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Using PEPPM and F.A.Q.
F.A.Q. at bottom of page
In an effort to assure PEPPM bid protection, the
following procedures are recommended. Since PEPPM contract information is
published electronically, you should take certain steps to ensure that you have
the proper information printed at your site for auditing purposes.
Review the PEPPM Official Notice (for
Pennsylvania purchasers only), and print a copy for your records.
Select the appropriate PEPPM
manufacturer/publisher and review the ordering information. You may wish to
print a copy of this information and attach it to the purchase order for
Remember: All orders must be addressed to the
appropriate PEPPM vendor or one of their designated partners and faxed to
(800) 636-3779 unless you are using the Epylon eCommerce system to place the
Review the appropriate pricing for the
manufacturer/publisher. All price lists are stored in Adobe PDF format. The
Adobe Acrobat Reader (PDF viewer) is available, free of charge. See the
download page. This program is required to view the PDF files. After
selecting "Current Price List", the file can be saved from the Adobe Acrobat
Reader for off-line viewing. You may want to contact the awarded vendor or a
designated reseller to request a quote when ordering in volume or the
posting date for the list is two or more weeks old. Be sure to request that
“As per PEPPM” is identified on your quote.
Create a purchase order for the items you
wish to purchase. Type "As Per PEPPM" on your Purchase Order. You may want
to attach a copy of the PEPPM pricing for that product for auditing
purposes. If a quote was given, be sure to attach to the purchase order.
Fax your order to (800) 636-3779.
Frequently Asked Questions:
How do I use PEPPM to order the items I want?
|Offline Ordering using
the PEPPM pages:|
After accessing your state's pages, browse or search either the vendor or
product categories to locate the items you would like to order. Once items
are located, simply follow the ordering instructions provided by the Awarded
Vendor, and create a PO to fax to PEPPM (See items 2-5 above).
Note: In order to guarantee bid protection, purchase orders must be faxed
directly to 1-800-636-3779. Please do not send purchase orders directly to
the vendor. Thank you for your cooperation. Make sure you include the date
and "As Per PEPPM" on your purchase order and all PEPPM quotes.
|Web-Based Ordering using
Go to www.epylon.com and click on the Epylon login link at the top of the page.
If you do not have an Epylon account, please click on the "Buyer Registration"
button, and follow the instructions to create an account.
|Before placing an online order, make sure that your Ship-to Address has been
entered by the individual in your organization that manages your Epylon
information. Click on My Profile_My Ship-to Addresses to view the addresses
available on your account. If it is not listed, you must add it before creating
the PO form. Ship-to Addresses are added under Accounts_Ship-to Addresses.|
|When ready to shop:|
- Login to Epylon at www.epylon.com using your username and password.
- Click on the Contracts tab.
- Choose between a “line item” or “contracts” search.
- Select the PEPPM vendor from the Vendor (Awardee) list.
- Click “Search.”
- Add selected line items to a List.
- [Include this step only if the Awarded Vendor is using resellers] Assign a
reseller to the item by using the checking the box next to the item and clicking
the “Assign Distributor” button.
- To request a volume price break, add items to a Spot Price Check form along
with your desired quantity and a Response Due Date. The vendor will be notified
of your request via email. Once they respond, you’ll be notified and can view
the response on Epylon. (After viewing a winning response, continue with the
instructions that follow.)
- Add selected items to a Purchase Order form.
- Click “Submit” after entering a valid PO number and shipping address.
- The PEPPM contract will automatically be referenced in your PO.
- You will retain a copy of the sent purchase order in your Epylon account. A
Printable Version is also available.
- The order will immediately be viewable by the vendor.
- Your order will be archived for PEPPM bid protection.
For any assistance using Epylon, contact firstname.lastname@example.org or call
How do I process E-rate purchases?
Buyers taking advantage of E-rate discounts must indicate this on the PO, by
using the words "E-rate Purchase Order" whether it is a faxed PO or an
electronic Epylon PO, so vendors can act on it accordingly.
Orders will be processed the
same as any other PEPPM order - the only real difference being the discount the
buyer is entitled to through the E-rate program, and the delayed delivery of the
Make sure you get your E-rate
purchase orders in and file your Form 471 by the deadline.
Why can't I view the price lists (PDF files)?
The online PDF files require Adobe Acrobat Reader 6.0 or greater in order to be
viewed. See the download page. If you
already have Adobe Acrobat Reader 6.0 or Adobe Acrobat 6.0 on your computer and
the PDF files are not viewable, consult the setup
What does PEPPM do with your Purchase Order?
|We check the pricing to
ensure that it is the most up to date and lowest pricing available.|
|We immediately send the
purchase order to the named vendor or reseller. Our promised turnaround time
is 24 hours, and so far we have been averaging 1-2 hours.|
|We maintain a database
of all purchase orders that go through our system, so that we can assist you
in the case that you are audited.|
Why do you need bid protection on smaller purchases?
If you purchase less than the required bid amount for a given product in one
month, and later you need to purchase more, you will be in jeopardy of not
having bid protection unless you purchase from the awarded PEPPM vendors using
Is spot pricing part of the PEPPM bid?
Yes. If you are purchasing a large volume of product, contact the vendor to
request a reduced price quote. Make sure the quote states: "As per PEPPM volume
discount". Fax both the quote and the Purchase Order to PEPPM at 800-636-3779.
If you send your purchase order and quote via the PEPPM fax process, you are bid
protected – as long as the price on your purchase order is less than that day’s
posted price for the product. We will maintain a record of these purchases as
Are shipping costs included in the PEPPM price?
PEPPM posted prices are the total prices you will pay for items purchased, on
orders over $500. Purchase orders under $500 are subject to freight charges, if
your vendor decides to add that cost.