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New Office Supply FAQs

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Who is Dartmouth’s preferred vendor for office supplies?
For Dartmouth’s office supply needs, W.B. Mason has been selected. Our new agreement with W.B. Mason offers a higher quality of service than our present vendor and a savings in the first year of about $400,000. We will be transitioning to W.B. Mason on September 29, 2010 and will be offering training sessions for all department contacts responsible for ordering supplies.

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Why are we changing vendors?
After completing an analysis of our needs and a competitive bid process, we have concluded that changing suppliers for office supplies will provide the College with significant savings through better pricing and streamlining product offerings. With office supplies, our individual purchasing preferences just may have gone a little too far. For the 4,350 staff and faculty here at Dartmouth, can you guess how many different pen styles we order? (Answer: 703) Or can you guess the number of different kinds of Post-It Notes we order? (Answer: 204) We believe that limiting the number of choices in our office supplies to qualify for larger discounts on our purchases and partnering with a vendor that has better pricing is worth the $400,000 estimated savings each year.

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What happens to the savings generated by the improved procurement programs?
Departmental savings will be directed toward reducing the remaining budget gaps that exist for the College as a whole for FY12 and beyond. Savings should not be reallocated to other costs within the department.

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Will the ordering process be different?
There is no change in the process for the staff who currently order through SciQuest. However, if you currently use a P-Card to purchase office supplies, you will have to purchase them through SciQuest. In each department, there are individuals (“SuperUsers”) that can help you with ordering these supplies. If you do not have a SuperUser in your department, please contact Procurement at 646-2811 or your finance center as they are established http://budget.dartmouth.edu/faq/financecenterfaqs.html

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Will there be training sessions?
Training sessions will be held during the week of September 27, 2010. Registration for the W.B. Mason Lunch and Learn sessions can be found at http://www.abcsignup.com/view/view_month.aspx?as=48&aid=DOP&wp=531.

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I don't understand why we have to use a single vendor. Why can't I buy something that is on sale at Staples; we are supposed to be saving money, right?
You may find that a vendor or store will aggressively price one item to entice people to use their services. While you may save money on that one item, other items will probably be at a higher cost than what Dartmouth has negotiated with its preferred vendor. By funnelling all purchases through a single vendor, we are able to negotiate a program that provides all departments with very competitive pricing. When purchases go outside the program, we lose our ability to leverage our total purchasing power.

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Can I view an online catalog?
Yes, W.B. Mason has a site available to all employees to view outside of SciQuest. The site is https://whobut.wbmason.com/login_main.aspx (user name: Dartmouth; password: dartmouth). This website will not include items such as computer equipment (computers, monitors, printers, etc.) and furniture. These items will continue to be ordered through The Computer Store (http://www.dartmouth.edu/comp/store ) for computers, monitors, and printers; and through Business Interiors for furniture (please contact Denise Rowell in Procurement: Denise.L.Rowell@Dartmouth.edu).

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What about ordering printer and copier paper? Where do I purchase that?
All paper will need to be ordered through the W.B. Mason. To meet best environmental practices as determined by the US Environmental Protection Agency - Dartmouth has standardized its use of 30% recyclable content for all copier/printer paper.

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Will I be able to choose products that are better for the environment?
You are encouraged to order “Green" items, which will be displayed with a green icon on the W.B. Mason site in SciQuest to indicate that these items meet sustainability requirements.

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I understand the need to streamline our choices when ordering supplies, but what do I do if I can't find what I need on the office supply site in SciQuest?
If you are unable to find what you need on the SciQuest site, the Dartmouth Catalog site at W.B. Mason would be your first stop. https://whobut.wbmason.com/login_main.aspx (user name: Dartmouth; password: dartmouth). A non-catalog requisition will need to be completed in eProcurement. If you do not have access to eProcurement, there are individuals ("SuperUsers") in your department or one of the finance centers that can help you with ordering these supplies.

If you are still unable to find your item, contact W.B. Mason at 1-888-WBMASON. W.B. Mason has more items available than they can put into their catalog.

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Will I be able to use my P-Card to purchase office supplies from any vendor? I can still use my P-Card to purchase supplies from the new vendor, right?
No. The use of P-Cards at office supply vendors will no longer be possible effective October 15, 2010. If you attempt to use the card it will be declined. We have made a change to our contract with our credit card vendor to encourage purchasers to utilize W.B. Mason in order to maximize our collective purchasing power.

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If I purchase office supplies from another vendor with my own money, will I be reimbursed?
No. All office supplies must be purchased through SciQuest. Our expectation is that, on a very limited basis (i.e. travel or remote research locations) any items purchased with an individual’s own money will require an expense reimbursement to be submitted to a Fiscal Officer for approval. If you are traveling and are unable to plan ahead your office supply needs, you may use your Corporate Travel Card and then add the expense to your Travel Expense reimbursement.

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Where do I pick up my office supplies after they’re ordered?
Your office supplies will be delivered by a W.B. Mason driver directly to your desk the next business day after an order is placed. Offices that require special access to enter will follow a slightly different procedure. Please contact Procurement at 646-2811 for details.

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How will I return an item and what is the policy?
W.B. Mason offers a “no questions asked” return policy. For all electronic items, returns must be made within the first 30 days with all original packing materials. W.B. Mason will pick up all returns.

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Who are the office supply Customer Procurement Team members?
We have been fortunate to work with our colleagues from across the campus of Dartmouth, including:

Angela Beaupre, Biostatistics/Epidemiology
Erin Bennett, Arts and Sciences
Judy Cossingham, Facilities Operations & Management
Cathy Clark, Tuck School of Business
Jamie Dalton, Baker Library
Robin Guay, Facilities Operations & Management \
Norm Hurd, Development
Gidget Lyman, Psychiatry
Rhonda Martin, Athletics
Kathleen Moore, Computing
Rita Murdoch, Information Technology
John Pate, Thayer School of Engineering
Laurie Pollard, Computing
Lisa Stoelting, Controller’s Office
Betty Wilson, Norris Cotton Cancer Center

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If I have any further questions, comments, or ideas, who may I contact?
You may contact Procurement Services at 646-2811.

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Last Updated: 9/24/10