MRO
The following contracts have been awarded on the basis of the competitive bid process and are contracted with the State to provide maintenance, repair, and operations equipment to Indiana State Agencies. This web page will be re-launched at a later date to include extensive information on each MRO contract and vendor
Market basket items:
- MSC (please purchase via punch-out)
- Commercial Lamp & Ballast Inc./CLB (please purchase via punch-out)
- Brulin** (for PEN Products only)
- Grainger (please purchase via punch-out)
- Acorn Distributors
- PPG
- MAB
**Please continue to order chemical products through PEN Products. If they cannot supply the chemical products you need, you may search Brulin's non-market basket catalog.
MRO QPA General Information
This section provides information regarding contracts which offer purchasing of MRO (Maintenance, Repair and Operations or Maintenance, Repair and Overhaul) items and products. The information below was presented at the MRO rollout sessions on 7/12/07 & 7/16/07.
MRO QPA summary
- 7 MRO Vendors / 12 MRO categories
- Vendor Manager: Mike DuValle
- Phone: (317) 232-3035
- E-mail: mduvalle@idoa.in.gov
- Advantages:
- Ease of ordering: More punch-out vendors
- Increased savings
- Order start date: Monday, 7/16/07.
MRO QPA categories
- General Industrial Supplies
- HVAC / Air Filters
- Safety & Security
- Tools
- Chemical (Janitorial)
- Cleaning Products & Supplies
- Paper Products
- General Electrical Supplies
- Lamps & Ballasts
- Plumbing Supplies
- Paint and Paint Supplies
MRO QPA contract information
- RFP-7-11 submitted by IDOA
- Vendors to provide reduced prices and significant discounts.
- Most vendors offer 48 hour turn around on dock delivery.
- Target: 100% fill rate.
- All orders are FOB Destination with no shipping charges for all products included in all MRO contracts.
- All payments shall be made in arrears in conformance with State fiscal policies and procedures.
- Backorders will not be billed until shipped. Vendor will make every effort to accommodate your needs.
- On select contracts, vendors allow purchases through their retail stores.
- Account Managers and vendor representatives available to discuss your needs and how their products will help you meet them.
Pricing:
- Prices will not be adjusted on the products in the market basket without permission of IDOA/Procurement.
- All prices hold firm for the first year.
- Requests for price increases will be submitted to IDOA/Procurement Division for review.
- Contractor will submit price increase requests to IDOA/Procurement that are a direct result of a force majeure event as soon as possible.
- Request for price increases will be accompanied by sufficient documentation for the State’s review and consideration.
MRO QPA ordering
- Orders will be placed using catalog in Peoplesoft or punch-out.
- 2 vendors ready to service orders via punch-out: MSC, Grainger
- Commercial Lamp & Ballast’s punch-out launch imminent.
MRO QPA best practices
- Research the products!
- Alert Vendor Manager if an error occurs while placing an order via punch-out.
- Important: Closely monitor what is in your shopping cart!
- Alert Vendor Manager if an error occurs while placing an order via catalog method.
- Important: Always double-check the order for correctness before converting from a requisition to a PO!
- Notify Account Executive or vendor’s Customer Service if there is
- A discrepancy in product count (vs. shipping documents), and / or
- Damaged product. Take digital pictures (at your discretion).
- Advise Vendor Manager on all quality or customer service issues via Issue Logs, Commodity User Group meetings or direct correspondence.
MRO QPA contract management: Vendor Management and Performance team created to promote savings from large contract through monitoring vendor performance and increased cooperation with state agencies.
- Director: Erin Kremer
- Control Pricing: Price increases will be submitted to IDOA/Procurement Division will be reviewed and analyzed before such price increases take effect.
- Mximize usage: The vendors will provide reports (monthly, quarterly and year-to-date) which will be used to proactively audit agency compliance / non-compliance.
- Monitor contract scope: Additional work or change the scope of the work will not occur until authorized in writing by IDOA.
- Vendor performance: Monitoring vendor’s performance through quantitative analysis: Vendor Scorecards, Issue Logs and Commodity User Group Meetings.
