NOTICE - TO CINTAS AND UNIFIRST CLIENTS
Cintas and UniFirst On-Catalog eBuy Orders
Is your On-Catalog eBuy order current? The national contracts for custodial rental items have been in place for
2 years. Postal ServiceTM locations that have existing On- Catalog eBuy
orders with Cintas or UniFirst must review each line item of their existing
order and make sure quantities are sufficient to cover future invoices.
Postal Service facilities should determine which line items are depleted
or nearing depletion by checking the eBuy order status. If the
status line shows closed or cancelled, you must create a new, On-Catalog
eBuy order immediately. If you have questions about the status
of your existing order, contact Cintas at 800-795-7368 or UniFirst at
800-480-5432.
It is the responsibility of each Postal Service
facility to monitor its eBuy order quantities for custodial rental items
each month through reconciling the eBuy Billing Summary Report. This is
done through verification of the delivery tickets provided by the selected
supplier to determine accuracy and maintain accountability.
The contract requires that once a Postal
Service facility selects a supplier, that facility must remain with that
supplier for a minimum of 2 years. The only exception to this requirement is if the facility has identified
problems or issues to the Contracting Officer and Cintas or UniFirst has
not adequately addressed the issues within a reasonable time frame (four
to six deliveries after formal notification of the problem).
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After 2 years, if a location determines that changing
suppliers is in the best interest of the Postal Service, notification
should be provided to the existing supplier at least 30 days before the
change. The new eBuy order must be approved and acknowledged by the supplier
before deliveries can begin. Postal Service locations should also be prepared
to conduct a product inventory with their existing supplier to determine
if any inventory is lost or damaged; validate missing inventory items;
verify all outstanding invoices have been paid; and assure that replacement
charges, if any, can be covered through the existing eBuy order. Coordination
between the pickup of the existing supplier's inventory and the start
of the new supplier's delivery is imperative.
Does your On-Catalog eBuy order meet the
minimum delivery amount of $12.00? The Postal Service considers the contracts with Cintas and UniFirst as
partnerships; therefore, Postal Service clients must be willing to work
with their selected supplier to the greatest extent possible and not make
unreasonable requests that would cause the suppliers undue financial hardship.
With the increases in the cost of gasoline, it has become economically
unfeasible for our suppliers to provide service to current Postal Service
clients, or add new clients, whose orders amount to less than $12.00 per
delivery.
Therefore, all Postal Service clients whose
orders are less than $12.00 weekly, bi-weekly or monthly should re-evaluate
their requirements with their selected supplier and develop a more cost-effective
approach that takes into consideration changing both items delivered and
frequency of delivery. A new, On-
Catalog eBuy order must be entered to reflect changes in requirements
or frequencies. If your location requires special considerations, you
should contact the Custodial Products Team via e-mail at Help, Custodial.
- SCM Strategies,
Supply Management, 3-31-05 |
