Purchasing Guidelines

Local/Office Moves

Our contract for local office moves has provided a tremendous amount of flexibility in our Post Katrina environment.  However, we have seen a pattern begin to develop that necessitates our documenting the proper process to utilize this contract. 

1. No move should be arranged before it has been approved by the appropriate parties within the school leadership.  Check with your Deans and Assistant Deans to ensure that all parties are informed. 
2. Once the need is identified, all relevant information should be documented and communicated to Bill Tremblay via email.  A form is being developed to more consistently capture this information.
3. If there is equipment to be relocated, a Work Order with all of the relevant details should also be submitted so that all infrastructure needs can be evaluated.  The Equipment will not be moved until Facilities has communicated their approval to Purchasing.
4. Bill will communicate the basic need to the Moving Contractor.
5. Representatives from the Moving Contractor will contact the Department to arrange for a site survey of everything to be moved
6. A quote will be developed and communicated to the Department and Purchasing.
7. A requisition should then be created.
8. After all relevant approvals have been received; Purchasing will instruct the Moving Contractor to proceed with scheduling the move.
9. Asset Management should be notified of the move (assuming that there are tagged items being moved) through their normal channels