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Campus Contracts

Image of an order packing slip and invoice

Smith College has a membership in the Massachusetts Higher Education Consortium (MHEC), which allows you access to more than one hundred contracts that can save you valuable time and money. To look up contract information and vendors that are part of the MHEC, you will need to create a log in. Go to the MHEC website and click on the “Member Log-in” button. Select “Create New Account.” Once you have created your account and logged in, go to the search tab to explore the database, using the drop-down arrow next to vendors and other drop-down menus to refine your search.


Contract Guidelines

When buying appliances, please ensure that the appliances are Energy Star rated.

Please call local bus companies to obtain quotes and details.

See the Five College Risk Management webpage regarding chartering a bus.

Copy and Print Services is our primary supplier for letterhead, envelopes, business cards, and copying needs. See Smith College’s printer and copier paper purchasing policy.

Connecticut Business Systems (CBS) is the Smith College primary vendor for copiers/MFDs.

For color copier/MFD departments, please make sure your printing defaults are set to black and white when printing. If your default is set to color, your department will get charged for color even if the document is only black and white.

For Service & Supply Requests

For service, call the CBS Xerox customer care department at 1-800-648-4236.

To order supplies, call 1-800-842-0009. Toner is free and included in your maintenance charge. There is a cost for staples; they should be ordered using your procurement card.

Visit the CBS Xerox website. Click on the “service call” tab on the top of the screen and fill in the required fields. For supplies click on the “supply” tab. If you need assistance, call the CBS helpdesk at 1-800-842-0009 x1108, or use the customer support page.

Recycling

You can recycle empty toner bottles, used smart kits, drum and fuser cartridges and waste toner containers. Please go to the Xerox Green World Alliance page for instructions.

When buying items from Costco for Smith College related purchases, please submit a Requisition Form to the Purchasing department.

Upon receipt of the completed and signed requisition, Purchasing will issue a purchase order (PO). You can then pick up the PO and Costco membership card to take to Costco. When you return from Costco, you will be required to bring the Costco membership card back to Purchasing.

After you bring the membership card back to Purchasing, you are responsible for sending the receipt to accounts payable in College Hall for payment. Please remember to reference the PO number on the receipt.

InfoShred LLC provides document shredding for Smith. Please call Facilities Management at 413-585-2400.

Please see below for Smith College furniture vendors contact information.

All Furniture Seating Must Meet CAL 133 (fire code requirements).

  • Orders over $10,000 require three quotes. Please contact the Purchasing Office for bid assistance.
  • For furniture purchases over $5,000, please submit a Requisition in Workday to obtain a Purchase Order (PO), or use your procurement card for approved orders under $5,000.
  • Please see the MHEC Furniture Contract

We order seating from Standard Chair of Gardner Inc.

Furniture Reuse

Furniture items are no longer being stored at Fort Hill. Other spaces are being considered and the campus will be notified when an alternate storage space is determined. For furniture that is in disrepair or bad shape, please submit a work order to Facilities Management for removal and disposal. For furniture that is in excellent condition and can be reused, please contact Purchasing to possibly match the furniture with a needy department.

Smith College contracts with several area hotels.

Fairfield Inn & Suites

The Hotel Northampton
Smith group bookings and individual reservations are available at a discount through the Hotel Northampton.

The Ellery

Please order products through the Workday Grainger Punchout process.

For procurement card purchases, please visit Grainger to register and obtain the Smith College discount. The Smith College account number is 810662916. For a quote on a Grainger item, please contact our Account Manager, Shannon Todd, at 413-519-0366.

W.B. Mason is Smith’s primary office supplier. Please contact David Hayes, our WB Mason sales representative, for any inquiries.

Please order office supplies using the Workday W.B. Mason Punchout process.

Smith College uses paper containing 30% post-consumer recycled content. All offices are asked to adhere to this policy, buying the paper from WB Mason.

See Smith College’s printer and copier paper purchasing policy.

Smith College has three different contracts for services on our print devices with Connecticut Business Systems (CBS).

Please see below for toner instructions:

1.  Xerox MFD Contract - Toner is included in the contract. No department should be providing payment information for any Xerox toner.
Toner will auto-ship at 20% remaining on the cartridge.
 
2. HP Laserjet Networked Managed Print Services Contract (MPS) - Toner is included in the contract. It covers all ITS deployed HP network printers. No department should be providing payment information for any HP Laserjet NETWORKED printers.
 
3. Non-Networked HP Laserjet printers (aka direct connect or personal printers) - This included printers that are not on our network and are not eligible to be on the network but have been purchased with Smith College funds.  They are still on a service contract with CBS, however, individual departments are responsible for purchasing the toners directly from CBS to qualify for free service calls (including parts and labor).