Biomedical Engineering Purchasing Policy

Tufts Marketplace (Preferred Vendors)

Required First Source

Tufts Marketplace must be the first source for all lab, office, electronic, and computer supply purchases.

If an item is available through a Preferred Vendor on the Marketplace, it must be purchased through that vendor, regardless of cost, due to existing University contracts.

Requesting Access

To request access, email BME.Orders@tufts.edu with:

• Full Name
• Student ID Number

Approved users receive Browser Access only, which allows:

• Shopping and price comparison
• Cart creation

Students and Visiting Scholars who are not granted access must:

• Complete the BME Order Form
• Submit it to BME.Orders@tufts.edu
• Include the funding source (except Kaplan Lab members — see note below)

Kaplan Lab Exception: Due to the volume of grants, Kaplan Lab members should not include a funding source.

Submission Requirements

• Orders submitted in the body of an email will not be processed.
• Orders sent to individual staff members’ personal emails will not be processed.
• Orders are processed within 2–3 business days.

For questions about the Marketplace, ask BME Staff.

Creating and Assigning Marketplace Carts

• Cart total may not exceed $5,000.
• Cart title must include the End User’s name.
• Shipping address must be updated by the End User.
• “Attention” line must include:
  • End User’s name
  • Room or Floor number (to prevent misdelivery)
• Funding source must be listed in the Comments/Notes section.
  • Kaplan Lab members should not include funding source.
• Carts must be assigned to:
  • Gwen Lee Buchanan for PIs (Fantini - Kaplan - Mallidi - Martin - Oudin - Stout - Timko - Xu)
  • Cameron Lee Neale for PIs (Black - Gnecco - Iyer - Naveh - Omenetto - Peyton - Quinn) 

Note: If a staff member is out of office for an extended period of time, then cart should be reassigned to the covering staff member. 

Orders are processed within 2–3 business days.

Preferred Tufts Marketplace Vendors

Airgas

• Airgas orders must be placed by BME staff due to the complexity of Airgas account set up.
  All Airgas orders must:
• Be submitted using the BME Order Form
• Be emailed to BME.Orders@tufts.edu
  Include:
• Number of tanks requested
• Number of empty tanks for return (if applicable)

Sci-Tech Gas Ordering

The BME Department covers the following gases. All specialty gases must be funded by the PI (include funding source on form).

• CO₂ (Room 260R)
  12 tanks auto-ordered monthly (1st Monday)
  Supplier: Airgas
• Liquid Nitrogen (Room 108)
  2 tanks auto-delivered on the 1st and 15th
  Supplier: Linde Gas (occasionally Airgas)
  Schedule may vary due to holidays/weekends
• Liquid Nitrogen (Room 102 – Timko)
  Different pressure than Room 108
  Users must check stock and submit order as needed
  Supplier: Airgas only
• Nitrogen (Room 260R)
  Users must check stock and submit order as needed
  Supplier: Airgas

TTC Gas Ordering (formerly SEC)

Department covers CO₂, Liquid Nitrogen, and Nitrogen delivered to the TTC Loading Dock.

• Users must:
  Check stock
  Submit BME Order Form to BME.Orders@tufts.edu 

All specialty gases require PI funding.

Amazon 
Amazon may not be used for:

• Computers or computer peripherals (must go through WB Mason or Tufts IT)
• Lab consumables
• Lab equipment
• Electrical components
• Food products for cellular agriculture
• Plant seeds for cellular agriculture
• Gift cards (require Procurement approval)

Bio-Rad
Grainger
Fisher Scientific – Carries multiple catalogs non-preferred vendor items.
Qiagen
Quartzy – Carries multiple catalogs non-preferred vendor items.
Sigma-Aldrich
Thermo Fisher Scientific
VWR International

Note: Fisher and Quartzy must be used first if they carry items from non-preferred vendors.

Non-Preferred Vendors

BME maintains certain tax-exempt accounts with vendors not listed on the Marketplace.
However:

• Marketplace vendors must always be used first.
• Fisher and Quartzy must be checked before ordering directly from vendors they distribute.

Submission Requirements

• Complete BME Order Form
• Submit to BME.Orders@tufts.edu
• Include funding source (except Kaplan Lab)

Orders submitted improperly will not be processed.
Processing time: 2–3 business days.

Note: This list is subject to change at any time and Marketplace vendors MUST be used first.

If Non-Preferred Vendor Is Not Listed on Chart Above: 

End Users must:

1. Obtain a tax-exempt quote (BME Order Form not required if quote obtained).
   • Must include:
     • Tax-exempt status
     • Correct shipping address
     • End User’s name
     • Shipping costs (if applicable)
2. Confirm vendor accepts:
   • Credit card by phone, or
   • Secure payment link
     (International phone orders are not permitted.)
3. If vendor does not accept credit cards:
   • Provide contact email of financial decision-maker.
   • BME will issue a Payment Works invitation.
   • Vendor must complete onboarding before order placement.

Note: Vendor onboarding may take up to three weeks, depending on vendor response time.

E-Req Ordering Policy

E-Reqs are required for:

• When vendors do not accept credit cards
• For purchases meeting the thresholds below

5,000-9,999

• One tax-exempt quote required
• No competitor quotes required
• If vendor not in system → Payment Works onboarding required
• Approval timeline: minimum 2 weeks after vendor setup
• Vendor onboarding time depends on vendor response

10,000-49,999

• Three written tax-exempt quotes required, or Vendor justification required (sole source, quality, cost analysis, etc.)
• If vendor not in system → Payment Works onboarding required
• Approval timeline: minimum 2 weeks after vendor setup
• Vendor onboarding time depends on vendor response

50,000+

• CEA justification required
• Three written tax-exempt quotes required, or Vendor justification required (sole source, quality, cost analysis, etc.)
• If vendor not in system → Payment Works onboarding required
• CEA approval may take 3+ weeks after vendor setup
• Vendor onboarding time depends on vendor response

Important (All E-Req Levels)

All quotes must:

• Be tax-exempt
• Include correct shipping address
• Include End User’s name
• Include shipping costs

If shipping is not included initially, a change order is required and subject to reapproval.

Additional Ordering Guidelines

Computer Purchases

All computers and certain peripherals must be ordered through Tufts IT.
Contact: it@tufts.edu | 617-627-3376

Cell Lines

New cell lines must be added to Bio-Safety Registration before ordering.
IBC registration number must be listed on the BME Order Form.
For questions, contact Carmen Preda.

Lab Equipment

All lab equipment purchases must be approved by:

• Laura Place or
• Carmen Preda

Delivery Responsibility

End Users are responsible for:

• Reporting missing items within one week of expected delivery
• Working directly with vendors to resolve backorders or substitutions

If assistance is needed, contact the BME Office.