An announcement was made on Friday, August 4, 2006 about the contracts that UT System Adminstration
has entered into for Vending Machine and Coffee/Conference Room services. (Click HERE for the memo)
Below are some answers to
frequently asked questions that we hope will address any concerns you might have.
Why is this being done?
It was brought to our attention last year that many departments used Anderson
Vending for coffee services and supplies (along with other vendors), some without proper purchasing
documentation. While looking at this by departments may not be an issue, when taken as a whole,
System Administration was purchasing these services/supplies without properly bidding it as required
by law and policy. Therefore, we bid the services out, collectively, and went out of our way to try
and get Anderson Vending to participate. They chose not to bid the services and have been very
cooperative in the transition to the new vendor.
How do you know this is saving my department money?
The reasons for this initiative were based on equity, compliance, and controls; cost savings, while an important consideration, was not the primary reason. Through the bidding process, we were able to gain assurance that all departments will pay fair market prices for these goods and services to a vendor that meets our insurance and bonding requirements. This will also assure us that all departments have equal access to the same services at the same price. The changes to the process improve both monitoring and compliance, and hopefully in the big picture we MIGHT save money because we are getting a volume discount, but that is yet to be seen. During the coming year we will be monitoring the potentials for savings, if any.
Our office needs coffee, creamer, soft drinks, etc. Who do I call?
Please ask your designated department staff member to use the SOS system to place any orders or
request any service for coffee machines or vending machines. This will allow tracking of orders and
maintenance requests. Supplies will be delivered directly to your office by a Facilities Management
staff member.
How can I request a refund if a machine is not functioning properly?
Bring information about the machine's location, nature of the problem and funds lost to Accounting and Purchasing Services, located on the 3rd floor of the Colorado Building. You will be asked to fill out a card with information regarding the problem and will then be given a refund. Accounting and Purchasing Services will inform Facilities Management of any maintenance issues.
Will I be able to get my favorite soft drink?
Intitally the vending machines will be set up with the "standard" flavors which will be
monitored for usage. Facilities Management will be taking suggestions that they can discuss with the
vendor. Any special requests will be considered and monitored for sales.
Is bottled water included in these contracts?
16 ounce bottled water is included for stocking conference rooms. Large bottled water and dispensers
(i.e. Sparkletts) are not included in these contracts and will be handled separately.
Will there be any downtime between removal of the old coffee machines and the installation
of the new coffee service?
We will be removing existing coffeemakers and installing new coffeemakers concurrently so that there will
only be a short time period when coffee may not be available, perhaps 30 minutes to one hour. HOWEVER, coffee
will be available to all UT System staff members at any coffee station so there will be a continuous supply of coffee.
What types/brands/flavors of coffee and soft drinks will be available? Everything that your department
has been accustomed to purchasing is available from the vendor.
Can a Department purchase soda for its staff?
Yes, as long as it is not re-sold to them, thereby directly competing with the use of the vending machines.
What is the timeline for implementation?
Friday, August 18th - The last day to order kitchen supplies from Anderson Vending (aka Murray) or any other vendor.
Monday, August 21st - All departmental orders for kitchen supplies are to be made thorugh SOS System.
