University Procurement Services News & Updates

April 2021
FY 2021 Year-End Guidance and Schedule
Please review the information and deadlines on our website to navigate the fiscal year 2021 year-end process, and to ensure your financial transactions are processed in a timely manner.

As the year-End approaches, we are reminding everyone that ALL requests for closing or canceling a PO in Marketplace must be submitted on a PO Line Close/Cancel form in order for the request to be processed. Our website includes more information on department responsibilities for
PO Close/Cancel.
Discretionary Spending / Cost-Saving Tips
Save Money with a Water Filtration System
Switching from bottled water to a water filtration system could save your unit hundreds of dollars a year. In addition to saving money, switching to a water filtration system has many other benefits:
  • Reduces the number of purchase orders and invoices
  • Eliminates the frustration of waiting for a delivery to arrive
  • Supports the university’s commitment to environmental sustainability.

If your unit is interested in installing a water filtration system in a room that is equipped with a water line such as a break or lunch room, please:
  • Check the water filtration system options available.
  • Prior to placing an order, submit a maintenance request with IP&O to confirm you have access to a water line, which is required for installation.

DS Services of America, Inc. / Primo Water is the university’s contracted bottled water provider. 
Strategic Sourcing
Introducing Labviva, a New RU Marketplace Catalog!
After collecting voice of customer feedback from you and your colleagues, we learned that some of your key needs include: increased supplier catalog visibility, improved real-time unit price comparisons, and increased cost savings to better support your departmental budgets. Additionally, we expect that the new catalog will deliver a better requisitioning, invoice/payment and overall sourcing experience for you.
 
Labviva, Rutgers’ one-stop supplier aggregator for lab and research supplies, including biomedical and scientific equipment, reagents and laboratory suppliers, will provide requisitioners/shoppers with a vast selection of current Rutgers suppliers and access to historic non-catalog suppliers in the RBHS and Research supply realm. The catalog will also include scientific papers and related research material to help you select the best option for your supply needs.
 
Supplier product lines will be added to the Labviva catalog in phases. The initial phase includes more than 20 suppliers, and their core product offerings. Existing dental, medical and research catalogs will remain as they are today. One of the new catalog suppliers is Cenmed. Cenmed is a local New Jersey healthcare, research and clinical supply solutions provider, and is one of the primary suppliers who supported the university throughout the pandemic assuring us supply of essential supplies.
 
Further enhancements planned for this year include the deactivation of the non-catalog supplier records, additional supplier content loaded to the Labviva catalog, a streamlined process for requesting new RBHS and Research suppliers and more! 
 
We kindly ask for your continued feedback as to what is working well and how we can continue to improve the purchasing process for you.
 
Should you have any questions or comments, please contact Susan Panacek or Alma Ortiz.
Where To Find Master Services Agreements
If you’re looking for an existing agreement, or to view suppliers whom Rutgers is contracted with, please check the Procurement website, specifically the “Find Products & Services” menu. 
 
Here you are able to search by keyword (of good or service) or supplier name (or partial name), or search by select pre-loaded searches, such as “Punchout”, “ACE”, “Print Services” or “Newark 2020”. This is your go to source for finding contract details, how to buy (such as via catalog or goods/services forms), supplier sales rep contact information and much more!
Smartsheet Available via Universitywide License
The Office of Information Technology has acquired a universitywide license for Smartsheet, a project management and collaboration tool that many departments have been purchasing directly from the vendor. Visit our Smartsheet webpage for information on pricing and other details. 
 
If your department still buys Smartsheet directly, please consider buying it through the university software portal when your current license expires. Such purchases will save your department the trouble of negotiating a license and give your team members the added convenience and security of accessing Smartsheet with their Single Sign-On (SSO) credentials. 
 
If your department is looking for project management software, an analysis of the tools available at Rutgers outlines the options, including Smartsheet. 
 
Questions about Smartsheet or the license? Please email software@oit.rutgers.edu. 
Procurement Training, Tips & Tricks
Training Courses
Our training courses provide you with a better understanding of system functionality and the related processes and procedures.

We encourage you to attend one of our upcoming sessions.
Do Not Forward RU Marketplace Approval Email Notifications
In the various RU Marketplace approval steps, the system sends email notifications. As best practice, do not forward these RU Marketplace email notifications. Use the COMMENT tab to communicate all pertinent information.
Upcoming Schedule
Mark your calendar! Procurement Information Sessions...
Find out what’s new with suppliers and contract highlights such as discounted pricing, new products/services, how to buy tips, and who to contact for help (internally at Rutgers, and suppliers dedicated sales teams supporting the Rutgers account).

Access the Procurement website, specifically the “Events Calendar” section to add information sessions to your calendar. Upcoming events include the Office Depot office supplies/print services.