Placing Purchase Orders

Purchasing Form

All orders must be placed by completing the Botany and Zoology order form. You can fill in the form as a hard copy (please use black pen and write neatly as we will need to fax the form), or it may be filled in and sent electronically to Karen at bozo-orders@anu.edu.au .

Expenditure Limits

• An order totalling less than $500 - no written quote required.
• $500-$5 000 - two verbal quotes required, note on order name of person who quote from (with names and dates) plus written quote for successful quote (attached to order)
• $5 000-$50 000 - three written quotes and written justification for choice (eg best price, best features, compatibility with existing equipment).
• over $50 000 - will need to go to public tender (see Karen for details)

We are exempt from these limits when

• purchasing from preferred suppliers. The list of these is located at http://info.anu.edu.au/fbs/Business_Functions/Purchasing_and_Contracts_Office/__Scientific_Supplies/Index.asp
• if there is only 1 supplier for specialised goods, then 1 quote is sufficient
• if you have a written quote that betters a preferred supplier then only these quotes are required.
• If you have ordered the same item from a supplier within 3 months then no quote is required for the second (not subsequent) orders

Completing The Order Form

PRODUCT DETAILS

Supplier : We need the trading name, phone and fax numbers of the supplier. If it is not one used frequently, we will also need the address and ABN.

Item Description:  Complete with catalogue numbers and description. Where possible use the ANU preferred suppliers. There are substantial discounts available and items are usually free into store. You may need to quote a vendor number and we can supply these.

Check whether the items are "in stock" Many companies no longer hold stock in Australia and this adds to the delay.

Include a reference number for quotes and when relying on a verbal quote you must record the name of the person providing that quote.

Totals : Please indicate if the costs include GST or not. Add the cost of freight where appropriate. Remember that by planning and consolidating orders you will   avoid paying additional freight.

CHEMICAL ORDERS

Any orders for chemicals must have the declaration box completed and signed. In order to complete this section you will need to:

• Access the products MSDS (via supplier or CHEMWATCH )
• If Hazardous write a brief protocol/risk assessment outlining storage, hazards, hazard management and disposal.  

I have purchased this chemical before  
This is to indicate if this chemical is already in your stocks, if not it will need to be added to your laboratory inventory and we will need to add it to the School's chemical inventory. This is required by firefighters in case of emergency and by Comcare.

I have reviewed the MSDS and this chemical is:

     Hazardous       Non Hazardous   

The MSDS states this clearly.   If non-hazardous then you are not required to fill in the next section.

I have documented the hazardous nature of this chemical in an experimental protocol or risk assessment

Hazard assessment may be in the form of a risk assessment or may be included in the experimental protocol. These should both indicate to the user, all of the known hazards and the safety procedures they should follow to manage the hazards.

Example of including hazard control in experimental protocol: TEMED is very flammable and corrosive, so when adding TEMED, always wear eye protection and gloves, use the fume hood and ensure there are no ignition sources around.

Staff using this chemical are adequately trained & informed
If any of the personnel have, as yet, not received ANU training on chemical handling then they must attend a one day course   http://info.anu.edu.au/hr/Training_and_Development/OHS_Training/Advanced_Courses/index.asp .

I have appropriate storage
Follow the instruction in the MSDS and the ANU policies regarding storage. Acids, solvents and oxidizers must be stored separately. NB No more than 6 winchesters of solvents/flammables or acids per lab (in cupboards, or under fume hood) unless in a chemical storage cabinet.

Location & Room # .....
Please complete with the location the chemical will be stored. The location is necessary for our inventory.

I have protocols for disposal
Appropriate systems need to be in place to deal with disposal of a chemical and its waste prior to using the chemical. This might be collection for disposal through Chemsal (chemical recyclers), evaporation, deactivation or neutralization. Note that there is no provision to dump waste chemicals down the sink. Please see the CHEMICAL WASTE section for more detailed information and protocols for disposal of some common chemicals eg Ethidium Bromide.

Signature
Your signature confirms that you have completed the above steps. Do not sign this unless you are confident in having met the requirements.

Please contact Karen Scholte x 51070 if you have any further queries.