info.risd.edu

Procurement

The mission of Procurement, a department within Procurement Services, is to directly support RISD's educational, environmental and administrative needs. We are dedicated to assisting the college community with the timely and cost-effective procurement of goods and services through the negotiation of special pricing agreements, terms and negotiated contracts. A centralized procurement process, with competitive bidding, maximizes the college's leverage and purchasing power, ensuring best value for end users.

Procurement also oversees the Procurement Card program and the Travel Management Program. Please see the appropriate links for more information about how to obtain RISD travel rates and links to partner travel agencies.

For departments interested in retaining the services of an independent contractor, please refer to the appropriate process to create an independent contractor agreement.

Hotel Partnerships: RISD's Campus Travel Portal

When Booking Local Hotels:
RISD is currently in partnership with several local hotels. Our RISD Partner Hotels quick reference sheet lists these hotels, their rates, and their contact information. Please use RISD's Campus Travel Portal, which is run through the Campus Travel Management (CTM) company, to self-book rooms at these establishments. Booking through RISD's Campus Travel Portal provides the following benefits:

  • Campus visitors experience the convenience of nearby lodging and, typically, the lowest local hotel rates.
  • RISD, as an institution, saves money with a more efficient, centralized process, and gains valuable analytics from the reports and data produced by the portal.

RISD-paid reservations made through the travel portal will require subsequent email submission of a credit card authorization form to the hotel in order to confirm that it is an internal, tax-exempt booking. Procurement Services can assist with questions about the internal booking process, Group/VIP bookings or room blocks.

When Booking Out-of-State Hotels:
Other universities also partner with Campus Travel Management (CTM) and have their own affiliated hotels. Because of our common CTM partnership, RISD faculty and staff can secure reduced rates when booking at these hotels. (To find participating hotels you can look according to other universities or by city/state.)

Preferred Travel Agency: The Travel Collaborative

When Booking Out-of-State Travel:
RISD has recently become a member of the Boston Consortium Travel Program. This program offers RISD travel discounts when we book hotels or air/rail/car travel through its preferred travel agency, The Travel Collaborative. To take advantage of these discounts, RISD Employees should consult The Travel Collaborative Fee Schedule and contact one of their travel agents:

Susan McGonagle
susan@travelcoll.com
617-497-8151

Maryella Blundo
maryellab@travelcoll.com
617-497-8132

Thom Mulhern
tam@travelcoll.com
617-497-8149

The hotels and air/rail/car travel companies that The Travel Collaborative will assist you in booking with are:

Hotels Rail/Car Airline
Brookline Marriot Amtrak American Airlines
Club Quarters Avis British Airways
Inn at Longwood Budget Cathay Pacific Airways
Enterprise El Al Israel Airlines
National Emirates Airlines
FinnAir
Japan Airlines
JetBlue Airlines
Porter Airlines
Qantas Airline


For any questions about the Boston Consortium Travel Program, The Travel Collaborative or the discounts they provide please contact Kim Harpin.

Complete Travel Management: Egencia

The Boston Consortium Travel Program now also offers RISD a complete travel management platform - Egencia, an Expedia company. For RISD related travel and RISD employee personal travel, booking through Egencia will help ensure better deals on flights, hotels, trains and car rentals. Egencia provides one place to book and manage all trip components, and it's a platform you can access on desktop/tablet/phone or by calling one of their travel consultants. You can create your own profile on Egencia and store your travel preferences, rewards member numbers, etc. that will be applied each time you book travel.

For those in RISD offices with Administrative Assistants who book travel for many individuals, that person can easily continue doing this. Administrative Assistants can begin this process by adding each person they intend to book travel for to their Egencia "Travelers" list. Egencia then allows that administrator to send invitations to those individuals, asking them for authorization to serve as their travel arranger.

Egencia benefits include:

  • A familiar, easy-to-use online booking tool resembling expedia.com
  • Business traveler tools that let you set preferences and integrate with your other platforms
  • The free Egencia app that can be used on iPhones, iPads or Androids to easily find, book and make adjustments to your travel at any point in your journey
  • Safety notifications
  • Experienced corporate travel agents available any time

For any questions about Egencia or the discounts they provide please contact Kim Harpin. For specific information on Egencia's fees please review the Egencia Transaction Fee document.

Transportation Services

RISD Rides Shuttle Service
Procurement Services has contracted with First Transit to provide RISD Rides, a free late night shuttle service for RISD students, staff and faculty.

Charter Bus Rentals
Through a sister division, First Transit provides the opportunity for bus rentals for field trips or events through Peter Pan Bus Lines, which offers $115.00/hour (6 hour minimum) charter pricing for bus rentals.

First Transit Contact Information for Charter Bus Rentals:
Travis Mills, First Transit General Manager
401 309-5094
travis.mills@firstgroup.com

MDT Bus Lines, Inc. Contact Information:
Sheila McGillicuddy
Phone: 508 336-7111
Fax: 508 336-7114
sheila@mdtbuslines.com

Automobile Rentals
Through E&I Cooperative Services, RISD has access to contract pricing from Enterprise Rent-A-Car and National Car Rental. Enterprise is the largest car rental company in North America and now owns National Car Rental. The contract offers exceptionally low rates and the ability to choose from two rental programs based upon the individual's needs and requirements.

Relocation Services
Within the interview/hire process, RISD Procurement Services may offer assistance with the moving and relocation of household goods to some employees. With the goal of providing reduced costs, greater efficiency and convenience for the employee, RISD has negotiated contract pricing with Conlon Moving Services, a division of United Van Lines. Upon confirmation of the employment offer, the employee should contact the Conlon Relocation Coordinator at the information below to schedule an appointment to review the details of the move and survey the contents of the house. Conlon will provide an accurate, written estimate to Procurement Services for review and processing.

Conlon Moving Systems, United Van Lines Contact Information:
Barbara Hodgson, Relocation Coordinator
800 831-7356 x 14
behodgson@conlonmoving.com

RISD Preferred/Contracted Vendors

  • Poland Springs
  • WB Mason
  • B&H Photo
  • Grainger
  • GoToMeeting
  • Shred-it
  • Newport Tent Company
  • Connection (formerly Gov Connection)
  • Whalley Computer Associates

For further information on the above vendors please contact epro@risd.edu.

Additional Vendor Discounts and Programs:

  • Home Depot: save up to 20% on all qualifying paint and primer purchases. Contact abarr@risd.edu to sign up.
  • Lowes: save up to 7% on all qualifying purchases. Contact abarr@risd.edu to sign up.
  • Amazon Business: benefit from tax exempt status, free prime shipping on eligible items, and a 2 - 5% discount on all qualifying items. Contact kharpin@risd.edu to sign up.

For furniture purchases please contact abarr@risd.edu.

For procurement card inquiries please contact kharpin@risd.edu.

Ordering RISD Stationery

RISD staff and faculty can order business cards and stationery by placing an online order with The Allied Group. Offerings will include business cards, letterhead stationery, envelopes, note cards and mailing labels.

To place an order, please contact Procurement at epro@risd.edu for set up information. Upon receipt of a username and password, visit The Allied Group website and follow the process outlined in this ordering guide. The company will produce and maintain inventories of customizable business card shells and stationery with the pre-printed RISD logo, which will help to keep the costs low and the turnaround time quick. Therefore, an order placed by Wednesday will deliver to campus by the next Friday. The vendor will send a monthly bill to RISD and orders will be charged to the appropriate GL Account Code.

If you would like to order department specific letterhead and envelopes, please email Procurement with your custom information and a vendor quote with delivery lead time will be requested for you.

If you have any questions, please contact Procurement at 401 427-3776 or epro@risd.edu.

Ordering Magnetic RISD Name Badges

RISD staff and faculty can order personalized name badges by placing an online order with NameBadge.com. To place an order follow these steps:

  1. Visit RISD’s templated name badge page on the NameBadge.com website
  2. Click on the RISD template or the "Design yours now click here" button
  3. Click the "+ Add or edit names" button
  4. Type in a first name, last name and department name and then click the "+ Add name" button
  5. If you'd like to order additional badges for other individuals type in another first name, last name and department name and click the "+ Add name" button
  6. When all names have been added, click the "Finished" button
  7. On the next screen click the "I am finished adding names" button (Please note: You will not see the first name, last name and department information that you entered appear on the next screen, in My Shopping Cart.)
  8. Click the "Checkout" button to create a new account/sign in to an existing one and then pay by credit card

If you have any questions, please contact Amy Barr, 401 454-6441.