FAQ's- Acquisition of PPE and Critical Supplies
A: At the surplus warehouse located at 1425 S. Main Street, Blacksburg, VA 24061. Please bring your PO number with you when you come to pick up the supplies. Please do not send someone to pickup the supplies without the HokieMart PO number. We will not release the PPE unless we have that number.
A: If the PO was approved and submitted before 2PM, the PPE and critical supplies will be available for pickup between 8:30 AM and 4PM the following business day. Due to limited storage space, the surplus warehouse will hold items for 2 business days from the original pick up date and then the entire order will be sent back in to inventory. Another purchase order will need to be submitted at that time to generate another order of supplies following the same pickup guidelines. Please do not submit a purchase order until your department is ready to pick up the items.
A: Departments who have staff currently working in a university owned or leased facility and need face coverings to comply with the Governor’s Executive Order can email VT Procurement at firstname.lastname@example.org to request a reasonable number of either disposable surgical masks or a daily wear cloth mask for those staff. Departments who are planning for future operations in accordance with the return to operation phases released by University administration should wait and order all PPE including face coverings through the PPE Central Distribution process (click here) The PPE Distribution Process will begin university wide on July 6. The HokieMart Internal Service Request (ISR) that will be utilized to request PPE will not be made available until July 6. However, face coverings or other PPE products needed for current active university operations can be obtained ahead of this time by emailing email@example.com.
A: Order requests can be placed in HokieMart on the PPE Internal Service Request Form starting July 6, 2020. Orders approved and fully submitted before 2PM each day will be available for pick up at the Surplus Warehouse, 1425 S. Main Street, Blacksburg, VA on the next business day. Orders approved and fully submitted after 2PM will be available for pickup up two business days after order is approved and fully submitted through HokieMart. Delivery will not be offered until August 3rd when university buildings are unlocked for the public. Pickup hours at the surplus warehouse: 8:30 AM to 4:00 PM (closed noon-1PM for lunch).
A: Yes, we will be able to supply PPE to all University units. Supplies will be shipped to you in the most cost-effective way. We ask university locations across the Commonwealth to communicate and request inventory by location to reduce shipping costs. We would strongly suggest requesting a consultation with Procurement through the survey to discuss those details. Critical Supplies and PPE Survey for Departments
· Surgical/procedural disposable masks - in packs of 50
· Latex or nitrile gloves - each S, M, L, XL in boxes of 200
· Cloth/re-useable, washable masks/face covering - in sleeves of 20 or 50
· Hand sanitizer- each Small (2oz), Medium (8 oz - 12 oz), and Large(16 oz - 18 oz)
· Disinfectant spray/bottles for surfaces - each Medium (16 oz - 22 oz), or Large (32 oz)
· No-contact thermometers for temperature monitoring
· Full Face Shields, with elastic headband, disposable
Not supplied centrally (can be ordered by departments:)
· Disinfectant Wipes (due to a national shortage of wipes)
· Acrylic/Lexan/Plexi-glass Barriers (for customer service areas)
**Please Note: N95/KN95 Respirator Masks must be ordered by emailing firstname.lastname@example.org. Do not request them on the ISR form. Procurement will be working jointly with Environmental Health and Safety to ensure those masks are distributed to those who require this type of mask and have been fit tested properly to wear them.
A: Departments who have staff currently working in a university owned or leased facility and need face coverings to comply with the Governor’s Executive Order can email VT Procurement at email@example.com to request a reasonable number of either disposable surgical masks or a daily wear cloth mask for those staff. Other categories of PPE can also be requested through this email address as long as the department has initiated its operations and the PPE is for staff working actively in their university departments. Allocations will be made based on inventory availability as product continues to be acquired on a daily basis.
A: Delivery will only be available after the buildings are opened up for the public (on or around August 3, 2020). PPE will need to be picked up from the Surplus Warehouse, 1425 S. Main Street, Blacksburg, Virginia before this date.
A: The survey is being used as a tool for planning the quantity of PPE needed. Departments will still need to complete an ISR in HokieMart to order and request delivery of product. A notice to campus will be made that ISR is available.
A: You will place your order through the Internal Service Request form in HokieMart. Additional instructions will be posted when the ISR is deployed in HokieMart. This ISR will be activated in HokieMart effective July 6, 2020. Orders approved and received prior to 2PM will be made available from the Surplus Warehouse, 1425 S. Main Street, Blacksburg between 8AM and 4PM the following business day. Orders received after 2PM will be available two business days from the approval and receipt of the order. No deliveries will be made to campus locations until August 3rd when university buildings are opened to the public.
A: Departments should assess their needs and place orders accordingly. We are encouraging each department to fill out the survey Critical Supplies and PPE Survey for Departments that will allow Procurement to estimate and plan for the long term needs of PPE and critical supplies. Due to the high demand and limited supply, conservation and appropriate use of PPE and critical supplies remains paramount to be sure the university maintains an adequate stock.
A: Pricing information will be available on Procurement’s website and will be linked to the ISR form. There will be no mark up on cost recoveries for these products. Initial allocations of inventory needed to restart operations will be covered using centralized funding. Ongoing needs through fall term will be billed through HokieMart/Banner ISR charge back process with no mark up of cost.
A: Orders received before 2PM will be available for pick up the next business day between the hours of 8:30AM and 4PM (closed for lunch Noon – 1PM).
A: The University asks that all PPE orders be placed to the central inventory if possible. In the event that there are additional products your department needs, Procurement can assist in sourcing those.
For many of the products, there is still a shortage in the general supply chain for quality products that are effective in the mitigation of the virus. The University prefers that orders be centralized in larger quantities to achieve the greatest savings in costs but also a higher opportunity for acquisition in a competitive supply chain.
In addition, the University is seeing an increase in non-reputable firms entering in to the market of providing PPE and critical supplies. If it sounds too good to be true, it is.
A: Initial distributions of reasonable quantities of PPE and critical supplies will not be billed directly to departments. Instead the university is handling the costs centrally for PPE and critical supplies needed to resume operations. Exceptional or extraordinary requests of quantities or if there are specialized PPE/critical supplies needed that are beyond what is reasonably necessary to resume operations will be charged to departments via the ISR billing process in HokieMart/Banner.
A: The Emergency Inventory was formulated based on volunteered items from departments across campus has sustained the operations of the university while PPE and critical supplies could not be located. Any inventory remaining from that accumulation of PPE in March will be transferred over to the new centralized inventory created as a long-term approach to the pandemic.
A: We will continue to run this program until the supply chain stabilizes and departments can acquire these needed products easily. We will communicate to departments when they should order PPE and critical supplies under their delegated authority.
June 30, 2020 – V7