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University launches site for non–Medical Center departments to centrally purchase PPE, cleaning supplies

June 10, 2020
Centralized ordering system is designed to help ensure best pricing, prevent internal bidding wars, and assure availability of approved supplies.

While remote work arrangements remain in place for most nonessential University of Rochester employees, some departments with staff and researchers on campus need items such as face masks, disinfecting wipes, gloves, surface sprays, and additional PPE (personal protective equipment) for their work areas on the River Campus, at the Eastman School of Music, the Memorial Art Gallery, and other non–Medical Center offices and sites.

Instead of departments purchasing these items from various outside suppliers at ranging costs, there’s now one University ordering site that has been launched to help ensure best pricing, prevent internal bidding wars for the products, and assure the continued availability of approved supplies across the University.

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Effective immediately, all non–Medical Center departments are required to use the new PPE purchasing process to order PPE and cleaning products for employees and department common areas. Common areas and restrooms in buildings will be cleaned and maintained by University Facilities and cleaning supplies for these purposes should not be acquired through the new process.

The Medical Center currently has its own standard process for stocking and ordering PPE supplies, and this new PPE Supply Chain Program mimics the URMC system to ensure product consistency.
Any exceptions to using this process and ordering through an outside supplier need to be pre-approved through Dave Nelson, director of Support Operations.

PPE and Cleaning Supplies Ordering

Department heads or administrators can order items through the online form: https://www.facilities.rochester.edu/_forms/covid_supply/.

Upon ordering, a receipt will be delivered from URCovidSupplies@ur.rochester.edu, which also serves as the email address for questions about the ordering process. When an order is received, Materials Management will work directly with the department to arrange for delivery. It’s estimated that most orders will be delivered in three days, but in some cases individuals can arrange for same-day pick-up. Departments should place orders for the supplies after an evaluation of their immediate needs and not preorder items for use weeks in advance. Environmental Services already provides and replenishes hand sanitizer in building entryways and common areas, so departments only need to purchase hand sanitizer for areas where dispensers are not readily available nearby.

University Facilities’ Materials Management group, in collaboration with Purchasing, is leading this effort, which includes managing the procurement, distribution and delivery, and departmental billing.

The link will remain on the University Facilities homepage for future ordering. For questions, email URCovidSupplies@ur.rochester.edu.

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