Engineering Mechanical and Manufacturing Engineering

MME purchasing/ obtaining samples procedure

Mechanical engineer looking at engine

MME purchasing procedure

ALL Lab related purchases: contact your technical staff (list here) or Tamsin Peters: Tamsin.peters@unsw.edu.au

Other purchases: contact mech.admin@unsw.edu.au

Procedure

Send a purchase request email to your Technical Staff (for lab-related purchases) or mech.admin@unsw.edu.au (if not lab-related) with the following details:

  • Relevant safety forms or approvals as attachments (as per point 2 below)
  • Details of your purchase request in the table format (as per point 4 below)
  • A formal quotation if the purchase is not from one of UNSW’s hosted catalogue suppliers (as per point 3 below)
  • Email from cost centre supervisor (if you are not the account holder) approving the purchase from the provided cost centre

Instructions

1. If the purchase is lab-related, discuss with your technical staff first.  

2. Prepare any relevant safety forms and/or approvals:

Substances/chemical:

Lab equipment:

Lab consumables:

  • Supervisor approval if student

3. Select a supplier

 a) Try to buy from UNSW hosted catalogues first – see list below:

 Supplier

 Website

 Merck

https://www.sigmaaldrich.com/AU/en

 Sigma-Aldrich

https://www.sigmaaldrich.com/AU/en

 Thermo Fischer

https://www.thermofisher.com/au/en/home.html

 Life Technology

 

 Interpath Services

 

 Qiagen

 

 GeneSearch

 

 Abcam Australia

 

 Chem-Supply

https://www.chemsupply.com.au/

 Rowe Scientific

https://www.rowe.com.au/rowe/Products.htm

 Bio-Strategy

https://www.bio-strategy.com.au/Brands++Products.html

 Bio-Rad Laboratories

 

 Scientifix

 

 Livingstone International

 

 John Morris

https://www.johnmorrisgroup.com/AU/Home

 RS Components

https://au.rs-online.com/web/

 J.Blackwood & Son

https://www.blackwoods.com.au/

b)  If purchase request is not from a UNSW hosted catalogue, then please obtain a formal quotation from the supplier including the following details: 

  • Company letterhead
  • ABN number if Australian Company (should appear on letterhead)
  • Company Address (should appear on Letterhead)
  • Email address of Company so that we can email the Purchase order to company (should be on letterhead)

Location of Delivery:

Name/ c/o- Technical or Admin Staff name

School of Mechanical and Manufacturing Engineering, UNSW

Room 120, Willis Annexe - building J18 (south end, use ramp)

Via Gate 14 Barker Street,

UNSW, Kensington, Sydney, NSW, 2052 

  • Itemised with relevant costs
  • Freight and shipping charges and details
  • Payment terms i.e. COD or 30 days payment
  • What currency if company is not in Australia
  • Note that Customs clearance costs may apply for any equipment when purchasing from a vendor outside Australia.

Ensure quotation is current

4. Fill out a table with the details of your purchase (copy the table from the link) and include it in your email purchase request. 

5. Send a purchase request email to your Technical Staff (for lab-related purchases) or mech.admin@unsw.edu.au (if not lab-related) with the following detail

  • Relevant safety forms or approvals as attachments (as per point 2 above)
  • Details of your purchase request in the table format above (as per point 4 above)
  • A formal quotation if the purchase is not from one of UNSW’s hosted catalogue suppliers (as per point 3 above)
  • Email from cost centre supervisor (if you are not the account holder) approving the purchase from the provided cost centre

A sample might be a material, substance, device, or equipment of any nature that might has been gifted, donated, or loaned to be used in MME labs by any lab user e.g. Staff, student, visitor, contractor...etc.

MME sample hazard declaration procedures

Are you getting any sample(s)* from outside of UNSW or another UNSW school/facility?

If you are getting a sample from any location, source or supplier and this sample didn’t go through the normal MME purchase process ( not paid for) you must complete this form for any samples brought to our MME laboratories for testing. It is important that laboratory staff are made aware of any potential hazards associated with the handling, preparation and testing of the samples. This form is to be completed before delivering samples to MME laboratories

  1. Please download the MME Sample Hazard Declaration Form, send it to the sample supplier to fill and sign it, you may also add as much details as you can before or after the supplier input.
  2. Obtain the signature of "Person Authorising Testing" (the manager for professional staff, academic supervisor for students and research associate/fellows OR the HoS for all other academics)
  3. You will sign as the person receiving the sample in the "Received By" field
  4. Send it to the relevant Technical Staff  member who is the main contact for labs you want to store and/or do your test in.
  5. Please consider that you might need to provide further safety forms and/or approvals as below

For Substances/chemical:

For Lab equipment: