University's Return to Campus - Procurement Related FAQs

1.  What are the University’s plans for making COVID-19-related supplies available to support a safe return to campus? 

To help keep our community safe as we prepare for the return to campus, the University has secured COVID-19-related safety supplies, that will be available to units in two manners: Centrally funded and unit-funded. The following is a summary:

2.  How do I obtain centrally-sourced COVID-19-related supplies?

Centrally sourced and funded items are cloth masks and hand sanitizer stations. The masks will be provided to identified COVID-19 unit leads, who in turn will distribute within their organization as appropriate. The unit COVID-19 point of contact(s), number of masks given to each unit and distribution timing will be based on information provided to the UChicago Forward planning groups and start with those individuals returning in June. Distribution will then follow in subsequent waves. The University will install hand sanitizer stations in certain common areas of campus where there is no access to sinks, such as building lobbies. These locations will be coordinated with the individual units, as well as with Facilities Services (FS) to address any safety considerations and ensure proper servicing.

There are centrally sourced, but unit-funded COVID-19-related supplies available for purchase via two internal BuySite catalogs. The first, “General Use C-19 Supplies” includes COVID-19-related items such as face masks, hand sanitizer, and surface cleaning supplies. The second catalog, “Research Resumption-Lab Use Only” contains the same COVID-19 general use supplies as well as a few products currently in short supply that are needed for lab-based researchers.

Departmental BuySite requestors are encouraged to coordinate with their unit leadership and should follow the directions below:

· Log-in to BuySite and select one of the COVID-19 “Internal Supplies” catalogs

· Click the magnifying glass (Important: Do not enter any information in the search bar)

·  Select from the list of available COVID-19-related safety supplies

·  Use your regular FAS account number for your purchase (Note: Guidance from our auditors indicates that COVID-19 FAS accounts established for units should not be used for these purchases)

·  Submit the requisition as you normally would in BuySite

3.  Are the units able to choose what kind of COVID-19-related supplies they receive? 

Units may choose to order COVID-19-related supplies from those available on the BuySite hosted catalogs of internal supplies or may purchase them through outside suppliers.  The products offered in the BuySite catalogs “General Use C-19 Supplies” and “Research Resumption – Lab Use Only” are in stock and available for delivery.  Global supply chains for COVID-19-related products outside of these catalogues may have been significantly disrupted; therefore, individual orders to suppliers for basic COVID-19-related items may have back orders or delayed delivery schedules.

4.  Will the University centrally source other items?

Central sourcing is used for products that are uniformly essential and/or resource constrained. Central sourcing will be adjusted as needed to meet evolving needs.

5.  What should I do if the University doesn't have the COVID-19-related supplies I need or my unit needs?

The University is following CDC recommendations, validated by our own scientific and medical communities. If an employee or unit needs COVID-19-related supplies beyond what is being centrally sourced and/or made available through their unit, they should speak with their unit’s leadership to discuss options. Unit leadership should get in touch with their UChicago Forward Planning Group contact or send a request to Ask A Purchasing/Payment Question. For additional questions, please email coronavirusinfo@uchicago.edu 

6. Who should I contact if I have questions about COVID-19-related supplies or personal protective equipment (PPE?)

Employees should first reach out to their unit’s COVID-19 and/or leadership with questions. Unit leadership should get in touch with their UChicago Forward Planning Group contact. As always, you can contact the Help Desk at 773-702-5800, weekdays, 8:00 a.m.-5:00 p.m.  or send a request to Ask A Purchasing/Payment Question. For additional questions, please email coronavirusinfo@uchicago.edu

7.  How will centrally-sourced COVID-19-related supplies be distributed to campus?

As part of the University’s return to campus planning, centrally sourced COVID-19-related supplies will be delivered by the Facility Services (FS) Inventory Department. Each day, the FS Inventory Department makes consolidated delivery-runs throughout campus. The normal turnaround time for delivery is 2-3 business days from receipt of the fully approved BuySite purchase order.  The centrally sourced and funded cloth masks will be provided to identified COVID-19 unit leads, who in turn will distribute within their organization as appropriate. The unit COVID-19 point of contact(s), number of masks given to each unit and distribution timing will be based on information provided to the UChicago Forward planning groups and start with those individuals returning in June. Distribution will then follow in subsequent waves. 

8.  Who will receive COVID-19-related supplies from the University?

The University plans to supply two cloth face masks to everyone returning to campus. Additional COVID-19-related supplies, including PPE, will be ordered through BuySite and managed by the units in accordance with the functions each unit performs.

9.  Who is responsible for the University's COVID-related supplies?

The University plans to supply two cloth face masks to everyone returning to campus. Once received, it is the responsibility of the individual to retain and clean them. See the CDC’s website for guidelines. For other items units deem necessary, the units will place orders in BuySite. COVID-19-related supplies (and, for some units, PPE) needs to be used and managed by employees in a manner similar to how they would use and manage other University-issued office equipment.

10.  Where should hand sanitizer stations be placed to maximize accessibility and safety?

New hand sanitizer stations will be placed in key locations where there is no access to hand washing facilities (e.g., building lobbies). These locations will be coordinated with the individual units, as well as with Facilities Services (FS) to address any safety considerations.

11.  Why does the product I received look different than the picture on the catalog?

At this time, there are shortages and other supply chain disruptions to many COVID-19 related supplies nationwide.  The University is purchasing bulk quantities of these products from a variety of suppliers to secure product and leverage pricing.  Therefore, brands of the products offered may vary; however, the standards and performance of the products should be the same.

12.  Can we make same-day requests for COVID-19-related supplies and if so, what is the cut-off time?

Yes. When submitting requests for COVID-19-related supplies via the BuySite COVID-19 “Internal Supplies” catalogs, requestors should list their ‘need-by date’ as the same day. While the Facility Services (FS) Inventory Department will aim for same-day deliveries, this will depend on timing of the request, the product and the demand. While there is no specific cut-off time, orders received which can be assembled by 10:00 a.m. will be sent out for delivery the same day. With that in mind, please try to allow as much time as possible between your order and expected delivery. Please note:  The normal turnaround time for delivery is 2-3 business days from receipt of the fully approved BuySite purchase order.

13.  During approximately what time window are orders sent to campus locations?

The Facility Services (FS) Inventory Department will plan to deliver between 10:00 a.m. and 2:00 p.m. each weekday. The team will remain flexible to meet the various schedules of departments. 

14.   Are there minimum or maximum order sizes that we should try to meet?

There is a $50 minimum order requirement.  To ensure delivery efficiency, bulk orders are recommended. Also, central locations with loading docks are ideal for internal distribution. While Facility Services (FS) Inventory Department will make sure units get the supplies they need, they would like to avoid multiple small deliveries to ensure all departments requesting can get their items in a timely manner. Requestors should check with their units leadership before placing orders to ensure alignment amongst departments.

15.   Can I have supplies delivered to a location other than the Hyde Park Campus? 

At this time, Facilities Services does not have resources available for deliveries other than to Hyde Park campus locations.  Deliveries can be made to a location on campus or Facilities Services can schedule with you a time to pick up your order at the Facilities Services Warehouse on Cottage Grove.

16.   Why is the charge that hit my ledger slightly different than what is on my internal BuySite order? 

The BuySite prices are an estimate of the prices for the material.  The prices that are ultimately charged from our inventory system reflect the actual prices paid which may be slightly different given the current pricing fluctuations in the market.

17.   I placed an order through BuySite – a PO was issued.  Who should I call with my questions related to delivery of the order?

Please contact the Help Desk at 773-702-5800, weekdays, 8:00 a.m.-5:00 p.m. or send a request to Ask A Purchasing/Payment Question. 

18.   Why is there a $50 minimum order requirement on orders placed through the internal PPE catalogs?

The minimum order requirement is in place due to the costs and time related to procuring, warehousing, fulfilling and delivering products. If you have any questions, please contact the Help Desk at 773-702-5800, weekdays, 8:00 a.m.-5:00 p.m. or send a request to Ask A Purchasing/Payment Question