COVID Vendor Acknowledgement Process

To: Management Council Members, VPs of Finance, and all eVA end-users

From: Shared Services Center

Area: Procurement

Reason: COVID Vendor Acknowledgement Process

Date: May 28, 2020

In continuation of our effort to help Colleges prepare for opening, we are pleased to communicate a temporary order acknowledgement process for COVID19 related procurements. We hope that this new process coupled with the Vendor List process that we communicated on Friday (below) will help to better support reopening. Shared Services will begin the following process Monday, June 1, 2020:

1. Shared Services Help Center will contact the vendors from the previous day’s orders that were labeled in the title with COVID19

2. The Help Center will obtain an acknowledgment of the order and an estimated delivery date

3. If the delivery date you requested cannot be met by the vendor, the Help Center will contact you (requestor on the requisition) to work through the following options

a. You may decide the delivery date is acceptable and the order stays as-is

b. You may request to cancel the order and enter a new requisition to another vendor (using the vendor list)

c. You may decide to leave your original order and enter a new requisition to another vendor (using the vendor list)

4. The Help Center will help you coordinate on the choice you make above.

Vendor List Communication from May 22, 2020:

In an effort to help Colleges prepare for opening, the SSC has created a vendor list. The intent of this list is to provide requesters with as many potential sources for COVID-19 related procurements as possible. This list is NOT all inclusive and is meant to provide additional resources to the standard sources, such as state contracts and mandatory vendors (VIB, VDC).

The list will be updated regularly and requesters are encouraged to pass along any viable sources they have worked with on COVID-19 related procurements to Brandon Spencer, bspencer so they can be added.

Due to the ever changing availability of PPE, quantities and pricing will fluctuate rapidly and entering a purchase requisition immediately after obtaining a valid quote is highly recommended. The vendor products offered are likely more extensive than what is listed as only one order is evaluated for product offered at the time of list entry.

Along with the vendor list, The Department of General Services is also updating a vendor list weekly and providing additional resources for COVID-19 procurements. A link to the DGS list will be included on our vendor list.

To access this list, please follow the link below and then enter your MyVCCS username and password (some Colleges may refer to it as the MyCollege username and password – e.g. MyTyler for JTCC).

https://buzz2.vccs.edu/docs/Documents/VCCS%20COVID-19%20ORDER%20VENDORS.xlsx?Web=1

You will also be able to download the list to MS Excel. Note, you may need to enter your username and password, again in order to download the MS Excel version.