Purchasing mandate for preferred suppliers moves into final phase

As previously communicated, the Ohio Task Force on Affordability and Efficiency in Higher Education, with the Board of Trustees ratification, requires Ohio University to leverage purchases campus-wide through contracted suppliers and leverage purchases state-wide for areas of common spending through the Inter-University Council Purchasing Group (IUC-PG). There are several initiatives underway on campus that support these mandates. The Affordability and Efficiency (AE) Work Group formed in 2017 to help implement these state-issued mandates and their work has included a roll out plan of the preferred supplier list for the institution.

When making purchases on behalf of Ohio University, employees must purchase from preferred suppliers if one is available. Employees should make purchases using BobcatBUY, rather than using a University Pcard. If the PCard is the only option for purchasing due to extenuating circumstances, the purchaser must ensure the supplier is aware that you are purchasing on the OHIO University contract. The pertinent contract number can be found on the preferred supplier list. The University’s account number can also be found on the punch-out catalog home page in BobcatBUY.

 Before making a purchase in BobcatBUY, please follow these steps:

1. Consult the preferred supplier list and ensure your supplier is listed there.  
2. If you do not have access to BobcatBUY, take pertinent ordering information to the staff member charged with purchasing for your department.
3. Exceptions may be granted in instances where a purchase absolutely cannot be made using a preferred supplier, or there is a cost savings of over $1,000, but employees must seek and secure the exception prior to completing any purchase. Beginning May 3, users may request exceptions when purchasing in BobcatBUY. If you believe you require an exception, please complete the A&E exception section in your draft cart in BobcatBUY. Your planning unit CFAO must approve the exception in BCB. Although it is not required, it is highly recommended that the planning unit use the Exception form to document the need and business justifications for the approved exception.

Over the course of the next several years, the University will be adding Preferred Suppliers as new expense categories are identified. In the meantime, if there are expense categories that do not have preferred suppliers, purchases must follow Ohio University Purchasing policies and the laws of the State of Ohio, e.g. bid limits and federal purchasing requirements.

For more information about the Governor’s Task Force on Affordability and Efficiency and the subsequent Board of Trustee mandate please see the Affordability and Efficiency page on the Ohio University Finance website. Questions may be directed to the Finance Customer Care Center at financecustomercare@ohio.edu or 740-597-6446.