Contracts & Purchasing

Departments that order through Amazon are accountable for compliance with the following requirements and must take into account the Mandatory Use of Contracts Policy as well as SWAM utilization requirements.

• All Amazon transactions should be made through an ODU Amazon Business account.
• Amazon is NOT a contract vendor, and Amazon purchases must comply with the Mandatory Contracts Policy.
• Amazon Pay use is expressly prohibited.
• Office supplies must be purchased through ODU’s mandatory contract with RGH/Staples. Additional information on setting up an RGH/Staples account is available below.
• Before placing book orders through Amazon, please try ordering through Complete Book using the cooperative E&I contract by registering with your ODU email address at www.Completebook.com. 
• Purchases through Amazon must be a last resort.
  • Campus users should try to source items from contracts first, then attempt to locate a SWaM vendor certified through the Virginia Small Business and Supplier Diversity (SBSD) Department.
  • For purchases where ODU does not have a contract in place, VASCUPP & State contracts may be used (located at the top of this page).
  • Additional aids for locating SWaM vendors and cooperative contracts are on this page under Related Links (the Procurement Matrix and the EO35 Aid).

TO REQUEST AN ACCOUNT:

To request an account, contact the Program Administrators at pcardadmin@gxitma.net.

You will receive an email from Amazon with the subject line “Welcome to Amazon for Business” to join the University’s purchasing account. Use your name – not your department – for your username.

Please keep this Amazon account exclusively for purchases for ODU. No personal purchases may be made on the ODU account. If you use your @gxitma.net email address for any personal shopping on Amazon, please DO NOT accept the invite until you have changed your non-ODU Amazon account’s email address to a personal one.

If you do not see the invite, please check your junk/spam folders.

Once your Business Account is established, you may place orders for items that not available via an existing contract and/or certified SWAM firm.

The Aramark Catering Procedures clearly define the process, approval flow and required documentation to ensure that catering expenses are appropriate, budgeted, received in accordance with the catering confirmed order, and that such catering services meet the mission of the University while providing appropriate controls and enhancing the use of the Purchasing Card (PCard) program. This procedure also ensures prompt payment of the catering contract vendor.

Outside Caterers
As written in the University's Catering Policy, catering provided by off campus vendors is not permitted without written approval from the Director of Dining Services. Request forms and guidelines for waivers are available online at www.campusdish.com and may also be picked up at the Monarch Catering Office, located in Webb Center.

In accordance with University Policy 2010, approval must be obtained from University Communications for all communications and marketing materials. University Communications provides the template with approved artwork for Business Cards. Please visit the University Communications website for more information and the Business Card Order Forms.

On campus departments can obtain a quote from a Contract or SWAM vendor, campus department can place order via either the PCard (up to the cardholder’s per transaction limit not to exceed $4,999.99), or an electronic eVA purchase order.

• Colley Ave Copies & Graphics: 757-440-4000; colleyavenuecopies@gmail.com
• Liskey & Sons Printing, Inc.: 757-672-8712; guy@liskeyprinting.com
• Professional Printing Center: 757-547-1990; jburke@professionalprinting.com
• Worth Higgins & Associates, Inc.; 804-565-3557; mmcghee@whaprint.com

Contact Procurement Services at 757-683-3105 with questions regarding the process for letterhead, envelopes and/or forms.

The VHEPC cooperative contract with Actalent is available for use by ODU for clinical and research staffing. The Contract link is here.

Steps to Using Actalent/Aerotek/Aston Carter/TEKsystems:

1. Campus departments should contact the vendor to obtain a quote for the position needed. 
2. Once the quote is received, the campus department representative should verify that the quote and associated hourly rates are in accordance with the contract pricing. 
3. Once the campus department representative has confirmed contract pricing, the department’s eVA requester should submit a Requisition in eVA with the vendor quote attached.  The eVA Requester must include the following contract number in the External Contract Number field:  VHEPC C0001077. 
4. Once a PO is issued, the campus department representative is to confirm receipt of the PO with the vendor.  The vendor is required to reference the PO number on all resulting invoices.  Invoices shall be sent to invoice@gxitma.net with a copy to the campus requester.  
5. The campus department is responsible for verifying hours worked and communicating confirmation so that an eReceiver may be completed in Banner and the payment processed.
    

TEKsystems

• Non-Clinical
  - Patient Access – medical receptionists / schedulers
  - Revenue Cycle – medical billers
  - Health Information – medical records / coders
• IT Support

POC: Jessica Gosnell  jgosnell@teksystems.com

eVA Supplier Number: SUP286330

Aerotek

• Facilities and Maintenance
  - EVS janitorial
  - Maintenance professionals (HVAC, Service, etc.)
  - Food Service Workers

POC: Jenn Garcia-Wilder jengarci@aerotek.com

eVA Supplier Number: SUP181899

Actalent

Life Sciences:

• Pre-Clinical Bench Work: Chemists, Biologists, Lab specific roles
• Human Clinical Research: Clinical Research Nurses, Clinical Research Coordinators, Regulatory Associates, Research Administration, etc
• Healthcare: Medical Assistants, Phlebotomists, Specimen Processors, etc

POC: Tyler Devost tdevost@actalentservices.com

eVA Supplier Number: SUP132610

Aston Carter

Contact Information and eVA Supplier Number TBD

In accordance with University Policy 2010, approval must be obtained from University Communications for all communications and marketing materials. These materials include, but are not limited to, advertising, signage, social media, presentations, printed publications (ex: brochures, magazines, annual reports, event programs, postcards), promotional products or merchandise, recruitment materials for students, alumni and faculty/staff videos, and web pages.

Steps to purchase merchandise, swag and promotional items:

1. Work with one of the approved licensed contract/SWAM vendors below. If one of these vendors cannot produce your item, contact licensing@gxitma.net for guidance.
2. Licensed vendors submit all product orders to ODU’s University Licensing Office for final approval. Because the review process is automated, programs and departments do not need to separately submit swag, merchandising or promotional items orders for review by the communications team when working with a licensed vendor.

Steps to purchase communication and marketing materials (no merchandise)

1. Campus departments should submit a University Communication Creative Review Request form. Any questions regarding this form or the University Communications review and approval process, please contact University Communication at marketing@gxitma.net. For approval of Macon & Joan Brock Virginia Health Sciences materials, email news@evms.edu.
2. Once the campus department has obtained approval from University Communications, the campus department can reach out to contract vendor(s) to obtain a quote. Locate Contract vendors for printing and promotional items below.
3. Once the campus department has obtained a quote from a Contract or SWAM vendor, campus department can place an order via either the PCard (up to the cardholders’ per transaction limit not to exceed $4,999.99), or an electronic eVA purchase order.

1. Campus departments should obtain a Dell eQuote by submitting an ITS Request for Computer/Laptop Quote or email itshelp@gxitma.net.
2. Once the department has a Dell eQuote, the campus department can use the Dell Purchasing Guide to place an eVA Purchase Order.
3. Once an eVA Purchase Order has been placed, the eVA user will receive order confirmation, order status and delivery confirmation emails.

To obtain a Dell Premier Account, contact Procurement Services jnhall@gxitma.net. Access to Dell Premier will allow users to view product and standard configurations.

Apple purchases are through the University Village Bookstore.

Steps to Purchase an Apple Computer

1. Campus department should obtain an Apple quote by submitting an ITS Request for Computer/Laptop Quote or email itshelp@gxitma.net.
2. Once the department has an Apple quote, campus departments can proceed with purchasing in person at the University Village Bookstore using a University PCard, or via email.
   1. If purchasing via email, email the Department Purchase Authorization Form to techstore@gxitma.net.  The University Village Bookstore will process your form.  The charges will be added to the summary Bookstore invoice.  Charges will be posted to the designated departmental budget code in Banner.

Department purchases should not be made on the University Village Bookstore website, as they will incur taxes, and no discounts, if any.

Computer Standards
ITS (Information Technology Services) has established recommended desktop configuration for all ITS managed computers, please visit the Computer Standards webpage.

UPS Accounts and Information

• New UPS accounts can be set up by submitting the UPS Enrollment Form to preferred.us@ups.com
• Users should enter their departmental address when establishing an account.
• Contract pricing and contract information is available on the Sourcewell UPS contact information page.
• General inquiries may be handled by contacting UPS at 1-800-877-1497.
• Payment by pcard is preferred for express delivery purchases, as it allows weekly UPS invoices to be sent to the cardholder.
• Track shipments by using the UPS Tracking Link. UPS Quantum View Manage can be used for a shipper to see all shipments for the past 45 days.

Fed Ex Accounts and Information

• New Fed Ex accounts can be set up by completing the Fed Ex Enrollment Form at enrollandsave.fedex.com (visionary.com). Use OMNIAP for the passcode.
• Users should enter their departmental address when establishing an account.
• Contract pricing and contact information is available on the Federal Express | OMNIA Partners | Contract Documents page.
• General inquiries may be handled by contacting Fed Ex at OMNIAPartners@corp.ds.fedex.com.
• Payment by pcard is preferred for express delivery purchases.
• Fed Ex Resource guides are available on Federal Express | OMNIA Partners | Public Sector.

The VASCUPP Fisher Scientific Company LLC contract is available for use by Old Dominion University. VASCUPP contract number VTG-546-2017. You can find items such as general laboratory supplies and equipment on their website.

Fisher Scientific must be purchased via an eVA Purchase Order using the Fisher punch out catalog. A guide detailing steps to placing Fisher orders can be found here.

Policy
Virginia Correctional Enterprises (VCE) has a right of first refusal to provide furniture products to the university greater than $100,000. If VCE does not manufacture the goods required and grants an exemption, the purchase may be made from a valid cooperative contract.

Ordering from VCE
Browse the VCE Catalog, but please note: VCE website may not be complete. Please contact your VCE Representative to confirm pricing and availability. When entering a purchase requisition into eVA, you will need to put VCE in the contract number field. You may use your departmental PCard for orders up to $4999. Any furniture purchases over $100,000 must obtain a release by submitting a VCE Release Request.

Please note, the review should be completed within 72 hours (3 working days) of the initial receipt of the release request.

Per Procurement Services' Procedure 110-010: Vehicles / Rolling Stock / Motorized Equipment, approval by Facilities Management is required for the purchase of all golf carts.

In the case of golf carts, all requests must come from the cognizant Budget Unit Director, via the Associate Director of Facilities Management, to the Vice President for Administration and Finance for approval.

For detailed instructions on how to procure a golf cart, please review the Golf Cart Procurement Policy.

Grainger/RE Replacements is a vendor that the University has a contract agreement with. You can find items such as safety vests, gloves, equipment, utility knives, and other miscellaneous equipment on their website.

Links & Forms:

• Grainger/RE Replacements Account Request Form
• Grainger/RE Replacements Contract Website

The University has a contract with Staples/RGH. Any office supplies or other items sold by Staples should be purchased through this contract. Log in to browse the Staples/RGH website. If you do not have an account yet, please submit the Staples New Account Request Form to procurement@gxitma.net. The Staples/RGH User Guide can provide guidance on how to search for products and use this account.

Orders for furniture and technology, where the product is not available on the RGH website, should be ordered by issuing an eVA purchase order. The purchase order must be issued to RGH and include a quote number. Invoices will be received from RGH with associated eVA PO number referenced.

The University maintains vehicle rental contracts with Enterprise and Hertz. To request the Rental Vehicle Account Number which allows Authorized Renters to rent vehicles under the ODU account, please complete the request form here. Rental vehicles parked on campus must have a University parking pass. Individuals can link the rental vehicle to their virtual parking pass or have their department pay for a day pass by contacting Transportation and Parking Services. The University has designated parking spaces for rental vehicles in Village Lot 1. This lot is directly behind Public Safety. For more information about parking on campus, please contact Transportation and Parking Services.
 

• Authorized Renters: Authorization to use the ODU account for renting vehicles is extended to student, faculty, and/or staff that are renting the vehicle for purposes of conducting official University business only. Rentals for personal use using the University's account code is prohibited.
• Payment Method: ODU PCard or Personal Credit Card. ODU PCards are only authorized for car rental time and distance fees, airport fees, and allowable cashless tolls only. Cardholders and Approvers are responsible for recovering fuel, additional insurance, parking fees, GPS, and any other unauthorized charges.
• Insurance: Authorized Renters should not accept additional insurance if offered. The daily rate includes all required insurance.
• Fuel: Vehicles must be refueled by the renter before being returned. Fuel, parking, and other fees are personal business expenses to be paid by the renter and then reimbursed.
• Age: Students, Faculty and/or Staff must be at least 18 years of age and renting for business use only.
• Returning Vehicles: Vehicles returned after hours or on Saturday when the branch is closed will be billed through Monday when the branch reopens. To avoid additional weekend fees, travelers should consider renting and returning vehicles when the branch is open or through an airport location that may have extended hours.
  • Please see the Enterprise Reservations Guide for more information on how to do business with Enterprise.
  • Please see the Hertz Program Benefits Summary for more information on how to do business with Hertz.
• Travel Registry: Per University Policy 1007, all university business travel domestic and foreign is to be entered into the ORM Travel Registry. The link to the Travel Registry is: http://travelregistry.gxitma.net/login. Be sure to click the Login with your MIDAS CREDENTIAL option. The first time you login with your MIDAS Credentials the system creates your travel user profile shell which you can edit from the profile option. Additional information can be found on the Office of Risk Management site.
• Per University Policy 3250, all employees renting a vehicle for University business must be Authorized Drivers. Prior to renting a vehicle, you are required to upload your Driver Authorization Certificate. To access the form and obtain certification, please click on the link included in the Policy 3250. For questions regarding the Driver Authorization training and certification, please contact the office of Compliance and Risk Management at risk@gxitma.net or 757-683-4009. Direct Link to the Drivers Authorization Form can be found under Forms on the Rick Management website found here.

The pre-qualified Contractors listings are located in the MICRO Contractors (< $10K) and ALL Contractors ($10K-$500K) Excel spreadsheets. The work solicited using the pre-qualified micro business, small business, small women owned business and small minority owned business, and contractors list are restricted to projects $500,000 or less. Please read the Instructions for Skilled Trade Contract for more details.

1. Departments must initiate a software review by submitting a Software Decision Analysis (SDA) Questionnaire. 
2. Departments must submit with the Questionnaire:
   • Contractor Proposal/Quote
   • MSA/SLA
   • Scope of Work/Statement of Needs,
   • Cooperative Contract or Sole Source, as applicable
   • Other supporting documentation
3. ITS and Procurement Services will work concurrently to complete a review of the request.
4. Upon final approval and execution of documents, Departments will submit an eVA requisition. 
   • The following must be included in the line-item description.
     • Software name and brief description of software functions and/or purpose
     • Term start and end dates
   • Department must include required supporting documentation as attachments:
     • SDA Summary
     • Executed Agreement
     • Invoice, if applicable
     • Quote
     • Statement of Work
     • Executed Addendum, or
     • Other supporting documentation
   • Appropriate sub account code
   • Contract number in the External Contract Number field

• PMO Contact
• ITS Security Contact
• Procurement Services Contact

David Underwood

Asst Dir Project Mgmt Office

757-683-4662

ddunderw@gxitma.net

Idalia Reyna

Lead Project Mgr

757-683-7261

ibreyna@gxitma.net

Crystal Morgan

Project Manager

757-683-4662

clmorgan@gxitma.net

Kate Rhodes

Chief Information Security Officer

757-683-5403

kprhodes@gxitma.net

Mark Kawanaka

IA Engineer

757-683-3724

mkawanak@gxitma.net

Janis Hall

Procurement It Solutions Mgr Procurement Services

757-683-3070

jnhall@gxitma.net

PMO Contact

David Underwood

Asst Dir Project Mgmt Office

757-683-4662

ddunderw@gxitma.net

Idalia Reyna

Lead Project Mgr

757-683-7261

ibreyna@gxitma.net

Crystal Morgan

Project Manager

757-683-4662

clmorgan@gxitma.net

ITS Security Contact

Kate Rhodes

Chief Information Security Officer

757-683-5403

kprhodes@gxitma.net

Mark Kawanaka

IA Engineer

757-683-3724

mkawanak@gxitma.net

Procurement Services Contact

Janis Hall

Procurement It Solutions Mgr Procurement Services

757-683-3070

jnhall@gxitma.net

The VASCUPP temporary employment services contracts are available for use by Old Dominion University. The job titles offered and hourly billing rates vary between companies. The attached provides a listing of the job titles, hourly rates and Contractor contact information available to ODU departments.

It is recommended that campus departments contact the Contractor directly to determine if they offer the position needed and have the staffing resources available to meet campus department's request. If position and staffing resources are available, campus department is to confirm details and start date for temporary employment services.

A purchase order may be issued. If PO is issued, campus department would need to verify hours worked and complete receiver in Banner on a weekly basis. Alternatively, a PCard may be used to make weekly payments. Verification of hours and upload of receipt into Works would be required. Specific contract information may be found here.

Please contact Procurement Services at procurement@gxitma.net with any questions.

Campus departments now have the opportunity to order Under Armour apparel through BSN Sports.

How to Order:

1. Complete the attached order form based on options available within the Under Armour Apparel Catalog noting quantity, sizes, color, and logo option selected.
   1. Please note: ODU apparel pricing is 50% off pricing listed in the catalog. Footwear is 45% of catalog pricing. There is a fee of $7.95 for each logo per location.
   2. Screen printing charges will vary depending upon quantity. Please contact Matt Tonelson at BSN (mtonelson@bsnsports.com) for more info on screen printing.
2. Submit the complete Under Armour Order Form to procurement@gxitma.net.
3. The Ordering Contact referenced on the order form will receive an order confirmation email from BSN Sports. The ordering department contact is responsible for reviewing the order and contacting BSN Sports if there are any errors.
4. Once order is confirmed, allow approximately 3 weeks for delivery.
5. Upon receipt of order, contact Michelle Mallet at BSN Sports at 757-548-3391 (Ext. 2) to make PCard payment. Reference Cart # or Invoice # for payment.
   1. For PCard documentation, reference BSN contract #UCPJMU4567.

NOTE

• The PCard is the method of payment for orders less than $4,999.
• For orders over $4,999, attach the completed order form to a purchase requisition in eVA.

Department purchases from the University Village Bookstore should be made in person using a University PCard or via email using the Department Purchase Authorization Form. Department purchases should not be made on the University Village Bookstore website, as they will incur taxes, and no discounts, if any.

The Virginia Distribution Center (VDC) is part of Department of General Services (DGS). The VDC is a cooperative procurement function that provides a broad selection of high-quality services and products at the lowest prices by leveraging the collective buying power of the Commonwealth, utilizing efficient freight methods, and maintaining an onsite Quality Assurance Laboratory operation. The University has a Cooperative Contract with VDC- listed on the eVA home page. You can find paper, plastic, safety supplies, flags, commodities, etc. on the VDC website.