A&W Office Supply Contract Procedures

• 1.       Products and Services to be provided: Commodities to be provided under this contract shall be all those included in the A&W Office Supply full line catalog with the following restrictions.

Items excluded from on-line catalog ordering at the Department Level.

Purchase requisitions for these items must come to Purchasing through the SCT/FRS Purchasing System. Anything exceeding the capital equipment threshold. Audiovisual items with a price of $300.00 or more. Anything else with price of $1,000.00 or more.

Furniture Office Suites.

Computer furniture

Wall and ceiling mount projection screens.

Wall and ceiling television mounts.

Hard Plastic ID badges.

Break Room/Janitorial items.

Specialty and greeting cards.

Copiers, faxes, multifunction (copier / print / fax) machines.

Heaters, humidifiers and dehumidifiers.

Lamps, lights and bulbs.

Fine writing pens.

Laser and inkjet printers.

Fire extinguishers and related products.

Portable radios and accessories.

Notary Public stamps.

Telephones and answering systems. (Exclusion doesn't apply to headsets, cords, and similar accessories.)

Vacuum cleaners.

2.   Receiving Procedures

A&W Office Supply will deliver orders directly to individual departments. 

At the time of delivery, items in small orders shall be compared (received) against the packing list and the original order.

If the receiving can not be completed at the time of delivery, it shall be done as soon as possible and in no event more than 3 working days later.  Items should be locked in a secure location until the shipment can be checked in.    The most common receiving discrepancies are listed below with a procedure for the situation.  Discrepancies identified while the A&W driver is present can be reported to him.  Report other discrepancies via the “Contact Us” link on the A&W Office Supply website or  the telephone to  Ronda Glenn, the  contract administrator or Marcus Pantoja, the outside sales rep. Telephone 883-6784.

• ·        Short Ship – the packing list shows 10 shipped and only 9 were in the package.  Report the shortage to A&W.  A&W Office Supply will deliver missing items the next business day using a “No Charge Invoice”.  Before reporting shortages for orders that were not checked immediately upon delivery, contact department personnel to determine if someone already took the “missing” items.
• ·        Over Ship – the order was for 10 and the packing list shows 10 but you received 11.  Follow the “Returns Procedures” below.
• ·        Wrong item delivered – you ordered the correct item and a different items was delivered.    Follow the “Returns Procedures” below.
• ·         Wrong item ordered – you accidentally entered the wrong item on the order (the vendor did not ship the wrong item). Follow the “Returns Procedures” below.   Make a note in your records to verify the credit was issued per the Invoicing procedures below.  Create a new order for the correct item.
• 3.      Returns Procedures

Returns to A&W Office Supply will be processed at your location.

       Do not send the material to Central Receiving.

       Do not send an ETR to the Purchasing Department.

Returns terms and conditions

Non-conforming, damaged or defective goods may be returned within 30 days for an even exchange or full credit. (Over shipments or deliveries of the wrong item are non-conforming goods.)

Catalog goods in condition for resale and in the original packaging may be returned for full credit within 30 days. Catalog goods returned after 30 days or returned without their original packaging shall have a restocking fee of 25% of the invoice price.

Special orders in condition for resale and in their original packaging may be returned within 30 days. The restocking fee will vary according to the manufacturer but shall not exceed 15%.

Notify A&W via e-mail on the website if you have something to return.  You may also call the vendor or notify the vendor’s driver to request a credit.

Provide the following information when you contact A&W:

Invoice number, item number(s), quantities, reason for return, your name and phone number.

Save all packaging and manuals until you are sure that the item will meet your needs.

You will be provided with a copy of the “Return Pickup Form” from A&W.  File this copy with your orders.

• 4.      Invoicing.

For orders submitted on the internet order system

Each department will receive from the Purchasing Department a weekly summary invoice of Internet orders or other transactions processed against the department’s account during the proceeding week.  Use retained copies of packing lists and return pickup forms to verify the invoices are correct.  In the event of a discrepancy, contact A&W Office Supply to resolve the issue.  If you are unable the resolve the issue with A&W Office Supply, notify the Purchasing Department and accounts payable as soon as possible.

The internet ordering process does not charge budget accounts in SCT/FRS.    Budgets in SCT/FRS are charged (or credited) every Thursday when the Business Office creates a check to pay A&W for our current account balance.   Consequently, it is important to ensure a budget account has sufficient funds to pay for orders submitted via the internet to A&W. This is especially critical at the end of a fiscal year.

For orders submitted to A&W on a College Purchase Order.

To the greatest extent possible, A&W will deliver materials ordered on a purchase order direct to individual departments rather than to Central Receiving.

These deliveries will be accompanied by 2 copies of an invoice.   After verifying that the delivery is correct, sign and date the invoice. Forward the original signature copy to the Purchasing Department in the inter-campus mail. Attach the copy to the department’s green copy purchase order copy.

• 5.      Personnel changes.