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Guide to Materials Management

This guide is intended to assist in understanding the University's procurement process. It does not reflect all policies and procedures required for purchasing and more detailed information is provided in the University Business Manual. Do not hesitate to give us a call when you need assistance. We solicit your cooperation in helping us assist you in obtaining the goods and services you need, when you need them.

  TABLE OF CONTENTS

Purchasing Responsibility
Outside Charge Accounts

University Resources
University Storerooms

Central Stores and Receiving
Fixed Assets Office
Surplus Property Office
Medical Storeroom

Printing, Photoduplicating and Copier Management

Basic Purchasing Principles

Purchasing Authority
Ethical Standards
State Term Contracts

Convenience Contracts
Competition Required
Sole Source and Brand Specific
HUB Vendors

Purchasing Methods
Blanket Orders
Purchase Requisition (PORT)
ProCard
Contractual Services Payment Request

Banner Direct Payment Form
University Storerooms

Expediting the Purchasing Process
Plan Ahead
Emergency Purchase vs. Pressing Need

Procuring Contractual Services
General Services
Personal Services
Consultant Services
Exceptions for Service Contracting

Request for Proposals (RFP)

Procuring Equipment
Specifications
Buying Used Equipment
Rental/Lease of Equipment
Maintenance Contract Orders

Communicating With Vendors
Change Orders
Returning Merchandise
Complaints to Vendors
University Administrative Appeal Procedures

Purchasing Responsibility

As a State-supported institution, East Carolina University must follow the laws and purchasing policies set forth in the North Carolina Administrative Code. The Division of Purchase and Contract, a part of North Carolina's Department of Administration, has the responsibility for administering the State's program for the acquisition of property and services where public or grant funds are involved. For most expenditures under $500,000.00, the University is delegated purchasing authority. The Department of Materials Management has the responsibility for administering the purchasing program on behalf of the University while adhering to the policies set forth in the North Carolina Agency Purchasing Manual found at http://www.pandc.nc.gov/index.html.

Outside Charge Accounts

In accord with the above exclusive responsibility, the following applies to Outside Charge Accounts: 

No department or individual employee of East Carolina University is authorized to open or allowed to establish any type of charge account that obligates University funds or obtain any type of credit card for purchasing goods or services without prior approval by the Department of Materials Management. 

Approval may be requested by sending an email to Kevin Carraway, Associate Director of Materials Management, specifying the type of account being sought, a justification and business need, and the funding source.  Any requests utilizing Foundation funds require approval by the Financial Director of Institutional Trust Funds/Foundations in addition to Materials Management.

Materials Management reserves the right to deny an outside charge account as deemed in the best interest of the University and in accordance with State guidelines.   

 

University Resources

There are a number of sources available on campus to obtain supplies and services.

University Storerooms

Materials Management operates two University storerooms to support and facilitate University operations and other campus needs:  Central Stores and Receiving, and the Medical Storeroom.  These storerooms offer over 4,000 items that may be requisitioned electronically via PORT or may be obtained in person via a counter sales process.  All Storeroom catalogs are available in PORT.

Central Stores and Receiving is located on East Campus on Greene Street, Building 215C, and stocks many contract items including the following:      

         Office Supplies and Furniture – paper, file cabinets, bookcases, etc.

         Maintenance Supplies – plumbing, electrical, building supplies, grounds, garage and automotive, heating and A/C, and housekeeping supplies

         Batteries, lamps, and ballasts

Other Services provided by Central Stores and Receiving include:

l  Counter Sales - service provided for maintenance personnel to pick up supplies at the Central Stores counter

l  Shipping Services - Negotiated pricing with FedEx and UPS

l  Receiving of truck freight and delivery to appropriate department

l  Facilitates office supply contracts with Office Depot, Staples, and Forms and Supply via punch-out catalogs in PORT, and provides desk top delivery of same orders

l  Leased Space

l  Surplus Retail Store – for purchases by the general public

Please see http://www.ecu.edu/cs-admin/purchasing/centralstores/CentralStoreroomHome.cfm for additional information.

The Fixed Assets Office is operated from Central Stores and Receiving and is responsible for tracking, tagging, and reporting of all University equipment.  Fixed Assets captures and records capital equipment with a cost of $5,000 or greater, and a useful life of 2 or more years.  IT equipment is recorded at $2,500 or greater.  Please see http://www.ecu.edu/cs-admin/purchasing/centralstores/FixedAssets.cfm for additional information.

Surplus Property is also operated from Central Stores and Receiving.  All goods purchased with University funds are the property of the State and must be disposed of in accord with state guidelines.  Goods that can no longer be used by a department are required to be surplused.  Items that have been surplused are available for use back on campus by University departments at no cost.  Employees may view surplus items by appointment.  Surplus may be contacted at 328-9941.  Please see http://www.ecu.edu/cs-admin/purchasing/surplus/Surplus_Home.cfm for additional information.

The Medical Storeroom is located on West Campus (Brody Bldg GW-56) and stocks medical, scientific, and housekeeping supplies.

Other services provided by the Medical Storeroom include:

l  Chemical Manager Gas Cylinder Program – pickup and delivery of gas cylinders within the Brody complex; orders are entered via PORT

l  Shipping Services – Negotiated pricing with FedEx and UPS

l  Receiving of truck freight and delivery to appropriate department

l  Short term storage

Please see http://www.ecu.edu/cs-admin/purchasing/medicalstoreroom/MedicalStoreroomHome.cfm for additional information.

Printing, Photoduplicating and Copier Management

We highly recommend the use of University Printing and Graphics for your printing/photoduplicating or copier rental needs. Note that any work provided by UPG does not require bidding or Materials Management’s approval.  For more information contact University Printing and Graphics at 737-1301 or visit their website at http://www.ecu.edu/cs-admin/upg/.

Basic Purchasing Principles

Purchasing Authority

ECU Materials Management Department has the exclusive responsibility for making all purchase contracts entered into for the University (rental or purchase of real property excepted). This authority covers all supplies, materials, printing, equipment, and services.

Ethical Standards

State and University policies prohibit the Purchasing Office from entering into any purchase agreements for personal purchases on behalf of employees. All goods and services purchased remain the property of the State until consumed or disposed of by public sale through Surplus Property procedures.  This is regardless of funding source.

NC General Statute 133-32 addresses the legal implications of State employees accepting gifts or favors from vendors. Briefly summarized, this statute states that it is unlawful for any vendor who has a current contract with a governmental agency, has performed under such a contract within the past year, or anticipates bidding on such a contract in the future to give gifts and favors to any employee of a governmental agency who is charged with preparing plans, specifications, or estimates for public contract. It is unlawful for a State employee to willfully receive or accept such gifts or favors.  For additional information, see Executive Order No. 24 regarding Gift Bans at http://www.governor.state.nc.us/default.aspx.

When competition is received during the bid solicitation phase of an acquisition, the requesting department will normally participate in the evaluation process. After requests for quotes/bids have been posted or issued by the Department of Materials Management and prior to the award of a purchase order or contract, possession of bid/quote information is limited to University and State evaluating personnel only. Any communication with bidding vendors that may be necessary for the purpose of clarification of a quote or bid must be cleared in advance through the Department of Materials Management.

Ethical Standards – Avoiding Conflict of Interest

Conflict of interest relates to situations in which financial or other personal considerations may compromise, may involve the potential for compromising, or may have the appearance of compromising an employee’s objectivity in meeting University duties or responsibilities, including research activities.  The bias that such conflicts may impart can affect many University duties, including decisions about personnel, the purchase of equipment and other supplies, the collection, analysis and interpretation of data, the sharing of research results, the choice of research protocols, the use of statistical methods, and the mentoring and judgment of student work.  An EPA employee may have a conflict of interest when he or she, or any member of that person's immediate family, has a personal interest in an activity that may affect decision making with respect to University teaching, research, or administration.[1]

A conflict of interest may be an actual or perceived interest by an ECU employee in an action that results in, or has the appearance of resulting in, personal, organizational, or professional gain.  A conflict of interest occurs when an employee has a direct or fiduciary interest in another relationship.

In order to avoid potential "conflict of interest," the University's policy is not to purchase from State or University employees.  Further, it is the University's policy that if a University employee has an immediate family member (husband, wife, mother, father, son, daughter, brother, sister, mother-in-law, father-in-law, son-in-law, daughter-in-law, brother-in-law, sister-in-law) who is principal owner of a business, the department in which that family member is employed will not be allowed to do business with that firm.

Essential Exceptions

If, however, it is essential to purchase materials or services from State or University employees, or from companies in which any State or University employee may have a major interest, a request should be submitted in writing to the Director of Materials Management.  The request may be sent from the Director of Materials Management to the State's Division of Purchase and Contract for final approval by the State Secretary of Administration.  The outcome will be documented and the requester notified.

[1] UNC Policy Manual, Chapter 300, Conflicts of Interest and Commitment Affecting Faculty and Nonfaculty EPA Employees, 300.2.2 http://www.northcarolina.edu/policy/index.php?pg=vb&node_id=283

State Term Contracts

In an effort to reduce costs statewide for frequently purchased items, the State Division of Purchase and Contract competitively awards contracts to cover designated state agencies for a period of one or more years. The University is obligated to purchase specified items from the appropriate State Term Contract vendors. It may be permissible to purchase comparable items from a non-contract source if substantial price savings is documented and prior approval is obtained from Materials Management. In situations where an item has unnecessary features or does not have the particular features needed, a justification to purchase outside the contract must be provided for consideration by the Department of Materials Management.

State Term Contracts can be viewed by going to the Purchase and Contract website at http://www.pandc.nc.gov/StateWideContracts.htm .  For assistance, please contact Materials Management. DO NOT CALL THE DIVISION OF PURCHASE AND CONTRACT DIRECTLY.

Convenience Contracts

Convenience contracts function like statewide term contracts, but their use is not mandatory.  IT products (computers, laptops, printers) are an example of convenience contract items.  If a department elects not to purchase goods or services from a convenience contract, and the total order is over $5,000.00, the rules of competitive bidding apply.  Convenience contracts are listed by Purchase and Contract at http://www.pandc.nc.gov/StateWideContracts.htm.

Competition Required

Competition is defined in the NC Agency Purchasing Manual as the fair and open solicitation of offers from more than one source and the receipt of offers from more than one source.  One of the basic requirements of public purchasing is to obtain competition by soliciting multiple quotes/bids whenever possible. Purchase requisitions over $5,000.00 usually require bidding by the Department of Materials Management. Please refer to the Basic Purchasing Procedures for detailed guidelines. Note:  Purchases from State Term Contracts do not require bidding.

NOTE: In accordance with Section IV-1 of the NC Agency Purchasing Manual, departments shall not divide orders in order to keep them under the $5,000.00 small purchase threshold, and thereby avoid the Rules requiring the applicable method for competition.

Sole Source and Brand Specific

Whenever only one source or a specific brand is designated as being capable of fulfilling the requiring activity's needs, the requisition must be accompanied by a Sole Source and/or Brand Specific Justification Form, which explains why the specified product and/or source is being requested.  Acceptable justifications include situations where standardization and/or compatibility are the overriding consideration, or when a desired product or service is for experimental, developmental or research work. When accompanied by an appropriate justification, competition may also be waived for products needed for an authorized cooperative project with other governmental units or charitable non-profit organizations.  Note:  Materials Management will send a bid document to a sole source vendor to document firm pricing and NC Terms and Conditions.  Brand specific purchases may require bids if the product is sold through several distributors.

The instructions and justification form for Sole Source and Brand Specific are available on the Materials Management’s home page at http://www.ecu.edu/cs-admin/purchasing/index.cfm.

HUB Vendors

A HUB vendor is a Historically Underutilized Business that can be categorized into any one of the following:  a minority-owned business, a female-owned business, a disabled owned business, a disabled business enterprise, or a non-profit workshop for the blind or severely disabled. 

In accordance with Executive Order No. 150 and NC General Statute 143-48, ECU Materials Management is committed to equal opportunity for access to and increased participation in the University's purchasing process by Historically Underutilized Businesses (HUBs).  In addition, Materials Management is required by the State to report usage of HUB vendors on a quarterly basis.  See the links provided below for additional information:

Purchase and Contract's HUB website
North Carolina's Vendor Link Search Engine

Purchasing Methods

There are a number of different purchasing methods which can be used for acquiring goods and services. Remember that we can only track shipments which have assigned purchase order numbers.

Blanket Orders

Establishing a blanket order requires the submission of a memorandum to Materials Management requesting the order with the following information:

  • Vendor name and Banner/ECU ID number (i.e. B00XXXXXX)
  • Description of the materials or services requested
  • Proposed authorized users of the order
  • Pricing (if applicable)
  • Suggested maximum single purchase amount
  • Monthly and/or estimated annual order amounts
  • Department ship code
  • Budget/FOAPAL code
  • Justification for establishing a blanket order versus use of a ProCard or PORT requisition
  • Department Head approval


If the blanket order will exceed $5,000.00 in annual expenditures, competitive bidding may be required unless a sole source justification is approved. Use of the ECU ProCard is recommended in lieu of establishing blanket orders. Blanket orders will be established only after determination that another payment vehicle is not available.

Blanket orders with no activity during a twelve-month period will be cancelled without prior notice to departments. A change order of the cancellation will be sent to the department.

Blanket orders with minimal usage during a twelve-month period will need adequate justification to Materials Management to be renewed.

The Department of Materials Management maintains blanket orders with selected local merchants to facilitate departmental procurement of supplies not stocked by the University. These orders are restricted in use by type of goods or services provided and maximum purchase limits. The University-Wide Blanket Order List can be obtained by accessing Materials Management's website.

This purchasing method cannot be used for items on State Term Contracts or for items stocked in the University storerooms. Purchasing against local University-wide blanket orders requires a University issued Standing Order Charge Card. Charge cards can be obtained by a memorandum through deans/department heads to Materials Management.  These cards are issued semi-annually, and are managed by Brenda Cherry at 328-6434.

Individuals using this process are responsible for turning in valid receipts to Accounts Payable to ensure rapid payment to the vendor. The receipts should bear the name of the individual making the purchase, their standing order charge card number and budget code.

Purchase Requisition (PORT)

Requisitions are transmitted via the PORT (Purchase Order & Requisition Tracking) system to Materials Management to request goods and services. Requisitions require departmental and divisional approval in accord with established workflow.  Sometimes Grants and IT approval may also be necessary. Once a pre-audit review is complete, the assigned Purchasing Specialist in Materials Management will issue a purchase order for requisitions that are $5,000.00 and less or on State Term Contract. If the total order is over $5,000.00 and not on State Term Contract, informal bids are solicited and awarded to the low qualifying bidder. Please refer to the Basic Purchasing Procedures for detailed guidelines.

Note:  A purchase order should be obtained prior to placing the order or prior to any request for services.

PORT training and Banner Security are required before a user can be granted access to PORT.  Training dates and registration is available via University Training on ECU OneStop.  Additional information and procedures for entering a requisition are available in the PORT Manual at http://www.ecu.edu/cs-admin/purchasing/port/PORT.cfm 

Purchasing Card / ECU ProCard

Procurement Cards are issued to permanent ECU faculty or staff and are to be used only by the named cardholder. The purchasing card is essentially a corporate VISA card for business use only that allows rapid purchase of low dollar goods and services. Liability rests with the University instead of the individual cardholder. Individuals with approval by their Dean or Department Head may apply for a card and are required to attend a ProCard training session and sign a card use agreement. All state purchasing rules and regulations and University policies apply to ProCard transactions.  Please see http://www.ecu.edu/cs-admin/purchasing/pcard/PCardExamples.cfm for a listing of authorized and unauthorized purchases.

Contractual Services Payment Request Form

The Contractual Services Payment Request Form is used to pay for services associated with a contract and is initiated by the contracting department to approve payment to an independent contractor performing a specified professional service.  This form is utilized to reimburse non-university professional individuals for services rendered to the University that qualify to be classified as an Independent Contractor.  Additional information is available on the Contractual Services Home Page at http://www.ecu.edu/cs-admin/purchasing/contract/ContractHome.cfm .  Departments should contact Materials Management for assistance.

Note:  The Contractual Services Payment Request Form cannot be used to pay ECU employees or students. 

Banner Direct Payment Form

The Banner Direct Payment Form is used to process payment for approved expenses, which do not require a PO and were not paid on a ProCard.  This form is also used to request employee reimbursement when his/her personal money was spent for an official University business expense.  It should be noted that the ProCard is the preferred alternative payment tool in lieu of reimbursements.  Instructions and a list of approved expenses can be found on the Accounts Payable website at http://www.ecu.edu/financial_serv/accountspayable/.  Forms are sent directly to Accounts Payable for processing after proper approvals.

Note:  Employee reimbursements – reimbursements of $500 or more for items not included on the “Approved Expenditure” list will require approval by Materials Management before the purchase is made.  The Direct Payment Form must be sent to Materials Management for approval before submitting to Accounts Payable for payment. (This requirement does NOT apply to purchases from Foundation funds.)

Purchases from University Storerooms

All University Storeroom catalogs are available in PORT.  A requisition should be entered and submitted to the appropriate storeroom via PORT.  Instructions for entering a campus requisition can be found on the Storeroom websites at http://www.ecu.edu/cs-admin/purchasing/centralstores/CentralStoreroomHome.cfm or http://www.ecu.edu/cs-admin/purchasing/medicalstoreroom/MedicalStoreroomHome.cfm.



Expediting the Purchasing Process

After you have checked on-campus resources for immediate availability of the supplies and services needed, there are some things you can do to expedite the purchasing process for many of your routine needs and some extraordinary steps which can be taken for emergency or pressing needs.

Plan Ahead

We encourage you to plan ahead for your needs.  However, if you need to have your requisition handled as a priority, you should flag your requisition as URGENT.  This should only be used when appropriate and should be communicated with a Purchasing Specialist in Materials Management ahead of time.  Purchase orders $5,000.00 or less can normally be issued within 24 hours after receipt of approved requisition by Materials Management. Orders $5,000.01 to $500,000.00 are subject to bid and may take up to 20 days.  Orders $500,000.00 and above are bid and awarded by the Division of Purchase and Contract, which takes 30 – 60 days. 

Note:  Materials Management reserves the right to obtain quotes or process a bid document for any order as deemed appropriate.

Emergency Purchases vs. Pressing Need

The NC Agency Purchasing Manual defines “pressing need” and “emergency” as follows:

l  Pressing need ~ a need that arises from unforeseen causes, including but not limited to, delay by contractors, delay in transportation, breakdown in machinery, or unanticipated volume of work

l  Emergency ~ a situation which endangers lives, property or the continuation of a vital program and which can be rectified only by immediate on-the-spot purchases or rental of commodities, printing or services

In either case, the department should contact Materials Management prior to any purchase for guidance and proper handling of the order whenever possible.  If an emergency occurs during non-business hours, contact Materials Management on the next working day so the incident can be noted and the file can be documented.

If you have a true emergency, please contact Materials Management immediately for a needs assessment. If warranted, measures will be taken to honor the request.

Procuring Contractual Services

For application of purchasing rules, services are divided into three categories: general services, personal services and consultant services.

General Services

Most services such as janitorial services, security services, maintenance agreements for equipment, minor renovation work, equipment rental, etc. are considered general services contracting. General service contracts are subject to the rules of competition. Procurement is initiated by submitting a purchase requisition and detailed specifications if required. Contact the Department of Materials Management for assistance in preparing a formal Request for Proposal to obtain competition.

Personal Services

These services are provided by a professional individual on a temporary or occasional basis using their professional skills to perform a professional task. Examples include such services provided by a doctor, dentist, attorney, professional engineer, scientist, performer of the fine arts, workshop or conference speaker and programmer. Please note that, if payment for such service is made to a company and not to an individual or if the service provided is a "consultant service" (see definition below), the service must be purchased under the rules for "general service" or "consultant service" as appropriate. A personal service differs from a consultant service in that a personal service contract results in the delivery of a professional service, whereas, a consultant provides counsel, review, analysis or advice in formulating or implementing improvements in programs or services. Personal services are exempt from the general rules and are normally paid via a Contractual Services Payment Request Form.

Consultant Services

These services are defined as work or tasks performed by governmental entities or independent contractors possessing specialized knowledge, experience, expertise and professional qualifications to investigate assigned problems or projects and to provide counsel, review, analysis or advice in formulating or implementing improvements in programs and services. This includes, but is not limited to, the organization, planning, directing, control, evaluation, and operation of a program, agency or department.

Consultant services are procured through the Department of Materials Management, are normally acquired under competitive purchasing procedures, and require the Governor's approval prior to issuing the Request for Proposals or seeking a sole-source contract. After the proposal or justification is reviewed, the award must be prior approved by the Governor and the State's Board of Award. We recommend that you contact Materials Management far in advance due to this lengthy process.

Exceptions for Service Contracting

The following are exceptions to the purchasing definitions and rules cited above:

- Consultant services for instructional services, curriculum development, or academically oriented research are exempt from the normal rules for purchasing consultant services and are paid via a Contractual Services Payment Request Form.

- Architect and Engineering Services or other similar services related to building construction, maintenance and repair are arranged through the University's Facilities Services Department.

- Installation services which are incidental to the purchase of supplies, materials or equipment are acquired under the same requisition used for equipment or supplies.

- Services provided directly by an agency of the state, federal or local government or their employees when performing service as part of their normal governmental function are purchased through Materials Management; however, competition is not required for such services.

Request for Proposals (RFP)

Due to the complex nature of many services, a detailed Request for Proposals (RFP) may be required for soliciting bids and to document the contractual obligations of the contractor.

Please contact Materials Management at 328-6434 for assistance.

Procuring Equipment

Specifications

Requiring items by brand name and model number tends to limit competition and drive up the cost of the item. Since generic specifications encourage competition, they should be used whenever possible. When appropriate, a good generic specification should include a description of need, functional specifications, technical specifications, installation and training requirements, service requirements, and any other vital information.

Buying Used Equipment

Although it is generally considered to be in the best interest of the University to purchase only new equipment, used equipment may be procured in special cases where it is determined to be most advantageous for the intended purpose. Departments should research new equipment prices and seek out multiple sources and quotes for used equipment and compare warranty provisions. For assistance contact Materials Management.

Rental/Lease of Equipment

Requisitions for the rental/lease of equipment should be submitted to Materials Management with a memorandum justifying the need for the rental/lease versus purchasing along with a copy of the rental/lease agreement.  These will be evaluated on a case by case basis in conjunction with Financial Services.

Maintenance Contract Orders

Maintenance contract orders are established for a period up to one year to facilitate repetitive maintenance service calls or effect a maintenance agreement for a specified period of time. Maintenance contract orders for service from the original supplier or manufacturer do not require bidding. Third party maintenance is subject to the rules of competitive bidding.

To establish, submit a requisition with a proposal as backup to Materials Management via PORT.

Communicating with Vendors

Change Orders

A purchase order is a binding contract and cannot be canceled or amended unless accomplished by mutual agreement of both parties. For assistance contact Materials Management. Change orders should be kept to a minimum. This can be accomplished at the department level by verifying all information on your requisition is correct before submitting to Materials Management.

When a change order is necessary, a request should be submitted electronically to Materials Management via the CHANGE ORDER REQUEST FORM in PORT. The form is located under the “forms” tab on the home page.

Returns to Outside Vendors

Vendor's Permission

No supplies or equipment should be returned to a vendor for any reason without first obtaining the vendor's permission and shipping instructions.  Departments desiring to return materials should contact the vendor directly for return authorization and shipping instructions. Departments should supply the item(s) information, the reason for return and the purchase order number. Once the return authorization is secured, departments should prepare the package for shipping. Depending on the reason for return the vendor may issue a call tag for the materials and send a courier for pickup; otherwise, the department will be responsible for return shipping according to the vendor's instructions.

Departments should notify Central Stores and Receiving for pick up of packages and ship to vendor. Central Stores and Receiving will require a campus requisition from the department with the shipping address, and return authorization (BA, RGA or RMA) number.

Costs of Return

Since the return of merchandise can be for a number of reasons, such as in-warranty or out-of-warranty repairs, incorrect or defective materials, and over-shipment, the financial responsibility will depend on the reason for the return. Generally, when materials are returned as a result of an error by the vendor or because materials are defective, freight charges and other costs involved are the responsibility of the vendor; otherwise, the department for which the return is being made must bear the costs involved. Most vendors will charge at least 10% restocking charge when merchandise is returned as a result of an over-purchase or where the University erred in requesting the merchandise.

Inform Materials Management

Departments should notify Materials Management by completing a Return Authorization Form which is located on Materials Management's website at http://www.ecu.edu/purchasing/. Submit one copy of this form to Materials Management and one copy to Accounts Payable so that your credit can be properly applied.  The purchase order number should be listed with all relevant information.

Complaints to Vendors

When a vendor is not living up to the terms and conditions of a purchase order, or the vendor's product does not meet specified or implied standards, etc., the vendor should be notified as soon as possible. Departments are urged to keep good records in attempting to resolve these problems. After a reasonable effort, and no success in resolving the problem, please contact Materials Management.