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Vendor and Contract Information

  • Campus Wireless Equipment Policy
     

    Wireless services are required by various employees in order to facilitate the needs of campus departments to fulfill the University's goals for excellence in education, healthcare and research.  The Procurement Office has instituted the following campus policy for the establishment and payment of wireless services and equipment funded by the State and Research Foundation.

    Wireless equipment and services should be purchased at the discretion of campus departmental administrators (i.e. Deans, Chairs, Directors, et al) who, in turn, are responsible for ensuring and verifying that their employees are using the wireless services exclusively for business purposes.  Personal use of University wireless equipment and services is strictly prohibited.

    Reimbursement of wireless service fees under personal accounts are not allowed. The Procurement Office will assist employees in establishing a business account that will be separate from the employee's personal account.

    To transfer liability from a personal phone or wireless device to Stony Brook University the instructions are as follows:

    1. Print out a copy of the Transfer of Billing Responsibilities Form.
    2. Complete and sign the sections that read "Relinquishing Customer".
    3. Send this completed form to Fran Gandia in Procurement. Procurement will complete the   "Organization Assumption of Liability"and send the form to Verizon Wireless for processing.  The requesting department will receive a confirmation that the transfer has been completed.

    All mobile devices purchased with State or Research Foundation funds are the property of the University.

    1. Under no circumstance should employees of Stony Brook University, using Research Foundation or State funds, purchase telephone equipment, supplies or services at a local cellular service provider store or service center.
    2. Campus departments are required to contact Fran Gandia (2-9094) or Margaret Remiszewski (2-9836) prior to submitting a purchase requisition for the purchase of wireless equipment and upgrades.
    3. Departments requesting wireless service provided by AT&T Mobility, Sprint, T-Mobile or Verizon Wireless   must create an annual requisition in Wolfmart each fiscal year.  The requisition should have one line for equipment and one line for service as applicable. 
    4. The following information should be noted in the body of the requisition
    5.  
      • Department Name
      • Requested by
      • Departmental Contact Name and Telephone Number
      • Wireless Service Requested (e.g. AT&T Mobility, Sprint, Verizon, etc.)
      • NEW SERVICE
      • EXISTING SERVICE (with Provider's Account Number)
      • Mobile number
      • Departmental User Name
      • Device being ordered
      • Calling Plan
      • PTT or Texting
      • Accessories
      • University Account to Charge:  State/RF               
        • Shipping Address

    All requests for changes in equipment, service or user name with any wireless service provider requires an email to be sent to Fran Gandia with the following information:

    1.  
      • Department Name
      • Requested by
      • Departmental Contact Name and Telephone Number
      • Wireless Service Requested (e.g. AT&T Mobility, Verizon Wireless etc.)
      • NEW SERVICE
      • EXISTING SERVICE (with Provider's Account Number)
      • Mobile number
      • Departmental User Name
      • Device being ordered
      • Device being cancelled
      • Calling Plan
      • PTT or Texting
      • Accessories
      • University Account to Charge:  State/ RF        
      • Shipping Address

    Any request containing missing or invalid information will be returned to the campus department.

    Accounts Payable Policy for State and RF IDC funded Consolidated Billing Statements for Verizon Wireless Service only:

    In compliance with "Project 50 Forward" the campus is moving to consolidate billing statements and pooled minutes for State and Research Foundation IDC funded accounts which will provide a significant cost savings for the University.

    Departments will not be contacted for approval, nor will they receive a hard copy of their statement from Accounts Payable.  Electronic Statements for State and Research Foundation IDC funded accounts  will be available to be viewed monthly by the departmental contact person on Verizon's MyBizwebsite.  Training will be provided by Verizon.

     *** (The State Visa P-card is no longer permitted to be used to pay for wireless service acquired through Verizon Wireless).

    The end-user's supervisor or reporting administrator should monthly review each on-line statement for:

    • Accurate service charges and fees
    • New/added equipment costs
    • Appropriate business-related usage
    • Unauthorized personal usage
    • Any noted billing discrepancies should be brought to Verizon's attention by the end-user/campus department.  Credits and/or adjustments will be reflected in the subsequent monthly bill. 

    Accounts Payable/Accounting Process:

    • State/RF Accounts Payable will process the monthly consolidated bills for payment from central accounts
    • State Accounting or Research Foundation Accounting offices will recharge the respective State or IDC account for their individual charges

    Procurement Contacts:

    For questions/inquiries regarding the purchase of wireless equipment/services contact  Fran Gandia at (631) 632-9094 or  Malgorzata Remiszewski at (631) 632-9836.

    For questions/inquiries regarding State Accounts Payable contact Alba Beltranat (631) 632-6005  for State or   William LaCascia  at (631) 632-6001  for Research Foundation

    Transfer of Billing Responsibility Form
          Download the Adobe Acrobat Version       (in Adobe PDF format)  
  • Freight
     

    The NYS Contract for overnight carrier services and small package delivery is UPS, P- Contract PS67706.

    Effective immediately, the UPS contact for setting up new accounts and customer service issues is:

    Maureen Baer
    315 Pennsylvania Ave, SE
    Washington, DC 20003
    Phone: 717-329-0049
    Toll Free: 800-877-1497 Enter Acct # 004923
    Fax: 717-560-3794
    Email:   mebaer@ups.com

    For local assistance, departments may contact:

    Jay Brust
    Phone: 516-633-6181
    Email:   jbrust@ups.com

    Any invoicing issues related to the above vendors should be addressed to Alfred Di Venuto, Assistant Director of Accounts Payable at (631) 632-9838,   Alfred.divenuto@stonybrook.edu

    To view the full contract and all award updates/notifications please go to: https://www.ogs.state.ny.us/purchase/snt/awardnotes/7901123066ContractorInfo.pdf

  • Furniture
     

    NYS Preferred Vendor


    Approved Vendors

      • Herman Miller dealers:  



          • VRD (WBE)  

            Paul Chiarelli  

            Office Phone: (631) 563-9195  

            Mobile Phone: (516)506-3223  

            Email:    paul@thetelcargroup.com





        • Alianza Services LLC/ WBWood (MBE)  



          Beth O'Boyle  



          Office Phone: (212) 685-1335  



          Mobile Phone: (917) 209-9673  



          Email:    bo'boyle@wbwood.com
      • Steelcase dealer:  



        • Waldners (WBE)  



          Sue Lyons  



          Office Phone: (631) 844-9326  



          Mobile Phone: (631) 944-2428  



          Email:    slyons@waldners.com

     

    • National dealers:  



        • Waldners (WBE)  



          Sue Lyons  



          Office Phone: (631) 844-9326  



          Mobile Phone: (631) 944-2428  



          Email:    slyons@waldners.com




        • VRD (WBE)  



          Paul Chiarelli  



          Office Phone: (631) 563-9195  



          Mobile Phone: (516)506-3223  



          Email:    paul@thetelcargroup.com




      • Alianza Services LLC/ WBWood (MBE)  



        Beth O'Boyle  



        Office Phone: (212) 685-1335  



        Mobile Phone: (917) 209-9673  



        Email:    bo'boyle@wbwood.com
  • Radioactive Materials
     

    All radioactive materials orders require the prior approval of Environmental Health and Safety Radiation Protective Services (Sean Harling 632-9676). Radioactive orders received after 04:00PM will be processed the next business day.

    When placing orders related to radioactive material, the following procedures are required:

    1. Requisition goes to EH&S for RSO approval. Each requisition must indicate the "inventory" - (on hand and waste) of the isotope being ordered.
    2. Upon EH&S approval, Requisition arrives in Procurement. Order will be placed by an Authorized Buyer.
    3. University personnel are not authorized to call a vendor directly to place or add to an order. If additional materials are needed a new requisition must be submitted and the above process followed.
  • Office Supplies
     

    Stony Brook's sole office supplies partner is       W.B. Mason. Our negotiations have resulted in a three year contract that provides deep discounts on our most frequently purchased items and significant savings on all products in the W.B. Mason punch-out catalog in       Wolfmart.

    The contract became effective on July 1, 2017. In addition to the ink toners, copy paper and break-room supplies that W.B. Mason has been offering since 2015, their Wolfmart punch-out catalog has been expanded to include all office supply categories as well as facilities maintenance products. We also have a contract for water cooler rentals and water bottles. The agreement continues to provide desk-top delivery with no associated freight charges on all orders. 

    For State and RF assistance please contact Sherrell Cordova in Procurement at 631-632-7065    or

    Contact   WBMASON Customer Service: 1-888 WB MASON (1-888-926-2766) or

    Account Manager: Matthew Conway 1-516-369-1130    (cell) or       matthew.conway@wbmason.com

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