and signed by the PI
or department head. It should state why you have
chosen a particular vendor for a particular product. You
must also include the vendor’s name, product name,
description and price.
*A sole source letter is not necessary if 2 quotes can be
Change Orders
 Send change order e-mail to: change quantity,
cancel a line, cancel an entire purchase order,
change an activity, change and account or, to
add a line to the purchase order.
 If the purchase order has been received and
invoiced, the Office of Procurement Services will
not be able to make changes to an order in
Lawson. You will need to notify the Business
Office if an adjustment needs to be made.
 When returning an item, you must send an e-mail to the
buyer. The Procurement Department will contact the
vendor to arrange the return and obtain a return
authorization number. Please remember to keep the
product in our area. Receiving will pick up the product for
 If the return is due to customer error, then you will need
to fill out a UPS return form. Your lab will be charged for
shipping this item back to the vendor.
 Please keep in mind that Procurement will not be able to
process any returns due to customer error under $25.00.
The current cost for returns under $25.00 far exceeds
the cost of the product after calculating administrative
costs, freight charges and restocking charges.
Closing Commitments
 After reviewing your monthly financial report, you
may notice commitments that are outstanding
and need to be closed.
 If you need Procurement Services to either
cancel or close a particular Requisition or PO,
please notify the appropriate buyer. Make sure
that the PO/Requisition number, activity, line
number, dollar amount, vendor and, reason for
closure is identified.
Home Deliveries
 The Whitehead Institute Office of Procurement
Services cannot authorize shipments of
consumable scientific materials to an individual’s
home address.
 All of our vendors have been instructed to notify
the Office of Procurement Services if any
individual instructs them to ship material to any
location other than 9 Cambridge Center or, 5
Cambridge Center.
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