Purchasing Policy

We allow all members of our student staff to make Bechtel Center purchase requests. Following policy describes the process.

Definitions (Click Below To Expand)

Definitions (Click To Expand):
  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.
  11. Person/Lab: Name of the person/lab that needs the item. Example: I, John Doe, Metal, Lathe etc.
  12. Item: Each list item needs to be rationalized. Example: 2026T15, Radio-master Pocket etc. You may only group items if they fulfill one specific task as defined below.
  13. Task: Task needs to be sufficiently clear in scope to allow your DI to understand the task you wish to perform. If you are unsure, always be more descriptive. Example: repairing tailstock on ST20Y, fixing spool gun on MP210, replenishing consumed nitrile gloves.
  14. Expensive Item: Item exceeding >=100$ should have disclosures on considered alternatives and value of task being performed.
  15. Expensive Items: Items exceeding >=500$ should have disclosures on considered alternatives and value of tasks being performed.
  16. Generalizations: Tasks that are described as stuff for laser cutting, consumables for lab, fixing things; do not meet specificity required.
  17. Trial Item: Item that is being procured to try out needs to be stated as a trial item instead of stating the potential benefits as known benefits.
  18. Personal Use: Items that mostly/likely benefit a specific member (employees are members when using the center for personal projects), group of members or teams should be disclosed as such.
  19. Planner: Microsoft tool used for tracking orders.

Process Outline: 

Flowchart of Purchasing

Already Available

Below are live inventories. 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)

Rationalize:

This section gives you a format for your reasoning:

Reason: [Person/Team/Lab] needs [item] for [task].

Vendor Selection (Click Below To Expand List):

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

Internal Vendor (Click To Expand):

Purdue has several internal vendors; we currently know of the following. Please update as we discover more.

  1. Surplus (For Used Equipment):
  2. 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.
  3. Research Machining Services (Metal Stock):
    • Inventory
    • Cost: Call or Email using the link above. 
  4. 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.
Catalog Vendor (Click To Expand):
  1. 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  
  2. 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.  
Non-Catalog Vendors (Click To Expand):
  1. 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: 
    • Uline:
    • 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
  2. 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. 
Purchase Form / P-Card (Click To Expand):

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 Manager: Orders for Admin, Software, Media, and IT
  4. Troy Crooks: Orders for Kennametal

Receiving:

If you are placing a purchase request, you may also be receiving the item. Here are the expectations when handling packages:

  1. Packing Slip:
    • Locate the packing slip if available. 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 below.
    • Provide the slip to the Community Manager or leave it at the front desk if she is not immediately available.
  2. Teardown: Dismantle and dispose all packing material in the trash. Tool are available at the cart as shown below.
    Tethered Safety Utility Knife
  3. Manuals/Certificates: Scan or get digital copies of documentation received in the package and upload to planner task associated with the order. Access planner here.
    Planner Task showing attachment.
  4. Mark BIDC: Mark item/s with BIDC using the the tools available at the cart.
    Tethered Marker
  5. Mark on Tracker: Move task from Ordered to Received in planner located here.
    Showing how planner moves items from ordered to received.

Multiple Items:

If you are purchasing more than 3 unique items you need to do one of the following:

  1. Teams Spreadsheet: You must use an excel spreadsheet that contains the item, qty, unit price, price, total price and individual reasons. The excel needs to be in here on Microsoft Teams. A template has been provided here. Example:
    Filled Excel Spreadsheet
  2. Teams Spreadsheet with Vendor Cart Sharing: If the vendor supports sharing a cart with a link, you must use the cart link in the Team Spreadsheet. Example: Digikey:
    Digikey cart with share button highlighted.

Chemicals:

If you are purchasing chemicals, you need to comply with university Hazcom Comprehensive training which is available here. In addition, you need to ensure that:

  1. 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.
  2. Hazard Assessment: You and/or your supervisor has to evaluate the hazards and controls. Here is a general outline:
    • Section 1 – Identification: It is important to rename the SDS file to a term that is easily searchable on Microsoft Teams and correlates to actual name and supplier in the SDS. Example:
      HCL SDS Sec 1 with name, manufacturer and supplier highlighted.
    • Section 2 – Hazards: Read over the GHS classification, hazard statements and precautionary statements. This should establish the general hazards associated with the chemical. It is always a good idea to substitute for a lower hazard chemical that might be more expensive and/or less effective. Example:
      HCL SDS Sec 2 with GHS, Signal Word, Haz Statements highlighted.
    • Section 8 – Controls: The hazards need to be controlled. It is important to ensure we have the required PPE before the handling of the chemical and procedures are in place to ensure PPE requirements are followed. Although not required for original containers, consider using Bechtel standardized labeling that has sections for PPE making it relatively easy to communicate procedure. Control might be different based on environmental situations, work with your supervisor to determine which control is appropriate. Example:
      HCL SDS Sec 8 with PPE requirements highlighted,

Amazon:

If your vendor is Amazon and you are not purchasing office supplies. Please have the following information ready:

  1. 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).
  2. 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.

Purchase Form:

If your vendor requires a Purdue Purchase Form, please fill out this form. You will need to link it while filling the purchase request. You must upload the filled forms here. Please fill in all fields labeled [Filled by Employee]. If the purchase is on an online store:

  1. Provide the links in ITEM DESCRIPTION.
  2. Fill website link in the Vendor field instead of address.
    Purchase form with employee fields circled.

Quote:

If your vendor doesn’t have an online store front or items that are not available online, you will need to do the following:

  1. Quote: You will need to obtain a quote via Purdue email. If it is an in-email quote, please export the email as a PDF using the Save as PDF setting of Print.
  2. Validity: Ensure the Quote is not expired.
  3. Address: Ensure the Quote has the correct shipping/billing address.
  4. Attach: You should add the Quote to your associated planner task. You have to upload this to teams in here, before adding to the planner.
  5. Contact: Contact your DI via Discord in the event the expiry of the Quote is less than a week at the time of filling the request form.

Links to Request Form:

Link: https://forms.office.com/r/H8KsP5zhqK

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