Issue #100, November 26, 2013

E-ACCESS – A Resource Management Publication
Website: http://purchasing.wustl.edu
Issue #100, November 26, 2013

IN THIS ISSUE:

01. Toner Cartridge Program
02. Contract Update – Specialty Underwriters Equipment Maintenance Program
03. Contract Update – PSS/McKesson
04. Marketplace Updates Introducing Phoenix

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1) Toner Cartridge Program

Most of the Washington University community is aware of the work that began late last year to identify opportunities to reduce costs throughout our enterprise. The purpose of this communique is to announce the next contract related to our Expense Reduction Initiative, following the successful launch in December 2012 of the new office supplies agreement that has reduced Washington University’s expense by $1 million annually.

This new Expense Reduction Initiative deals with toner cartridges used in printers. Beginning December 2, 2013, the university’s contracted source for these cartridges will be Copying Concepts which won a competitive bid process that included an array of other familiar cartridge suppliers. The resulting contract is projected to save the university $450,000 annually.

With this new contract the majority of toner cartridges that we purchase will be remanufactured cartridges. In addition to being cost effective, remanufactured cartridges also represent a significant environmental sustainability benefit. In the vast majority of cases, there is no difference in print quality between new and remanufactured cartridges. While there will be some exceptions that require the purchase of new or virgin cartridges (in some cases remanufactured cartridges are not yet available for specific printers), the contract source for both remanufactured and new cartridges will be Copying Concepts.

Note that departments that are utilizing a print management program through which printers are maintained by a vendor/service provider on a cost per print basis (and the department provides paper only) will not be expected to utilize this new contract as the service provider already supplies the cartridges.

To place purchase orders in this new program first go to Marketplace and look for the Copying Concepts catalog under either the Technology/Computer or the Office Supplies category. Next click on the Copying Concepts catalog and in the search box enter your printer model number which will identify the cartridge model number for your printer. We would suggest saving the cartridge model number as a favorite for future orders. On purchase orders fully approved by 1:00 P.M. next day deliveries will be made on most items.

All toner cartridges will have a label in the box that can be used to send back used cartridges for recycling. In supporting the university’s Sustainability Initiative and environmental awareness returned cartridges will not end up in a landfill.

Customer service will be available by calling Copying Concepts Supply Department at 314-633-2034. Questions about the program can also be addressed to Amy Halbrook at Copying Concepts at 314-633-2000 ext. 2055 or ahalbrook@copycon.com or Bob Weinstein, Purchasing Services, at 314-935-4298 or bob_weinstein@wustl.edu

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2) Contract Update – Specialty Underwriters Equipment Maintenance Program

Specialty Underwriters is the preferred supplier for Equipment Maintenance Management Programs. Specialty Underwriters provides a cost effective tool to manage your equipment service requirements. Departments can easily add coverage for equipment, track repair requests, and better manage the equipment repair budget. Specialty Underwriters can also track warranties of new equipment, notify the supplier if warranty repairs are needed and automatically add the equipment to the program at discounted rates when the warranty expires.

An advantage of this program is that the same service provider that is used today can continue as the service provider under the Specialty Underwriters program. There is only one number to call for service for any covered equipment and cost savings range from 15-25% versus the Original Equipment Manufacturer (OEM) service agreement cost.

The type of equipment that can be covered includes Laboratory Equipment, Communication Systems, Security Systems, Office Equipment and Networks & Servers.

To get started you can contact either the Specialty Underwriters representative or Purchasing Services.
For questions or an equipment quote contact Matt Roncone at mroncone@su-group.com or 414-281-1100/800-558-9910.

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3) Contract Update – PSS/McKesson

After a competitive proposal process involving four distributors, PSS/McKesson has been chosen as the university’s medical distributor for the next four years. The distribution market has changed significantly since the last time we entertained competitive bids for our distribution business, which totals over $3.9 million per year. This rigorous process helped us evaluate the current distribution market and determine that the university would receive the maximum benefit from these market changes.

Our new agreement will save the university over $535,000 annually or $2.148 million in the next four years. The new PSS/McKesson contract will retain the current model which provides a high level of service managing stockroom inventory. PSS staff reviews product inventory levels, creates an order based on required stocking levels, delivers the product, replenishes and rotates the inventory, and removes excess packing material.

We will continue to look for ways to achieve even more savings. PSS and Purchasing Services will work with the clinics to identify other savings opportunities that may include: evaluating items for conversion to private label products; investigating opportunities for new manufacturer contracts; review of current business processes and greater utilization of available group purchasing agreements.

If you have any questions, please call Jane Friesz in Purchasing Services at 314-935-5621.

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4) Marketplace Updates – Introducing Phoenix

WUSTL Marketplace will be upgrading to a new user interface, Phoenix, February 1, 2014. The Phoenix interface has a cleaner, more modern look, but still maintains the current functionality.

We are encouraging users to switch early and familiarize themselves with the new interface before the mandatory switch in February. To do so, click on ‘profile’; ‘user settings’; ‘personal settings’; change the setting under the ‘user interface style’ and click save. You can also personalize your own color scheme at the same time if you wish.

Phoenix demonstrations will be held the following days/times:

December 9: Erlanger Auditorium, Farrell Learning and Teaching Center from 10:30 to 11:30
December 10: Simon Hall, Class Room 113 from 10:30 am – 11:30 am
December 12: Erlanger Auditorium, Farrell Learning and Teaching Center from 10:30 to 11:30

Contact Hayley Gann with questions at 314-935-5707.