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May 2026 | Volume 11, Issue 2
Did You Know?
A newsletter curated by the Office of Strategic Procurement and Contracts
The Office of Strategic Procurement and Contracts (SPC) is excited to welcome May and the arrival of warmer summer weather! As we collectively look forward to celebrating a strong finish to the academic year with a busy Commencement season, our team remains available and committed to supporting your procurement needs.
Given the high volume of year-end requests, we encourage you to submit your requests for support as early as possible to ensure your projects remain on schedule.
In this month's issue, we are excited to share a couple of recently introduced enhancements to the BCM contract process and some upcoming opportunities for your consideration.
This month’s highlights include:
Registration is Open: Secure your spot for the 2026 Small Business Supplier Summit.
Technology Update: Now live with BCM RPA and AI.
SupplyRI: Updates on our community partnerships.
Supplier Highlight: Featuring Neta.
We have also included some helpful tips to guide you through Requisitions and BCM requests to keep everything running on track. Thank you for your continued partnership as we work together to support the small businesses in our community.
Brown University Small Business Supplier Summit
The Brown University Small Business Supplier Summit, in its second year, provides an opportunity for small businesses to build relationships, share capabilities and engage with representatives from Brown’s campus community, as well as other institutions and local organizations.
The event will include keynote speakers, a panel discussion and a reverse supplier showcase where key decision makers from Brown, other area institutions, agencies and businesses will be available to meet with the suppliers in attendance.
Brown University faculty and staff members, as well as local small business suppliers, are invited to register via this form.
For additional information, please visit the 2026 Supplier Summit webpage. You can also stay up to date with the latest event news by following our new LinkedIn page; feel free to connect with us there!
BCM RPA & AI Enhancements
On April 30th, SPC launched multiple enhancements to the Brown Contract Management (BCM) system. These enhancements will provide a number of meaningful improvements to our campus users:
* Quicker Feedback: Leveraging Robotic Process Automation (RPA) and AI, all requests will be screened for completeness and accuracy after completing department approval (if applicable). Requestors will be notified in minutes - rather than days - of any issues, allowing for quicker corrections.
* Improved Accuracy: Cleaner contract requests entering workflows will reduce time spent correcting or rejecting requests and enable quicker workflow approvals.
* Streamlined Processing: More accurate contract requests will now allow the RPA to automate request approvals, complete required data entry tasks and even draft the initial agreement (if using a Brown template).
Additionally, we are introducing an enhancement to the request form advising requestors 1) when a Data Security Review (DSR) is required and 2) prompting them to complete the required Information Security Group questionnaire. Including this information in the original submission will expedite the DSR process and overall contract processing timeline. We appreciate the collaboration and support from our friends in OIT in making this change.
As a whole, these changes will improve our contract processing efficiency and effectiveness. These enhancements launched on April 30th and are being phased in over the first weeks of May. If you have any questions about these enhancements or what you are seeing in BCM, please submit a ticket using Deskpro.
SupplyRI
Representatives from Strategic Procurement and Contracts and the Office of Community Engagement partnered to support the development and implementation of the first-ever SupplyRI Showcase.
From left to right: Eli DeFreitas, Contract and Procurement Manager; Dawn Griffin, Assistant Director, Strategic Sourcing & Category Manager; Robert Currey, Assistant Vice President, Chief Procurement Officer; Wendy Wallace, Director of Civic Engagement; Trish Mulcahey, Director, Strategic Sourcing & Contracts; Kristina Michael, Senior Strategic Sourcing Manager; and Matthew Osenkowski, Strategic Sourcing Manager.
The event highlighted small, local businesses recommended by members of the SupplyRI Network, alongside Brown and fellow anchor institutions committed to strengthening Rhode Island’s local economy. We look forward to continued collaboration between our offices as we build on this momentum at the upcoming Small Business Supplier Summit.
Small Business Highlight: Neta Scientific
We are proud to highlight Neta Scientific, Inc., a small, diverse business that participated in Brown’s inaugural 2025 Small Business Supplier Summit last June.
From left to right: Eli DeFreitas, Contract and Procurement Manager; Adam Iskandar, sales representative; and Matthew Osenkowski, Strategic Sourcing Manager.
For more than 25 years, Neta Scientific, Inc. has served as a trusted distributor of laboratory supplies, equipment, and safety products in the life sciences space. Through strategic partnerships with industry leaders, Neta provides access to a comprehensive portfolio of globally recognized brands that support research and development efforts.
Neta also offers its LEAPS Division, which has, for over a decade, helped organizations reduce costs, streamline procurement processes, and strengthen sourcing efforts. This includes support for capital equipment, both preferred and non preferred, and spot buys. If a lab is looking to purchase an instrument from a non-strategic supplier of the University, from a supplier unwilling to accept Brown’s standard terms and conditions of purchase, or unwilling to offer competitive pricing, they are encouraged to connect with Neta’s LEAPS team, who can assist in the process.
Neta Scientific falls under the Sourcewell GPO Agreement #020723-NTA, which satisfies Brown’s competitive bid requirements for applicable requisitions. Neta Scientific is available in Workday under Supplier ID SPL-0087262.
To learn more about Neta Scientific and their offerings, please visit Neta Scientific’s website or contact Adam Iskandar, Brown University’s dedicated sales representative, at 609-933-8495 or by email at adam.iskandar@netascientific.com.
Catering Guidelines: Prioritizing Brown Dining Services
Please remember that Brown Dining Services (BDS) is to be given the first opportunity to provide catering services to the campus community. While the America To Go (ATG) punchout in BrownBuys contains BDS-approved external caterers for campus use, these ATG-accessed caterers should only be used when a department’s needs cannot be met by BDS.
Non-ATG external catering providers are NOT approved for campus use and departments should not be entering into direct contracts with caterers. If a unique need arises, departments should be reaching out to BDS for guidance.
SPC Support via Deskpro
To better serve you and ensure that all questions are handled efficiently, our Procurement Operations team is now using the Deskpro ticketing system for all requests related to the following:
BrownBuys- orders or system issues
America To Go- orders or system issues
Requisitions- issues or questions
Purchase Orders- issues or questions
Procurement Data Request(s)
This change allows us to provide a more streamlined and responsive help desk experience. By centralizing our support in Deskpro, we can accurately track common issues, continuously improve our training, and quickly identify and resolve any system-wide problems.
Thank you for helping us make this transition for better support
Managing Requisitions: Best Practices for Cancellation
To maintain financial accuracy and keep our procurement workflow running smoothly, please adhere to these best practices when managing your requisitions:
Post-Issue Restrictions: Do not cancel or close a requisition once the official Purchase Order (PO) has been generated;
Draft Cancellations: You may only cancel non-catalog requisitions while they are still in the draft stage (prior to submission).
System Exclusions: Please note that draft cancellation is not available for requisitions created through BrownBuys or America To Go (ATG).
Following these protocols helps prevent system errors and ensures our records remain precise.
BrownBuys and ATG Reminders
No change orders can be created for catalog (Brownbuys & ATG) purchases
To cancel an issued purchase order or a line on the purchase order, first contact the supplier's support center. Then, close the purchase order in Workday.
Requisition approvals are required for all Dell and America (ATG) to Go purchases, regardless of amount.
For catalog orders exceeding $3,000, a receipt is required before payment can be made.
If there is a need to change a worktag, use a journal entry to correct the expense. Please reach out to accounting@brown.edu for questions on processing journal entry corrections.
For America to Go:
No change orders can be created for ATG orders. Order modifications cannot be processed by changing the order in the ATG punchout. For any additions or changes, including adjustments to delivery date or order details, a new PO must be issued and the original PO must be canceled. End-users must also contact ATG to ensure the updates are passed along to the caterer.
To cancel a purchase order, contact ATG’s customer support helpline at 866.284.8646 or customerservice@americatogo.com . ATG is available 24/7. Once confirmed, close the purchase order in Workday.
Standard and Expedited Processing
The Procurement department typically processes and issues purchase orders within 24 to 72 hours of approval. To maintain this efficiency for all departments, same-day "Rush" requests are restricted to requisitions that are entirely error-free and fully approved. In these specific instances, you may alert the team via Deskpro to confirm the filing is ready for immediate, final action.
IT Procurement Refresher
Planning to purchase IT hardware for your department? Following Brown’s preferred procurement paths helps ensure strategic pricing, on-campus support, and compatibility.
Computers and Printers
Before purchasing, administrative staff in academic departments should first consult with their Information Technology Support Consultant (ITSC) or Departmental Computing Coordinator (DCC).
Apple computers can be ordered through the Brown Bookstore Technology Center or OIT Hardware Services.
Dell computers are Brown’s preferred PC option for strategic pricing and full campus support. Your ITSC or DCC can create an eQuote for purchase through OIT Hardware Services.
Printers should also be reviewed with your ITSC or DCC, who will work with OIT Hardware Services to recommend approved HP models and obtain pricing.
Resource: For a full list of supported models, additional resources, and contact information, visit the OIT Help Center.
Amazon Purchases
While Brown utilizes strategic suppliers for most IT purchases, we understand there may be unique circumstances where Amazon is needed. Before placing an Amazon order, you must first confirm the item is not available through BrownBuys or a strategic supplier and that you have consulted with your Departmental DCC or ITSC and received approval to purchase through Amazon.
Step-by-Step: Recording Your Approval
Once you have confirmed non-availability via Strategic Suppliers/Brown Buys and received the necessary approval from your IT point of contact, follow these steps within the Amazon Secure Checkout screen:
Locate the ‘Comments for Approver’ field at the bottom of the page (see screenshot below).
Provide the following information:
A statement confirming you received Departmental DCC or ITSC approval.
The date the approval was received.
The name of your specific DCC or ITSC point of contact.
Submit your order.
Please Note: Providing this information helps the SPC team review requests more efficiently, verify compliance, and assist in identifying better pricing or supported alternatives when available. This step does not guarantee approval, but missing information will delay processing.
Do not sign any agreements without BCM review
Any agreements for the purchase of goods/services that include terms and conditions or hyperlinks to terms and conditions must be reviewed by the SPC contract team through BCM. The contract review process is essential to ensure compliance and protect Brown’s interests. Signature authority at Brown University is dictated by the Contract Signature Authority Policy Schedule.
If my request is for a renewal or amendment for a contract that is not already in BCM, what request type should I use?
If your contract is not already in BCM, you will have to submit a New Contract request to have the existing contract entered into BCM. Please note in the summary section that this is an existing contract being entered for amendment or renewal purposes. A BCM record will be created by the Contract Manager for the existing contract. Once you get confirmation that the record has been created, you can proceed with your amendment or renewal request using the Amendment or Renewal Intake Form.
Understanding the Contract Lifecycle
A Contract Request is essentially an initial inquiry to SPC: "Does this need a formal review?" When your request status changes to "Complete," it simply means our answer is "Yes." This confirms that a contract is necessary and we are now moving into the actual review, negotiation, and signature phase.
How to Track Your Contract’s Status
Once the request is complete, the "work" begins. To see exactly where your agreement stands:
Locate the Contract Number (ex. SPC-PSA-01234): Check your dashboard for the specific contract record (separate from your request number), or locate the contract number linked on the request form.
Monitor the Dashboard: Use that contract number to track if the document is with SPC for review, with the supplier for edits, or out for signature.
By following the BCM contract record, you’ll always have the most accurate view of your contract's progress!
Services prior to an agreement being executed
As a reminder, please refrain from having services begin prior to the contract being executed. This puts both parties at a disadvantage - leaving the arrangement ambiguous can lead to misunderstandings about what is expected from both parties and can cause issues with IP ownership, insurance coverage, and dispute resolution. At Brown, contracts are required to be in writing and a written contract serves as concrete evidence of the agreed-upon terms, making it easier to enforce Brown’s rights and obligations.
Think Strategic Before You Buy
Before purchasing from a non-strategic supplier, please check with Brown’s strategic suppliers first.
While a competitor may appear cheaper, hidden costs like shipping, delivery fees, and service charges can quickly add up. Our strategic suppliers offer negotiated discounts, free shipping in many cases, and stronger long term value for the University.
Many are also willing to match or beat competitor pricing when given the opportunity. We have seen examples of strategic suppliers such as Club Colors, VWR, Neta Scientific, and Fisher Scientific doing this recently for members of the Brown community.
As SPC reviews requisitions, orders that could be fulfilled through an existing strategic supplier may be returned for review. Even if an item falls outside contract scope, our strategic suppliers have often been willing to add those items for convenience and contract coverage.
A current list of our strategic suppliers can be found on the SPC webpage or by running the “Find Strategic Suppliers” report in Workday.
Find a Strategic Supplier
Approved, centrally managed suppliers for which there is a negotiated, university-wide contract are referred to as Strategic Suppliers.
Please note the following resources, where you can find helpful information and answers to many questions:
SPC's updated website, which we believe is easier to navigate and find information quickly
SPC's Monthly Newsletter for updates and helpful tips (sign up through our website or by sending an email request to Procurement@brown.edu)
For all other future inquiries, please feel free to send an email to Procurement@brown.edu.
For general Brown Procurement inquiries, including order processing or BrownBuys, please submit a request for assistance
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