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Laboratory Supplies

POLICY: For the Department Buyer to place an order for you or to issue a purchase order number, the information must be entered into OTS. Orders cannot be placed unless they are first entered into OTS. To have a PTAO (charge account) added to your list of accounts, please have the PI (principle investigator) authorize this by sending an email to caw6e@virginia.edu with this request.

The ordering of laboratory supplies is done through OTS (Order Tracking System).

http://ots.evsc.virginia.edu/ots/

Directions:
1.)click on "click here to enter"
2.)you will be asked for a username and password
3.)enter your email id in the username field: (i.e. caw6e)
4.)you do NOT need a password
5.)once you're in OTS you can place an order or request a purchase order #
6.)enter vendor information, item information and select the PTAO to be charged Contract
http://www.procurement.virginia.edu/main/publicpostings/Contracts.html
Minority
http://www.procurement.virginia.edu/sacgi/SaCGI.cgi/DMBESearch/DMBESearch.class

Ship-to Address:
 Department of Environmental Sciences
Clark Hall, Room G062
291 McCormick Rd.
Charlottesville, VA 22904

Bill-to Address (invoice must include PO#):
 Accounts Payable
PO Box 400197
Charlottesville, VA 22904

Internal UVa Purchaces

Internal to UVA purchases are easy options from which to request your items or services. All you need with the vendors below (besides Chemstores) is to take the PTAO (account number) to be charged with you when you make the purchase. All receipts must be turned in to the Administrative office.

Chemstores(submit OTS request)

Surplus

UVa Bookstore (Cavalier Computers included)

Printing and Copying

If you purchases cannot be made internally, you should then check a Contract or Minority vendor.

Contract Vendors

Minority Vendors

The above websites are the first places you should check for a vendor from which to request your purchase. After an Internal Service Provider, Contract vendors should be first choice for purchase requests. Agreements have been made between these vendors and the University or the State of Virginia for special pricing and terms. Secondly, we should attempt to request purchases from a minority vendor.

One thing to remember is that you may be able to request a specific item through a contract or a minority vendor. For instance, Fisher Scientific is a contract vendor that suppplies Fisher Brand items but they are also a distributor for many other suppliers. Therefore, just because you know the manufacturer of a certain item, your buyer may still be able to order the same or comparable items from a contract or minority vendor.

The duty of the Department Buyer is to make sure we are following the state's guidelines for all purchases made by the University of Virginia. When we do not request an order from an internal, contract or minority vendor, a clear justification must be documented. Even then, the buyer must be able to seek at least one quote from a minority vendor. The buyer must purchase from the lowest responsive and responsible vendor that can meet all requirements of the purchase. Be sure to state all relevant information in the request.

In some cases, there will be a contract or minority vendor that will be able to provide a specific item, service, or a similar one but the department may decide that they would prefer to order from another vendor. When this circumstance arises, we must document the reason (add to notes section of OTS request) for this choice as well as the quotes that have been provided. If you have sought quotes from other vendors, the buyer can attach the quote provided by the vendor or we can fill out and attach the phone quote form. This form can be found here.

Over-the-Counter purchases can be made by the Department buyer by submitting your request in OTS. Ask your buyer if you have questions about exceptions to these procedures and for questions regarding purchases made during extended field research.

Thank you for your help and cooperation in following the University of Virginia's Procurement guidelines. If you have any other questions please contact the Department Buyer, Charlotta Wriston at 924-0575 or caw6e@virginia.edu. Also, you can visit the Procurement website
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Last Modified: 9/20/05



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