Purchasing department

Mission

The Procurement and Administrative Services Department mission is to serve the University’s academic, research and student community by facilitating the effective and efficient acquisition of equipment, goods and services in accordance with laws and policies governing the University. The procurement function will be conducted in accordance with ethical standards of purchasing profession in an orderly and consistent fashion while maintaining accurate and detailed records and fostering a high standard of public relations with the University community, suppliers and the general public.

Knowledgeable and Innovative Professionals

The Purchasing Department is dedicated to achieving excellence in providing procurement services and attaining recognition as knowledgeable and innovative professionals. We envision our role as members of an organization in which teamwork and respect are valued, and employees take pride in everything they do. We strive to provide quality "customer-oriented" procurement services.

Staff Responsibility Assignments - Temporary Changes


Date:               June 22, 2016

To:                   Administrators, Faculty and Staff

From:               Michael LaGrassa, Assistant Vice Chancellor of Administrative Services

Re:                   Procurement Staffing Shortage and Service Delays

As many of you are aware, the Procurement Office is currently down 2 of its 3 three procurement positions. We are working diligently to fill the open positions however in the interim the level of service that can be provided to the campus community will be impacted. In order to provide the best possible level of service with available resources we will be prioritizing our workload as best as possible and temporarily utilizing staff members from other areas to assist in covering operations currently vacant.

In order to allow us to prioritize and be as efficient as possible. Please direct all inquiries to the purchasing email account (purchasing@umassd.edu) and please email instead of calling the office as our ability to answer and return phone calls is significantly impaired.

Please refer to the list below for points of contact for key high volume areas that our office is generally contacted for on a daily basis.

 

Area

Description

Point of Contract

Contact

Travel

Travel program, travel expenses and other travel related questions

Rebecca Pina

AccountsPayable@umassd.edu

Vendors

Adding and updating vendors as well as processing W9

Rebecca Pina

AccountsPayable@umassd.edu

Phones

Technical issues, data transfers, etc.

IT Service Center

508-999-8790

Ordering new phones

Annemarie Currie

acurrie1@umassd.edu

Contracts

Request to complete, review and sign contracts

Joshua Dubroff

Michael LaGrassa

purchasing@umassd.edu

Solicitations

Request to review specifications and conduct solicitations

Joshua Dubroff

Michael LaGrassa

purchasing@umassd.edu

Purchase Requisitions/Purchase Orders

Questions and request related to processing purchasing requisitions and purchase orders

Joshua Dubroff

Michael LaGrassa

purchasing@umassd.edu

BuyWays/Peoplesoft

Technical Questions related to BuyWays setup, troubleshooting, system training

Kirk Helmuth

AnneMarie Currie

khellmuth@umassd.edu

acurrie1@umassd.edu

Procards

Questions and requests for new cards and or changes to existing cards or other procard related questions

Joshua Dubroff

Michael LaGrassa

purchasing@umassd.edu

State Gas Keys

Questions related to state gas keys and requests for new and or replacement keys

Mark Carney

mcarney@umassd.edu

Wright Express Gas Cards

Questions related to wright express gas cards and requests for new and or replacement cards – Charge Backs

Mark Carney

mcarney@umassd.edu

 


 

The purchasing staff are divided up by commodity for the review, processing and providing service for all acquisitions for the University. All questions regarding a bid process, contract for service, requisition or purchase order should be directed to the appropriate purchasing staff based on the type/commodity of the acquisition. See Staff Responsibility Assignments.

Members of the Purchasing Team are expected to seek out and adopt current best business practices regarding the acquisition of goods and services and to apply these practices in a friendly, client service manner. The purchasing department is additionally charged with, administration of the public bid process, vendor relationships, managing compliance to policy and procedure and serves as liaison to legal counsel, four other campuses, President’s office and other state agencies. Finally, the Procurement Department is to provide appropriate expertise and training to the entire University community in these matters. 

 

Staff

Michael LaGrassa

Assistant Vice Chancellor for Administrative Services

P: 508 999-9180
Responsible for the day to day operations of Administrative Services.

 

Josh Dubroff

Associate Director of Procurement

P: 508 999-8055      F: 508 999-8997      Email: josh.dubroff@umassd.edu

Responsible for administration of requisition and bid process to insure compliance with Policy and Procedures.

Commodity/ResponsibilityAdditional Description
Bid Administration Review, Develop and Approve Specifications and Administer process
Contract For Services Related to Commodity Responsibility including Architect, Designer, Engineering, Attorney/Legal Services
Facilities Tools, Contract for Services, Heavy Equipment, Supplies, Services, Hazardous Waste, Janitorial Supplies, Equipment & Material, Other
Foreign Traveler's Insurance POC For Community
Furniture Office, Dorm, Window Treatment, etc
Labor & Construction  Solicitations
Temporary Employment  Services

 

To be Filled

Information Technology Procurement Manager

P: 508 999-8072   F: 508 999-8997      Email: purchasing@umassd.edu

Responsible for administration of requisition and bid process to insure compliance with Policy and Procedures.

Commodity/ResponsibilityAdditional Description
Bid Administration Review, Develop and Approve Specifications and Administer process
Contracts for Services Related to Commodity Responsibility
Computers and Technology Computers & Related Technology, Software, Network Equipment, PDA's, Cell Phones, Laptops, Switches, Routers, Other
Office Equipment- non furniture Copiers, Printers, Fax, Multifunctional Devices, Copier Lease, Scanners, Shredders, Other Equipment, Lease Log
Printing Media and Services Printing Services, Periodicals, Books, Supplies, Services, Other
Educational, Oceanographic & Scientific Equipment, Instruments, Services, Other
University Cellular Services Manages University Cellular Account
Office Supplies & Services Office Supply Vendor, Window Treatment, Office Max, Other

 

To be Filled

Purchasing/Procurement Card Administrator

P: 508 999-8072      F: 508 999-8997      Email: purchasing@umassd.edu

Responsible for administration of requisition and bid process to insure compliance with Policy and Procedures.

Commodity/ResponsibilityAdditional Description
Bid Administration and Compliance Review, Develop and Approve Specifications and Administer process
Contracts For Services Related to Commodity Responsibilities
Athletics Equipment, League Fees, Rentals, Game Officials, Facility Rentals, Other
Procurement Card, Travel Card, Fuel Card Administration Processing of Applications, Training and Reporting
Charge Back Programs Alphagraphics, Multifunctional Device Maintenance
Express Mail FedEx
Law Enforcement Supplies, Equipment & Services Guns, Uniforms, Technology, Services, Other
Transportation/Vehicles Purchase, Rental & Lease of Cars, Shuttles and Buses
Travel Administrator Domestic and International Travel
Vendor Master File Adding & Updating, Glacier/Foreign Vendors
Vessel Chartering Chartering of Fishing and Other Ocean Going Vessels
Procurement Card Reallocation Training, Manages proxy assignments
Sub Recipients Grants and Contracts Logging and processing requisition to purchase order
Guest Speakers/Lecturers/Conference Expenses  

 

Kirk Hellmuth

Information Systems/ Financial Reporting Manager

P: 508 999-8085      F: 508 999-8997      Email: khellmuth@umassd.edu

Responsible for the administration of all PeopleSoft Financials modules.

Commodity/ResponsibilityAdditional Description
Provides Functional Leadership for Financial Modules BuyWays Procurement, AP, Asset Management, General Ledger, Travel and Expense, Reporting , and Summit
Lead Trainer for Financial Systems Buyways, Travel and Expense, Summit, Reporting/Budgeting
Ad Hoc Reporting Develop reports for Campus Community
Administers Budget and Reporting Trees  
Asset Management Physical Inventory and daily functional support Coordinates reconciliation efforts for campus physical inventory

 

Annemarie Currie

Information Systems/ Financial Reporting Coordinator

P: 508 999-8084      F: 508 999-8997      Email: acurrie1@umassd.edu

Commodity/ResponsibilityAdditional Description
Provide technical support for software problems and user issues BuyWays Procurement, AP, Asset Management, General Ledger, Travel and Expense, Reporting, and Summit
Assist departments with analysis Producing ad-hoc reports on request
Responsible for the development and maintenance of financial reporting Administers budget and reporting trees
Assist with software installation and /or upgrades  

 

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