Purchasing Policy

All Center labs have consumables and/or need to perform occasional repair, maintenance or R&D. To facilitate this, we allow all members of our student staff to make Bechtel Center purchase requests. This policy describes the process and rules governing acquisition.

Definitions

  1. DI: Designated Individual is an employee who can authorize a purchase request.
  2. Ariba: The SAP module used by Purdue for filling and tracking purchasing requests.
  3. BO: Business Office that may be a part of the purchasing office.
  4. Consumable: Any item or group of items that we already have, and they have limited life span and thus need to be purchased periodically.
  5. Repair/Maintenace: Any item or group of items that we need to react to a tool failure/s or perform preventive maintenance on a tool/s.
  6. R&D: Any items or group of items that are used in a process that we don’t currently offer to member community.
  7. Optimal Vendor: Vendor who has the item/s available, there isn’t an obvious cheaper option and can deliver/know to deliver the item/s in timeframe required by purchasing reasoning.
  8. Internal Vendor: A vendor who is based on campus.
  9. Catalog Vendor: Vendors integrated into Ariba. Easiest to make purchases as we need only one purchase request to acquire multiple different items from a single vendor.
  10. Non-Catalog Vendor: Vendors integrated into Ariba. It is a little harder to make purchases as we need multiple purchase requests to acquire multiple different items from a single vendor.

Process Outline: 

  1. Investigate if we already have an item. 
  2. Identify if the purchase is Consumable, Repair/Maintenance or R&D. 
  3. Have an explicit reason for the purchase. Failure to have this will result in your request being rejected. 
  4. Select a vendor/s. 
  5. Select a DI. 
  6. Considerations 
  7. File a request based on DI. 

Already Available

Investigate if we already have an item. This could mean asking your supervisor and looking around your lab. We currently maintain a live inventory of the following items. If the item exists in the inventory, please contact the leadership in that lab to get access to the item. If you plan to buy an item of the same classification, please contact the leadership in that lab to update the inventory and store the item correctly.

  1. Fasteners: Metal
  2. Kennametal Rotating Tools (Metal)

Vendor Selection:

We provide an order of preference. You may go to the next preference only if the vendor is not optimal.

  1. Internal Vendor: Purdue has several internal vendors; we currently know of the following. Please update as we discover more. 
    • Surplus (For Used Equipment):  
    • Fisher Store in Wetherill Hall (For Chemical and Gloves):  
      • Inventory: Inventory and pricing change every year. 
      • Cost: Check above excel, if unavailable, contact representative for Wetherill Hall and update excel.
    • Research Machining Services (Metal Stock):  
      • Inventory
      • Cost: Call or Email using the link above. 
    • Kennametal (Cutting Tools): 
      • Inventory: You will need to make a personal account.
      • Cost: You can search on their main website (not Novo) with the product ID, and it will show you MSRP.
  2. Catalog Vendors:  
    • Vendors: The complete list is on Ariba. However, we are providing a list here which may not be up to date. Please update as we discover more: 
      • Amazon Capital Services Inc: 
        • Office Products 
      • Bio-Rad Laboratories: 
        • Additives  
        • Analytical or Scientific Software   
        • Books, Forms and Printed Media  
        • Chemicals Including Bio Chemicals and Gas materials 
        • Colorants 
        • Compounds and Mixtures  
        • Computers and IT equipment   
        • Developmental and Professional Teaching Aids/materials 
        • Electrical Equipment, Components and Supplies 
        • Electrical Systems and Lighting 
        • Electrical Wire and Cable and Harness  
        • Electronic Components and Supplies 
        • Hand Tools   
        • Industrial Manufacturing and Process machinery and accessories 
        • Industrial Optics   
        • Industrial Process Machinery and equipment and supplies 
        • Industry Specific Software    
        • Laboratory Supplies and Fixtures   
        • Laboratory and Measuring and Observing and testing equipment 
        • Laboratory and Scientific Equipment 
        • Lamps and Lightbulbs and Lamp Components 
        • Machinery and Tools 
        • Maintenance, Repair and Operations  
        • Manufacturing Components and Supplies 
        • Marketing and Print Services   
        • Material Handling and Conditioning and Storage Machinery and accessories/supplies    
        • Measuring and Observing and Testing instruments 
        • Medical Diagnostic Imaging and Nuclear Medicine Products 
        • Medical Equipment and Accessories and Supplies 
        • Musical Instruments and Games and Toys and Arts and Crafts and Educational equipment and Materials and accessories and Supplies 
        • Office Supplies  
        • Packaging Materials 
        • Paper Products 
        • Passive Discrete Components   
        • Patient Care and Treatment Products 
        • Power Generation and Distribution Machinery and Supplies 
        • Raw Materials  
        • Resin and Rosin and Rubber and Foam and Flim and Elastomeric Materials 
        • Resins and Rosins and Other Resin Derived materials 
        • Software 
        • Tools and General Machinery 
      • B & H Photo: 
        • Computers and IT equipment  
        • Telecom Equipment  
        • Telephones and Accessories 
      • Cannon IV Inc: 
        • Computer Printers  
        • Computers and IT equipment  
        • Hardware and Peripherals  
        • Laser Printers  
      • Carolina Biological Supply Co: 
        • Developmental and Professional Teaching Aids/Materials 
        • Musical Instruments and Games and Toys and Arts and Crafts and Educational equipment and Materials and accessories and Supplies 
      • Cell Signaling Technology: 
        • Additives   
        • Chemicals Including Bio Chemicals and Gas materials 
        • Compounds and Mixtures  
        • Laboratory and Measuring and Observing and testing equipment 
        • Laboratory and Scientific Equipment 
        • Machinery and Tools  
        • Measuring and Observing and Testing equipment 
        • Raw Materials 
      • Dell Computer Corporation: 
        • Computers  
        • Computers and IT equipment  
        • Hardware and Peripherals   
        • Miscellaneous Computers  
      • Digi-Key: 
        • Electronic Components and Supplies 
        • Raw Materials 
      • Fastenal Co Laft: 
        • Hardware  
        • Manufacturing Components and Supplies 
        • Raw Materials 
      • Ferguson Enterprises LLC: 
        • Distribution and Conditioning Systems and Equipment and Components 
        • Maintenance, Repair and Operations 
      • Fisher Scientific Co LLC: 
        • Laboratory Supplies and Fixtures   
        • Laboratory and Measuring and Observing and testing equipment 
        • Machinery and Tools 
      • Hp Products Corp: 
        • Distribution and Conditioning Systems and Equipment and Components 
        • Maintenance, Repair and Operations 
      • Indiana Oxygen Co: 
        • Chemicals Including Bio Chemicals and Gas materials 
        • Containers and Storage   
        • Elements and Gases   
        • Fuels and Fuel Additives and Lubricants and Anti Corrosive Materials 
        • Gaseous Fuels and Additives  
        • Machinery and Tools  
        • Material Handling and Conditioning and Storage Machinery and accessories/supplies    
        • Medical Equipment and Accessories and Supplies 
        • Medical Facility Products  
        • Raw Materials   
      • Kirby Risk Corp – Elecal/Indl Electrical/Industrial Supply: 
        • Electrical Equipment and Components and Supplies 
        • Electrical Systems and Lighting and Components and Supplies 
        • Maintenance, Repair and Operations 
      • Life Technologies Corporation: 
        • Laboratory Supplies and Fixtures   
        • Laboratory and Measuring and Observing and testing equipment 
        • Machinery and Tools   
      • Medline Industries Inc Sales: 
        • Medical Equipment and Accessories and Supplies 
        • Patient Exam and Monitoring Products 
        • Raw Materials 
      • Phoenix Press Inc: 
        • Digital Printing  
        • Marketing and Print Services  
        • Printing 
        • Reproduction Services  
      • R.B.S. Inc dba Graham Fee: 
        • Cleaning Equipment and Supplies 
        • Machinery and Tools 
        • Water and Wastewater Treatment Supply and Disposal 
      • Sherwin-Williams Co-West Lafayette: 
        • Manufacturing Components and Supplies 
        • Paints and Primers and Finishes 
        • Raw Materials 
      • Steelcase Inc: 
        • Miscellaneous Furniture and Furnishings 
      • VWR Scientific Products: 
        • Additives  
        • Books, Forms and Printed Media  
        • Chemicals Including Bio Chemicals and Gas materials 
        • Cleaning Equipment and Supplies   
        • Cleaning and Janitorial Supplies   
        • Compounds and Mixtures   
        • Containers and Storage   
        • Defense and Law Enforcement and Security, and Safety Equipment and Supplies 
        • Developmental and Professional Teaching Aids/materials 
        • Distribution and Conditioning Systems and Equipment and Components 
        • Domestic Appliances and Supplies and Consumer Electronic Product 
        • Elements and Gases   
        • Emergency and Field Medical Service Products 
        • Engineering and Research and Tecnology Based Services 
        • Filter Media   
        • Floor Coverings  
        • Industrial Filtering and Purification 
        • Industrial Manufacturing and Processing Machinery and Accessories 
        • Industrial Process Machinery and Equipment and Supplies 
        • Laboratory Supplies and Fixtures   
        • Laboratory and Measuring and Observing and testing equipment 
        • Laboratory and Scientific Equipment 
        • Machinery and Tools  
        • Maintenance, Repair and Operations 
        • Manufacturing Technologies   
        • Material Handling and Conditioning and Storage Machinery and accessories/supplies    
        • Measuring and Observing and Testing Equipment 
        • Medical Equipment and Accessories and Supplies 
        • Musical Instruments and Games and Toys and Arts and Crafts and Educational equipment and Materials and accessories and Supplies 
        • Office Products 
        • Patient Care and Treatment Products and Supplies 
        • Patient Exam and Monitoring Products 
        • Personal Safety and Protection   
        • Postmortem and Mortuary Equipment and Supplies 
        • Raw Materials  
        • Safety Signs   
        • Services   
        • Signage   
        • Signage and Accessories  
        • Solvents  
        • Surgical Products  
    • Cost: In most cases we can see the price on the vendors website. In some cases, you might need to make a request for a quote. If they ask you to make an account, please request a quote through the Community Coordinator.  
  3. Non-Catalog Vendors:  
    • Vendors: The complete list searchable but not viewable on Ariba. However, we are providing a list here which may not be up to date. There are far more vendors than we have listed. Please check with the Community Coordinator to see if your vendor is a non-catalog vendor. Please update as we discover more: 
      • McMaster Carr: 
      • Grainger: 
      • MSC: 
      • Thor Labs: 
      • Haas Tooling: 
        • For: Tooling and Machine Testing Equipment 
        • Inventory
      • LAMMCO: 
      • Von Tobel: 
        • For: Lumber and Building Supplies 
        • Inventory
      • Flow Corp: 
        • For: Waterjet and Waterjet Spare Parts 
        • Inventory
      • Barton International: 
      • Trotec: 
      • Fablight: 
      • Alro Steel: 
        • For: Metal and Plastic Materials 
        • Inventory
      • Big Systems: 
      • Laguna Tools: 
        • For: CNC Gantry, Gantry Parts and Tools 
        • Inventory
    • Cost: In most cases we can see the price on the vendors website. In some cases, you might need to make a request for a quote. If they ask you to make an account, please request a quote through the Community Coordinator. 
  4. Purchase Form / P-Card: This type covers all vendors not available in the above options. If we will be making regular purchases from vendor in this class, we should apply for it to be added to Ariba through this document.

Designated Individual (May Change):

  1. Operations Manager (Specializing in Metal): Orders for Electronics, Metal Shop (except Kennametal), Soft Materials and Composites
  2. Operations Manager (Specializing in Wood): Orders for Hot Works, Wood Shop and P&P
  3. Community Coordinator: Orders for Admin, Software, Media, and IT
  4. Troy Crooks: Orders for Kennametal

Considerations:

  1. Receiving: If you are placing a purchase request, you may also be receiving the item. Here are the expectations when handling packages:
    • Do not do anything to packages not address to the center and/or center employee. You are also not obligated to open packages for other employees.
    • Attempt to get a hold of the person the order is addressed to unless it’s the order you placed.
    • Locate the packing slip. Eg:
    • Tally the items and quantities against the packing slip. It is normal to only receive a portion of the order; items sometimes are shipped separately.
    • Check, initial/sign and date the packing slip as shown:
    • Provide the slip to the Community Coordinator or leave it at the front desk if she is not immediately available.
  2. Chemicals: If you are purchasing chemicals, you need to comply with university Hazcom Comprehensive training which is available here https://www.purdue.edu/ehps/rem/training/hazcom/hazcomcompnew/hazcomcompnewpage.html. In addition, you need to ensure that:
    • SDS: SDS/s for the chemical/s are filled on Microsoft Teams in your lab folder. As an example, here is the location for Composites lab. Your lab location might be different, please ask your supervisor.
    • Hazard Assessment: You have read, understood and reviewed hazards and controls with your supervisor.
  3. Amazon: If your vendor is Amazon and you are not purchasing office supplies. Please have the following information ready:
    • Alternatives: List of other Internal, Catalog or Non-Catalog vendors (at least 2) you have looked at. Example: You are trying to get fasteners and you already have looked at Fastenal (Catalog) and McMaster (Non-Catalog).
    • Reason: A clearly articulated reason for using Amazon. Look at the optimal vendor definition above for more information. Example: Both Fastenal and McMaster didn’t have the item.

Links to Request Forms by DI:

  1. Christina Perry <- Click me or Scan
  2. Anirudh Pal <- Click me or Scan
  3. Dan Bollock <- Click me or Scan