Procurement FAQs

Please Note: The Contracts, Procurement, and Travel Teams are all currently working remotely. All phones are forwarded so you can continue to reach us through all the usual channels.

Ordering and Home Delivery Note

When placing an order in Marketplace please select Central Services address, when placing your marketplace order.  See Screen shot for details: 

Please ensure you insert your name in the Ship to Attn Box.

Once your package is received, Central Services will reach out via email and phone to schedule an appointment window for you to pick up your item from the Commissary Building.
 
Please note the following:

  • Entry into the commissary building is prohibited at this time
  • Please come at the time you have been given.
  • Please adhere to social distancing of a minimum 6ft
  • Your items will be a placed on a cart outside the main commissary building upon your arrival. You will be asked to retrieve your time form the cart.

 
To assist with resources at this time if your ordered item is not critical please advise Central Services and they will securely store it for you until normal operations resume, and employees are back on campus. 

If you have an immediate need for an item to facilitate your work at home, please use a P Card /Department P Card and purchase with delivery to your home address. Please note Amazon Business is a good vehicle for this type of spend. If you require access to Amazon Business, please email Karen.McKinnon@wwu.edu.

PLEASE NOTE: This change in process is a temporary measure as we react with COVID-19. All purchases that have home delivery address must be first sent to Purchasing.Department@wwu.edu Purchasing.Department@wwu.edu prior to being placed so appropriate tracking can take place.

Thank you, 

Your WWU Procurement Team

 

Resource Sharing Requests

Many requests for assistance in serving and supporting our local communities and the state in this crisis are flowing into offices and departments. The ICS Team here at Western has developed some preliminary procedures for resource sharing with external entities, which I am happy to share with you.

The goal is to create an efficient and streamlined process for responding to requests through the Incident Command structure.

The basic premises which will guide our resource sharing are:

  • Western Washington University will collaborate with local agencies and organizations where possible to support critical services and functions in the community.
  • WWU must abide by all applicable laws, code, and policy when collaborating with local agencies and organizations.
  • WWU must prioritize critical needs within our own organization to ensure life safety and continuity of operations.
  • Requests for resource sharing, including transfer of WWU-owned material, temporary assignment of WWU employees, or temporary use of WWU equipment or facilities will be considered through the Whatcom Unified Command. Unified Command will have the highest priority.
Western employees receiving inquiries or requests from outside entities should direct those requests to COVID19Planning@wwu.edu.

WWU departments which have materials that could be considered for transfer to Whatcom Unified Command should email the type, quantity, and manufacturer of the materials to Purchasing.Department@wwu.edu.

Ordering Goods related to COVID-19

As the campus continues to prepare itself for any possible impacts from the Covid-19 virus, departments who may be making purchases directly related to this event (i.e. bacterial gel, hand soap, etc.) should contact Business Services/Procurement prior to completing any transactions.

Procurement will work with Facilities Management to check current stock managed by Facilities for cleaning supplies.

PLEASE NOTE: We are experiencing significant delays and back orders for sanitizers and disinfectant wipes.

When requesting items please include in your email, your Department, what you want to order and what quantity. Please send this request to purchasing.department@wwu.edu

Ordering  Cleaning Services Related to COVID-19

To Order a cleaning Service please complete a service request at

https://ready.eas.wwu.edu/

 

If you are looking to purchase a webcam for classrooms, Western recommends the Logitech C920 or C920s.

 

Process Flow of Depts Ordering COVID-19 Items

 

 

Payment Forms

What Form do I Use?

  1. Check the Marketplace to look for your needed good or service. If the vendor you would like to work with is not on the Marketplace, please contact Procurement at 360-650-3340 for directions on how to get them set-up.
  2. If not on the Marketplace and the vendor accepts credit card payments, use a PCard (non-Restricted Items less than $3000).
  3. If you already have an invoice that just needs to be paid, please use the Payment Request for Vendors and Non-Employee Stipends eSign Form. This is for Check Requests and non-employee stipends.
  4. Use a Purchase eSign Form for buying things only if you are unable to use the Marketplace or your P-Card. (A new Esign For New/Renewing Field/Blanket/Open Orders will be available soon).
  5. Use a Services / Reimbursement form to pay for services or get reimbursed for purchases. If an employee is being reimbursed, please use the Reimbursement Request - Employees instead.

Also note that the Purchase Form is NOT a Purchase Order. Do not give or fax a copy of the Purchase Form to a Vendor. This document is meant only for use within Western's Purchasing System. If the Vendor says they need a Purchase Order, make a note on the Purchase Form and Procurement will create a Purchase Order and send it to the Vendor.
 

Types of Purchases

To claim sole source we must be able to document in detail that we have searched for alternative sources, and there must be a written description of what the special conditions or requirements are which make the purchase justifiable to only one source. The Request for Sole Source Approval Form has been developed to aid in documenting. If you have trouble with the form, contact Procurement for help with determining the extent of support necessary to support the request.

Brand or model name is not usually sufficient to justify sole source. Often, these brands are available from several different distributors or retailers. In this case, instead of doing a sole source form, indicate on the Purchase Form why an equivalent brand or model will not serve your purpose.

Any purchase for goods or services with a total value (less tax and freight) equal to or exceeding $10,000.00 requires a competitive quote from three sources.


Any solution that is projected to exceed $10,000 shall at a minimum be posted on Washington's Electronic Business Solution (WEBS).

To get the best price! Competitive quoting fulfills our obligation to the business community who, as taxpayers, expect to be given a fair and equal chance at participating in the business the University has to award.

It's also the law! The dollar amounts for competitive quote requirements are specified in the Revised Code of Washington (specifically RCW 43.19.1906).

Event Questions

Then please provide an estimate.

We can keep documents private in CMM Contracts Management System.
* - Food purchases made with grant funds may have different requirements in regards to providing.

Then please provide an estimate.

If we are renting space at a Bellingham venue that requires us to use their catering services, do we have to request an exemption from Aramark?

No, However the following are Bellingham Venues that allow Aramark to cater:

  • Squalicum Boathouse
  • Lairmont Manor
  • Fairhaven Ferry Terminal

The policy does not require a department to seek pre-approval for food if the cost of the food is to be covered by an “attendee fee.” What constitutes an “attendee fee?”

Examples of attendee fees are:

  • A Conference Registration fee
  • A Vendor Fee to participate in a campus fair
  • Field trip course fee

Payment Processing

Contact Accounts Payable at: accounts.payable@wwu.edu.

The University is required to pay tax on all purchases just as any other business or consumer must do. Western is not tax exempt. We pay either a sales tax (as specified by RCW 82.08) or a use tax (RCW 82.12) on almost all purchases. The only exceptions are exemptions for certain categories such as food, advertising, research equipment or professional services.

Sales Tax should be represented on price quotes and invoices from vendors who are registered with the Washington State Department of Revenue.

Use Tax is a compensating tax that we pay to the State of Washington. It will always be our current local tax rate and Accounts Payable will add it to invoices from vendors who are not registered with the Washington State Department of Revenue.

A PCD prefix on the document number in Banner or Millenium means this was a purchase placed with a WWU PCard. If you used your own PCard to place the order, you probably recognize the information you see. You may see a PCD document even if you don't have a PCard. Purchasing and Accounts Payable sometimes use their PCards to place order or process Check Requests per a Purchase Form you have sent them.