LOGISTICS UPDATE 10-17-2008

Welcome back!  Logistics is here to assist you as we recover from Hurricane Ike 

NEW

1. Research Help Center
   
   Beginning October 16, 2008, representatives from UTMB Purchasing and Fisher Scientific will be available Monday through Thursday between the hours of 9 AM and 2 PM to assist you with replacement product orders.  They will be located at the Research Help Center located at the Basic Science Building, 1st Floor; Room 111A to assist you with your orders of replacement products.
   
   
2. Invitrogen "IKE Lab Recovery" Discounted Pricing
   
   Invitrogen has offered UTMB a special 50% "IKE Lab Recovery" discount on many of the media, antibodies, comp cells, transfection reagents, DNA/RNA purification kits, pre-cast gels and buffers and other items used in the labs. This special discount is good for all purchase orders, special request or punch out, placed through November 30, 2008.
   
   To take advantage of this discounted pricing all purchase orders must reference the quote number - P26617 - in the header comments (remember to check the "send to vendor" box). Additionally, all punch out orders placed through the SciQuest Research Marketplace must have the quote number - P26617 - entered in the "promo code" field located on the Invitrogen check out page for the discounted pricing on these items to come back into PeopleSoft.
   
   For a listing of products and discounted pricing click here.
   
   
3. Clinical Purchasing
   Clinical Purchasing located on the 5th floor of Jennie Sealy is open and operational.  For any Clinical Enterprise purchasing needs, please contact Mark Garcia maagarci@utmb.edu phone 409-692-8432 or Lynda Flurry lsflurry@utmb.edu phone 281-658-7146.  Receptionist Phone
   409-747-1289.
   
   
4. Special Program - Fisher Scientific
   To assist all researchers in their recovery efforts, Fisher Scientific is extending the New Lab Startup program and many other local recover promotions. The New Lab Startup Program is a 90 day program that began 10/01/2008 and will expire 12/31/08.  All researchers must sign up for the New Lab Start up program for the program to be effective in their labs.  Information on this program can be found at the Research Help Center or on the Fisher Scientific website at www.fishersci.com.
   
   
5. Mail Services-Students
   There are four cluster box locations around campus for student mail:
   
   1. Morgan Hall – Normal delivery and pickup
   2. Vincent Hall Hall – Normal delivery and pickup
   3. Nolan Hall – The building is not open, students may pickup mail at 1302 Mechanic. An alternate site is being considered.
   4. Clinical Science Building - The building is not open, students may pickup mail at 1302 Mechanic. An alternate site is being considered.

UPDATED INFORMATION

Central Receiving/Shipping & Delivery

• Central Receiving and Delivery services are operational.
• Approximately 550 packages were received and staged in the Distribution Center prior to September 29 because departments were not available to accept delivery. Departments are being contacted to arrange delivery. Please call ext. 25341 or ext. 25322 for assistance.
• Packages received after September 29 are being processed and delivered.
• Inbound shipments of materials, supplies, specialty gases, etc. in support of the recovery effort should be coordinated through the Materials Management Distribution Center to ensure proper receipt and delivery. For incoming FED-Ex or UPS packages please provide courier information, tracking numbers and possible dates we can expect delivery to assist in package identification.
• The Shipping Center is available to assist with your Outbound shipments of express mail packages (Fed-Ex & UPS) or specialty courier. Outgoing packages must be at 14th and Strand no later than 2:00 pm daily in order to go out that day. We are negotiating with the three primary carriers to centrally locate drop-off boxes on campus to replace those that were lost during the storm.
• To support UTMB operations, our Delivery Team can assist with the delivery and pickup of supplies to buildings around the island that have been cleared for occupancy. Buildings that have not been cleared for occupancy require prior clearance and approval of Facilities.
• Delivery Of Perishable / Refrigerated Materials: Departments expecting refrigerated or perishable materials must notify Central Receiving between the hours of 8:00 am – 4:00 pm Monday through Friday at 772-5341 or 772-0454 with the tracking number, shipper and delivery carrier to ensure materials are accepted and not refused during the building renovation period.
• For assistance, contact 409-772-5341 /409-772-5322 or email logistics.help@utmb.edu

Materials Management Central Stores

• Central Stores is open and available to provide standard stocked items. These include: Liquid Nitrogen and gas cylinders, medical supplies, batteries and dry ice. Online ordering is currently not available.
• Delivery to certain locations is limited based on building accessibility, elevators, etc.
• To place an order or for assistance, contact 409-772-5348

Campus Mail Services

• USPS and campus mail is being processed daily. Of the 493 delivery routes, approximately 11 percent have been consolidated into a single delivery point, 16 percent have returned to normal delivery, and the remaining 73 percent of routes are picking up and dropping off outgoing mail at our temporary location of 1302 Mechanic, Rm 2.210. If your department has returned to its normal office location please notify us at 409-772-2140 or email Paul Pistone ppistone@utmb.edu with your route number.
• If you are picking up at the temporary Mail Services location at 1302 Mechanic, please have your UTMB badge and route number available at time of pickup for identification and signature purposes. Mail will be distributed by “route” only. No individual mail will be distributed. For a listing of ALL mail routes and current distribution points go to the UTMB home page, Campus Services/Information, Mail Services. Please note: This listing will be updated frequently as services return to normal.
• Outbound Mail will be picked up at the key distribution routes, those routes that have returned to normal, or can be left at the temporary Mail Services location of 1302 Mechanic, RM 2.210. Outbound mail will be processed daily,
• Mail Box holders can pick-up their mail at: 1302 Mechanic, Rm 2.210
• Questions regarding Mail Services should be directed to: 409-772-2140 or email logistics.help@utmb.edu

Records Management

• Any record that has been significantly damaged or destroyed will need to be documented as to volume, date and record series prior to disposal
• For assistance with the retrieval/storage, restoration, or documentation of record destruction, please email logistics.help@utmb.edu

Fleet Services

• Fleet Services is operating to assist with fuels, oils, repairs and support of UTMB vehicles
• Phone Service to Fleet’s Shop is currently down but Internet is now up. Restoration of phone service is unknown at this time.  In the interim, for assistance, contact Bruce Eversole on his cell at 409-392-1456 or e-mail Stephen Christensen at schriste@utmb.edu

Purchasing

1. System & Program Status

• All ordering processes in PeopleSoft are working (DEP, ACQ Special Request and Punchout)
• Scientific Alley - Currently unavailable - Reopening to be announced

2. All purchasing functions are operational. Listed below is the e-mail/phone contact info for the following processes:

• Purchasing Help Desk purchasing.helpdesk@utmb.edu ext 7-8000
• Vendor Maintenance supplier.mgmt@utmb.edu
• PO Changes that cannot be completed on-line purchasingsospochange@utmb.edu
• ePro Requisition Routing (Signature Authorization forms) send to puchasing.helpdesk@utmb.edu or fax to 409-986-6862
• Receiving PO Problem Resolution logistics.problemresolution@utmb.edu ext 2-5341
• Emergency purchases, please contact one of the following buying supervisors:
  
  Central Purchasing
  Traci Davis at tdavis@utmb.edu ext 2-5394
  Christine Bradford at cmbradfo@utmb.edu ext 7-8006
  Neal Cooper at nfcooper@utmb.edu 713-557-8423
  
  Clinical Purchasing
  Mark Garcia at maagarci@utmb.edu ext 7-1289

3. Special Notes:

• Requisitions/Purchase Orders for replacement materials and supplies to be acquired due to damage from Hurricane Ike should be identified as “Ike Expense” in the first part of the Header Comments
• Suppliers in the Hurricane Ike affected area may not be fully functional. To ensure your orders were received by the supplier and will be shipped it is recommended that you contact the supplier to confirm the order and obtain estimated shipping date
• For ACQ orders please provide detailed delivery instructions, including delivery location.  (review the location on your requisitions)
• For  Research orders that require coordination with F.O.A.M, (refrigerators, freezers, facility repairs, electrical or water hookups) please contact Tracy Jackson trrjacks@utmb.edu or 2-3532
• Any problems with e-Procurement, Requisition creation, Faxing of DEP order, requisition approval routing, or creation of PO Change requests, contact the Purchasing Help desk via email purchasing.helpdesk@utmb.edu or phone 7-8000
• For orders being shipped to Central Receiving (14th & Strand), contact the MMS Distribution Center at logistics.help@utmb.edu or phone 409-772-5341 to advise your supply order is enroute and to coordinate package delivery

UTMB Xerox Copier Support

Xerox Support is Operational, if your department requires assistance with your Xerox copier/equipment/supplies please contact the Xerox representatives, Maria Sieck @ 2-2289, e-mail: masieck@utmb.edu or Joni McCullough @ 2-2287, e-mail: jomccull@utmb.edu.  Please be aware that voice-mail is not working, if you do not receive an answer; please page Joni McCollough@ 643-0195.

If you need to relocate a machine, please contact one of the Xerox representatives and provide them with the following information:

 1.       Copier Make and S/N No.

2.       Location. (Bldg., RM. No.)

3.       Contact information

4.       Requested Date for relocation

5.       FRS Account Number

If you have moved a machine without contacting one the Xerox representatives, please e-mail or call with the machines serial number (if known), old location, and new location. 

In order for us to get an accurate Inventory status, please contact the Purchasing Contract Manager, Billy Jefferson, with the status of your machine (i.e., operational or needs to be replaced).  He may be reached via e-mail at bjjeffer@utmb.edu or phone: 409-370-6439.