- Purchasing, Payment Services & Travel
- Current Solicitations
- Current UCO Contracts
- Documents & Forms
- Information for Vendors
Did you know if you have any concerns, problems or issues with vendors offering goods and services to the University, you can report these issues to Denise Smith, Director of Purchasing, to handle and resolve? Utilize the Vendor Performance Quality Report to communicate effectively and allow the vendor opportunity to resolve the issue.
|Preferred Movers for Employee Relocation Policy|
Additional information about contract awards can be found on the Information for Vendors webpage under UCO Contracts and Recent Awards
Mandatory Campus-Wide Contracts
The campus-wide contract with Advantage Staffing for temporary employment services is effective from April 2012 through April 2016, awarded as contract RFP RFP2012P114. The contract has been established to support the University with needs for non-professional services in a manner consistent and compliant with Federal, State and local laws and regulations. Wage reporting to State and Federal Tax Agencies will be the responsibility of Advantage Staffing. Temporary workers not associated with the UCO pool of resources will be billed at a 44% administrative fee. The administrative fee for this contract has been negotiated at 29% when utilizing recommended UCO employees in the in the pool of available employees. When contracting with Advantage Staffing for temporary employees, UCO will advise Advantage Staffing as to a preferred hourly wage to pay the contracted temporary employee, requested employee(s) from the UCO pool and Advantage Staffing will bill UCO for the amount and the 29% administrative fee. Example given, proposed hourly rate the temporary employee is proposed by UCO at $9.00. UCO will be billed by Advantage Staffing for $11.61 per hour.
UCO has a pool of individuals, students, former/current staff and faculty who have signed up to work through the temporary agency for UCO events. Always ask for temp help to be pulled from the UCO Staff Pool.
Individuals interested in working as a temporary employee for UCO events should use the attached Advantage Staffing application to apply.
A UCO requisition is required to be submitted to the Purchasing Department with a minimum of four days prior to the first day of the event. The standard 'modified clause' in Banner to utilize for requisitions is ADVANTAG and this clause will provide all fill-in information required for the requisition and purchase order. Use this in commodity item text to insure sufficient information is provided on the purchase order to Advantage Staffing.
Timesheet must be completed and sent via email before noon each Friday. If you scan these documents, be sure to send them to yourself first and then forward. This will apprise Advantage Staffing as to the sender. Email these to the rep, Valencia Moore.
Required documents for Advantage Staffing include the following:
Advantage Staffing Representative: Valencia Moore Valencia.Moore@Advantageresourcing.com
Advantage Staffing Phone: 1-800-258-1478 Fax: 214-622-6328
The University of Central Oklahoma's Office of Information Technology has entered into an agreement with Apple to become an Apple Authorized Campus Store. To assist the University in meeting its contractual requirements with Apple, a new procedure for UCO purchases of all Apple products and services has been created.
1. Central Tech Store will serve as the vendor for all University of Central Oklahoma purchases of Apple products and/or services. No UCO purchases will be made through other Apple resellers, Apple.com or Apple Education.
2. All University purchases will be made with a UCO purchase order with the vendor noted as Central Tech Store. ProCards may be used for Apple purchases with the standard ProCard Restrictions applicable.
3. Process for UCO purchases of Apple products and services - Effective July 1, 2010.
4. See the Central Tech Store for information to help generate a quote. Attach the quote to the requisition made out to the Central Tech Store and send the paperwork to the Purchasing Department.
UCO Risk Management Accident Information Form for UCO Employees renting vehicles for work related purposes.
Utilize the ENTER clause on requisitions for Enterprise rentals.
When renting vehicles from Enterprise, the policy for re-fueling the rental vehicles is to replace what you use. If the gas tank is only half full when the vehicle is rented, it only needs to be returned with the tank half full. It the tank is full when rented, it must be returned as such upon returning the vehicle. Always note the gas level and document it on the rental paperwork before you leave Enterprise. Equipment installed on vehicles will not be changed in any way. Travel hitches or devices for carrying baggage or equipment on the top of rental vehicles are not authorized under this contract.
Enterprise Representative: Michelle Anderson, Assistant Branch Manager Ph: 405-844-6700
Hertz Rentals - Vendor Code is HERCOR
Utilze the HERTZ clause for all Hertz rental requisitions
Effective May 15, 2013, UCO has contracted with Hertz for vehicle rentals.
Vehicle rental location is at 3700 Broadway Ext., Edmond
Hertz Contact: Chris Perry, 245-1029, email@example.com, Fax Number: 888-999-0953.
To receive UCO contract pricing, utilize UCO's CDP-ID Number which is CDP#445078 and to Direct Bill, use the billing number 43830729.
Hours of Operation are 7:30 A.M. - 6:00 P.M., Monday - Friday and 9:00 A.M. - Noon on Saturday
Charges begin upon time of pick up to the time of drop off
Collision Damage Waiver is included in the costs noted below. Hertz Local Edition (HLE) rates are for rentals which must be picked up and returned to the local Edmond Hertz location. Unlimited mileage. Hertz Corporate rates are applicable for rentals picked up, driven outside of the state of Oklahoma and returned to the Edmond Hertz location.
Hertz Local Edition Rates
Economy (Class A) $31.14
Compact 4-Door (Class B) $31.14
Intermediate 2/4-Door (Class C) $32.99
Standard 4-Door (Class D) $35.50
Fullsize 4-Door (Class F) $35.50
Premium (Class G) $58.32
Luxury (Class I) $58.32
Minivan (Class R) $52.92
12-Passenger Vans $67.50
Hertz Corporate Rates
Compact 4-Door (Class B) $47.00
Intermediate 2/4-Door (Class C) $48.00
Standard 4-Door (Class D) $49.00
Fullsize 4-Door (Class F) $50.00
Premium (Class G) $55.00
Luxury (Class I) $75.00
Minivan (Class R) $75.00
12-Passenger Van $67.50
The attached list of Campus Standard Brands reflects brands and vendors which have been standardized on the UCO Campus.
The attached list has been published by The Office of Information Technology for Audio Video (AV) Standards
The campus-wide contract with Compass Foods/Chartwells for food service on the UCO Campus is effective July 1, 2008 through June 30, 2018. This contract includes all catering services for the University. Faculty/Staff sponsored events held in the Nigh University Center give this contract exclusivity for catering services.
Faculty/Staff sponsored events held anywhere on campus, including the Nigh University Center, with catering expenditures exceeding $200.00 give this contract exclusivity for catering services.
Student Organization sponsored events held anywhere on campus, including the Nigh University Center, have the right to seek outside vendor quotes for food and beverage snack expenditures of less than $200. Compass Group/Chartwells offers the student organizations a 'No Frills Catering Guide' which is a student priced catering menu designed to provide food services for special student events at a minimal cost for student organizations.
Student organization sponsored events held anywhere on campus, including the Nigh University Center, with catering expenditures exceeding $200, give this contract exclusivity for catering services.
External customer events held in the Nigh University Center or anywhere on campus give this contract exclusivity for catering services.
Catering guides and menus can be located at http://www.eventservices.uco.edu/. The food service contract terms and conditions are applicable to food/beverage/catering ProCard purchases. Special quotes or requests can be made by contacting Bruce Barringer at 974-4638 or firstname.lastname@example.org
To generate quotes for Dell hardware, you will need to have access to the Dell Premier store (premier.dell.com). If you do not already have access to our Dell Premier store, contact Celinda Garza via email (Celinda_Garza@Dell.com) and request UCO 'shopper' access. All quotes for Dell equipment should be created via UCO's Dell Premier site or Rob Taute; please discontinue use of any alternate means of generating quotes for Dell hardware, as the pricing within UCO's Dell Premier site should be lower than any publicly available pricing at current time. If you need help, please contact the Office of Information Technology for assistance.
GP Coca-Cola Rep: Jason Summers email@example.com Ph: 405-280-2344 Fax: 405-951-6100
1. If a machine if not working properly, seek out the asset number on the machine (5-digit number on the GPCC sticker on the machine), call 1-800-280-2000 and report the machine describing the problem - the more information offered about the lack of service, the better the service technician can pinpoint the problem. If a problem has already been reported and the machine is not fixed through the 1-800 number and it appears the machine is not being worked on, contact Mary Long at 974-2737. Provide the same 5-digit machine number to Mary along with the details regarding the problem and the dates of previously reported incidents.
2. To order product (via ProCard or PO), a contact name, phone number, fax number and email address is needed by GPCC. If the department doesn't have an account, Jason Summers will need to be contacted to meet with the department to set up an account.
Justice Golf Cart Pricing per RFP 2011P122 throught December 31, 2013
Justice Golf Cart Pricing per RFP 2011P122 effective January 6, 2014
Labor Ready is a campus-wide contract available for temporary day laborers for
event set up, outside work and manual labor tasks. Contact Roberta Botello if you have
questions regarding this contract.
UCO has teamed with Strategic Marking Affiliates (SMA) to establish a licensing program for UCO approved logo use on products such as advertisements (materils print-wise produced from the office of University Relations or other areas on campus are not subject to approval through SMA updated 9/10/13), t-shirts and promotional/swag products. Before processing any acquisition for items with UCO logos, please consult the SMA Licensed Vendor Listing to assure the Vendor has been appropriately licensed. If the Vendor intended for use is not listed, please email the Vendor information to include a contact name, email and phone, to Denise Rodolf.
Office Supplies: Staples - Effective 1/1/13 - 12/31/15
The preferred vendor for all office supplies is Staples, effective January 1, 2013. Orders can only be placed by UCO Campus Customers on the following website to insure appropriately discounted office supplies and tax-free purchases:
The campus-wide contract includes a core item list which has been priced at the greatest discount to the University. The core items are flagged on the Staples Advantage website which indicates the very best value and cost for UCO. Minimum order volume is $35.00 with desktop delivery.
Staples Advantage has furniture on the OU Furniture Contract R-10122-10. Email the account manager for any needed quote.
Staples Advantage has offered copy paper costs at a more competitive cost than the Clampitt SW contract:
Product #135848 (1 - 9) cartons $31.99
Product #833860 represents ten (10) cartons $299.50
Product #134848PAL represents forty (40) cartons $1160.00
If ordering single cartons up to a quantity of nine (9) cartons, use product code #135848. Each carton cost from 1 – 9 is $31.99 each.
If ordering a quantity of ten (10) cartons, in using product code #833860, there is a discounted cost offered. Total cost for the ten cartons is $299.50 which offers UCO a single carton cost of $29.95 and a $2.04 per carton discounted cost.
If ordering a quantity of forty (40) cartons, in using product code #134848PAL, there is an additional discounted cost offered. Total cost for the forty cartons is $1160.00 which offers UCO a single carton cost of $29.00 and a $2.99 per carton discounted cost.
Staples Account Manager: Lee Foreman Cell: 405-317-8854 Office: 405-943-6310 firstname.lastname@example.org
Quotes can be sought from Lee Foreman or David Patry at email@example.com
Preferred Movers for Employee Relocation Policy
At this time, there are no preferred movers for approved employee relocation.
Schendel Pest Services
November 1, 2010, pest control service was awarded to Schendel Pest Services. Any concerns regarding pest control on campus should be handled through a Physical Plant work order.
All software acquisitions and purchases must be approved by Information Technology prior to the requisition being sent to the Purchasing Department. Approval should be sought through the I/T Support Help Desk, and the written approval should be attached to the requisition along with all other required documentation to support the acquisition, as per law and policy requirements. Further, Dr. Cynthia Rolfe has delegated authority to approve and execute original software contracts and subsequent renewals up to and including $2500, on behalf of the University. Departments shall be responsible for seeking Dr. Rolfe's approval and signature on the contract before sending any requisition or other paperwork to the Purchasing Department for the processing of the purchase order.
The campus-wide contract with Standley Systems for multifunction printers is effective from September 2009 through September 2014. The contract will enable the campus to have one vendor for all printers, copiers, fax machines and MFP's with the 5 year lease cost per equipment piece including the lease of the equipment, maintenance and toner. With toner for Savin equipment included in the monthly lease cost, stocked toner bins have now been put on campus in designated areas. If you need toner, call the service phone number located on the Savin equipment and offer your name, phone number, building and room number and the 5 digit ID number on your piece of equipment which is located in the upper right hand corner of all Savin equipment on a silver plaque. Toner will be hand delivered to your department within 24 hours of the phone call. Requesting two toners will allow departments to have a spare on hand, and replacements should be ordered when the spare has to be utilized.
Savin Printer Specifications:
The following documents are examples to help campus customers create requisitions to renew yearly Savin equipment leases and create new Savin equipment leases. To print the example documents with the red mark up boxes which assist in creating the requisition, the campus customer should select the printer block or select File/Print. When the gray print box appears, before selecting OK, go to the section of the gray print box noted as "COMMENTS AND FORMS" and in the drop down box, select "Document and Mark Ups". This selection will allow the helpful red mark up directives to print on your hard copy.
Savin Training Documents:
Standley Rep: Cindy Collins firstname.lastname@example.org Ph: 405-615-3093
**Campus Customers: Please note there are some contracts which require a quote to show good will towards a competitively bid contract or a Vendor partner on campus. Quotes should always be sought from the Central Print Shop (RK Black) and from Integrity Promotions (T-Shirts ONLY). Requisitions without these quotes shall be returned to the department for the necessary quotes from these two vendors. Thank you. **
Effective 3/19/2013, UCO has awarded an Audio Video Rental Contract for campus use to Cory's Audio Visual. This is a multi-year contract with four optional 1-year renewals through 3/18/2018. When quoting with Cory's Audio Visual with this competitively bid contract, campus customers only need to ask Cory's to quote per RFP 2013P104 for rental of audio visual equipment, to include manpower. The itemized quote and requisition should reflect this contract number. This contract does include items such as chairs and stages, as well as the audio video equipment and service. No additional quotes are needed when utilizing this RFP 2013P104 contract. Please find the Cory's AV RFP 2013P104 Rental List for review. Contact information for Cory's AV is as follows:
Bart Wells email@example.com 405-682-8800
Charter Bus Contracts - RFP 2009P133
Time Lines LLCRep: Bob O'Brien Ph: 405-741-8463
Red Carpet ChartersRep: Shirley Cobb Ph: 405-672-5100
Copy paper should be ordered from Staples Advantage. See Office Supplies: Staples Advantage Contract.
Best Western Edmond Inn Suites (Vendor Code BESEDM)
2700 East Second Street, Edmond, OK 73034 Ph: 405-216-0300 Fax: 405-359-9287
*$79.00 per night for single or double occupancy. Amenities include: Business center, wireless internet access, heated indoor pool and hot tub, deluxe continental breakfast, hair dryers, microwave, refrigerator, 24 hour coffee and tea in lobby, small meeting room, coffeemaker, ESPN, HBO and CNN, iron and board, USA Today newspaper, double queen and king suites available with whirlpool tubs.
Biltmore Hotel Oklahoma (Vendor Code BILHOT)
401 S. Meridian Avenue, Oklahoma City, OK 73108-1013 Ph: 405-947-7681
*$71.00 per night for single or double occupancy. Special Rates available for extended stays and transportation to and from UCO available for six or more guests - contact your UCO Buyer. Amenities include: complimentary continental breakfast, business center, high speed wireless internet access, fitness facility, indoor heated pool and three outdoor pools, sauna, hot tub, full service restaurant, free local telephone calls.
Fairfield Inn & Suites (Vendor Code EDMFAR)
301 Meline Drive, Edmond, OK 73034 Ph: 405-341-4818 Fax: 405-341-4819
*$82.00 per night single or double occupancy. Rates for non-purchase order stays are $95.00 + tax per night. Amenities include: alarm clock, coffeemaker, tea service, individual climate control, iron and ironing board, luxury bedding to include crisp linens, thicker mattresses, custom comforters, down, feather and foam pillows, pull-out sofa bed, microwave, bathtub with spray jets, hair dryer, hot tub/Jacuzzi, separate bath tub and shower, cable to include CNN, ESPN, HBO and Satellite TV.
Oklahoma City Marriott (Vendor Code OKCMAR)
3233 NW Expressway, Oklahoma City, OK 73112 Ph: 405-879-7016 Fax: 405-840-5338
*$82.00 per night for single or double occupancy based on availability, rates effective 01/25/11.
Sleep Inn Suites (Vendor Code SLEINN)
3608 S. Broadway, Edmond, OK 73013 Ph: 405-844-3000
*$83.00 per night for single or double occupancy. Rates for non-purchase order stays remain at $83.00 + tax per night. Amenities include: complimentary continental breakfast, in-room dial up internet service, coffeemaker, fitness room, indoor swimming pool, indoor whirlpool, free local telephone calls, complimentary USA today newspaper available in lobby.
Stafford Inn (Vendor Code STAHOT)
1809 East Second Street, Edmond, OK 73034 Ph: 405-340-8197 Fax: 405-285-2034
*$59.00 per night for single or double occupancy. Amenities include: free breakfast, whirlpool, refrigerator, microwave, free wireless high speed internet, HBO, ESPN.
Document destruction services are available locally from The Meadows Center for Opportunity, which is a State Use Vendor. The Meadows is a non-profit sheltered workshop which provides persons with developmental disabilities the opportunity to work, socialize and focus on a positive future. To request these services, please complete the Document Destruction Agreement and send the agreement directly to The Meadows. ProCards are an accepted form of payment. For any other information, please visit their website at: http://www.meadowsoklahoma.com/.
Rep: Jeff Buchanan firstname.lastname@example.org Ph: 405-488-4348RFP
2013P127 for price comparison and cost comparison. Campus Customers must seek quote for comparison pricing on t-shirt orders. Requisitions not having a quote from this contract will be returned to campus customers.