So you want to buy a Zamboni!

UVic’s purchasing staff literally keeps the university in business

Need to buy a new computer for your office? Low on paper for your photocopier? How about 73 km of fibre optic cable? Or a Zamboni? Who do you call?

Purchasing services, that’s who.

The services this department provides quite literally help the university stay in business. From the lowliest stapler to a new piece of expensive research equipment, the staff in the purchasing department are in charge of buying — or helping you buy — the wide range of products or services needed by the university.

“Our role and reason for being is to ensure UVic gets the best value for the goods and services it acquires,” says Ken Babich, manager of purchasing services. “We look at all elements of cost — price, product, supplier reliability, delivery and service — and keep the best interests of the university in mind.”

This involves reviewing requests for compliance to policy, finding the most competitive and competent supplier, crafting the appropriate contracts, and ensuring that merchandise gets to the university in one piece. It also means making sure the merchandise works once it gets here.

Babich and his team are also in charge of acquiring services. For example, if a department needs marketing or layout services, purchasing assists and ensures that everything is done in accordance with acceptable purchasing practices.

The process can be intimidating to some, but the purchasing department is working to improve communication with users at the university. “The rules and paperwork are not always clear to people who are buying items through us,” admits Babich. “We’ll be holding workshops in the next few months to help users better understand purchasing requirements. We want people to know that we’re here to help and provide a service.”

Part of this service is helping to reduce the paperwork that the purchasing process requires. The creation of UVic’s eprocurement Web site at www2.acct.uvic.ca/uvicprocurement/login.asp allows staff and faculty to sign in and order items online from preselected merchants.

“Using the portal means a substantial discount and lets you order and pay online, so you never have to touch a piece of paper. From an environmental and efficiency perspective, it’s top-notch.”

In fact, the site has been so successful that purchasing has developed an e-student site so that students can buy school supplies online at discount prices from merchants such as Monk and Corporate Express. It should be online soon.

“We’re the only ones in Canada who are doing this,” says Babich. “It’s one of the many projects we’re working on to improve the way UVic does business.”