Purchasing

The Purchasing Office is responsible for facilitating the procurement of products and services while providing exceptional customer service to the Smith community. Our goal is to develop and maintain excellent working relationships with the community while supporting the instructional, research, and educational mission of Smith College.

Announcements

Toner Phone Scam

Posing as a Smith College primary supplier, the scammer contacts an employee and asks for the model number of the copier or printer in their office. Please remember to never disclose information to a vendor calling on the telephone. Knowing the type of printer or copier can enable a scammer to send toner to that office and then charge the office. Under our contract with Toshiba, we do NOT pay for Toshiba MFD toner or for any HP Laserjet toner for networked printers. Please alert all employees and students in your department.
 

Our Services

  • Manage and administer the Procurement Card Program.
  • Conduct and assist in competitive bidding (RFQs and RFPs) including the negotiation of favorable pricing and terms.
  • Assist departments in sourcing new products and suppliers. This includes onboarding support and processing of credit applications when needed.
  • Issue Smith College Purchase Orders which commit college funds as authorized agents of the college.
  • Contract management: Issue and manage consulting and contractor agreements. This includes the review of agreements across various departments for objectionable terms/conditions and including necessary clauses and requirements to protect the college’s interests.
  • Assist various departments in ensuring vendor compliance to contract performance and pricing requirements.
  • Obtain, manage, and track vendor liability insurance per the college’s requirements.
  • Provide training and support to the community in regards to requisitions, purchase orders, punchouts, expense reporting, procurement cards, contracts, and compliance documents.
  • Monitor the marketplace and stay informed about market conditions.
  • Work with suppliers to resolve disputes and supply chain issues, and ensure timely deliveries whenever possible.
  • Assist in the recycling and disposal of surplus items.
  • Manage the college’s copier/MFD fleet program.

For IT purchases, please contact the Computer Store. For food service purchases, please contact Dining Services.

Commonly Needed Forms

Corporate cards are requested in Workday and will route for approval.

When entering requisitions into Workday, please include all documentation associated with the purchase, such as quotes.

Tax Exempt Certificates

ST-2 Sales Tax Exemption Form ST-5 Sales Tax Exemption Form Signed W-9

Requisitions

Accounts Payable Voucher Requisition Form

Contact Purchasing Office

Mailing address:

Smith College
College Hall 204
Northampton, MA 01063

Please contact us in advance to set up a meeting.

Marge Dunehew
Director of Procurement
mdunehew@smith.edu