Procurement

Mission

Procurement, in the department of Administrative Services, is responsible for negotiating procurement needs and administering procurement policies and procedures. A centralized procurement function dictates that all purchases made should have a purchase order which is generated from Spel-Shop, the College’s eProcurement platform. Spelman College operates in a centralized environment.

Procurement is responsible for procuring goods and services on behalf of the College. The Director of Administrative Services and the Manager of Procurement and Sourcing are authorized to manage the Procurement department and are responsible for ensuring that the College’s objectives, as well as the specific needs of user departments, are met.

Goals and Objectives

Administrative Services and Procurement perform the following functions on behalf of the College:

• Develops guidelines for purchasing supplies, services, and equipment.
• Executes and develops service agreements with user departments.
• Works with the VP of Business and Financial Affairs on negotiations that impact the College.
• Assists with the evaluation of current state, or current conditions, and makes recommendations for improvement (ex: furniture).
• Responsible for the execution of all Request for Proposal (RFP)/Request for Quote (RFQ) requests on behalf of the College.
• Partner with Facilities Management Services (FMS) on major procurement acquisitions.
• Partner with Spelman Technology Services (STS) on major procurement acquisitions.
• Evaluates purchases for cost improvements and makes recommendations to user departments for cost saving measures.
• Prepares in cooperation with user departments quality and quantity specifications for procuring goods and services.
• Monitors and supports adherence to procurement policies.
• Encourages competition among vendors through negotiations, competitive bidding, and contract buying.
• Ensures that purchase orders and contracts contain all appropriate guarantees, warranties, shipping instructions, credit terms, and discounts.
• Maintains accurate records of contracts/agreements.
• Supports the front-line communications to all outside callers via telecommunications operations.
• Ensures that all Mail Center operations are in compliance with the rules and regulations of specific couriers (USPS, UPS, FedEx, etc.), and ensures the timely receipt, delivery, and processing of all campus mail.
• Ensures that the College’s cell phones are acquired under the best contracts and rate plans and assures colleagues are equipped with the best devices.
• Validates new vendors online Vendor Profile Form and approves vendors.
• Validates accuracy of information provided by Independent Contractors/Consultants.
• Supports the College by managing copy services.
• Supports the College by maintaining campus vending.
• Evaluates lease vs buy options.
• Supports the College in the procurement of major equipment leases (copiers, mail center leases, wellness center equipment, etc.).

Supplier/Vendor Code of Conduct

Other contact info:

• Jackie James, Dir. Administrative Services
  jjames@spelman.edu
  (404) 270-5111