Due to chances of inclement weather over the next few months, packages may be subject to arriving later than expected.
Ordering
Consistent with UW-3043, all non-exempt radioactive material should be ordered by the Office of Radiation Safety through, and delivered to, the Central Ordering Receiving and Distribution (CORD) office. There are special circumstances when material may be ordered or delivered outside of this process, but that requires special arrangements ahead of time. To order radionuclides you must be assigned an authorized RAM user by your respective PI. Requisitions are collected between 12:00-12:30 PM. Order submissions made after 2 pm are subject to being placed the following business day.
Delivery
With the exception of special events and holidays, CORD is staffed Monday through Friday during regular business hours. Radioactive material deliveries are delivered to the CORD lab for check in consistent with DOT regulations and addition to the EHSA inventory. Every effort is made to deliver material to labs within a few hours of receipt. All deliveries of licensed radioactive material require a signature from a trained radiation worker that is knowledgeable about the storage requirements of the specific material. There are no weekend deliveries. We cannot guarantee shipping times and are often at the mercy of our shipping partners
Inventory and Requisition Numbers
The Requisition number is often similar to the vial’s inventory number. The requisition number is created at the time you request an order be placed. The inventory number is created once the order has been received and receipted by CORD. Please be aware of which number you are using.
Vendors
CORD will place orders to the vendor of your choice that are contracted (some listed below). However, if there is a product that is not from a contracted vendor and exceeds $5k, it is the labs responsibility to obtain quotes from additional suppliers and fill out a simplified bid form. We ask the labs take part in the shopping process to ensure accuracy in procurement while CORD does the license verification and ordering.
New Vendors
Setting up a new vendor can take weeks to gather all the necessary paperwork and information regarding purchases from labs. If you would like to place multiple orders on a regular basis with a vendor not listed, please allow 1 month for CORD and purchasing to work together to get it set up.
Bidding
If you are to make a one-time purchase that is not from a contracted vendor that exceeds $5k, bidding must take place. This means obtaining three quotes from different vendors and filling out the simplified bid form. It is the lab’s responsibility to obtain these quotes in order to do the shopping while CORD does the license verification and ordering.
More on the bidding process can be read here.
With that, a non-competitive purchasing request form may need to be filled out in place of a bid. More information can be found here.
CONTACT
Sydney Larrabee | CORD
sydney.larrabee@wisc.edu
CORD can be contacted during regular business hours at 608-957-5876.
State of WI RAM License Number: 25-1323-01
CORD Address
30 East Campus Mall
CORD – Room 147
Madison, WI 53715
Cost Center
Customer Number Request/Update Form
Resources
EHSA Ordering Authorization Form
Import and Export of Radionuclides
Importation/Exportation adds a whole new dimension to the regulatory aspects of procuring or shipping radionucleotides. As soon as you know that importation or exportation will be required, see the UW Policy on Importation and Exportation.
Begin the process in advance to avoid costly delays.
IMPORTS
Requisition
Contact both CORD and Purchasing Services, since CORD will generate the PO. Provide the following information:
- UW Customs Broker you will use, (currently The Scarborough Group, International)
- Contact name at the University (your name)
- Contact phone number (your phone number)
- Department(s) & ship to information if different, for example, imported radioactive materials will ship to:
ATTN: CORD
University of Wisconsin – Madison
30 East Campus Mall – SW Dock, Room 147
Madison, WI 53715
(608)262-3600
Vendor must furnish a set of DUTY FREE APPLICATION FORMS with the vendor portion completed if applicable to this purchase. (Duty Free Entry for Scientific Equipment). This may apply when the material purchased is not available in the USA.
If insurance is not provided in freight charges, your department will contact Risk Management for UW–Madison insurance coverage (608) 262-0375
- This applies to all dollar levels
- provide necessary information to Risk Management
- product, e.g. Lu-177
- replacement dollar value
- purchase order number
After PO is Issued
You must contact the UW customs broker when:
- The department receives notification of arrival of shipment and customs broker is not identified on paperwork, shipment needs special attention, shelf life of product is short, shipment under quarantine, special delivery requirements, or if new information is required (duty status, transportation, etc.).
- A shipment needs special attention. Our customs broker can expedite with advance notice from the University.
- A shipment needs to be located. The customs broker will need the Master Airway Bill Number (MAWB) and House Air Bill Number (HAWB) for an air shipment. For an ocean shipment they will need the Master Ocean Bill Number (MOBL), the House Bill Number (HOBL), and the name of the vendor’s Freight Forwarder.
- New information is received regarding the importability or duty status on commodities being imported.
Special Conditions
- Federal funds are used: Transportation across the ocean must be via a United States Flag carrier.
- Duty free status is requested: If a commodity or its equivalent is not manufactured in the United States, a duty-free status may be applied for from the United States Commerce Department provided by the vendor. The application form should be obtained prior to processing the order, if possible. The customs broker must be notified that a duty-free status application is in process; a copy of the front page and docket number will be required. The U.S. Commerce Department will assign a docket number that will hold the transaction open until a decision is reached on the application. This will not hold up delivery of the shipment but merely delays duty payment until the decision is reached. If the department fails to notify the customs broker of its duty-free application, they will pay the duty fees automatically and close the transaction. This voids the application.
- Port of entry – Chicago: Generally, shipments will clear customs in the ports routed to as defined on the Bill of Lading. If the customs broker determines that Milwaukee is preferred port of entry, they will notify Purchasing Services or the department. When UW–Madison pays the freight (FOB Shipping Point), it is best to compare costs and transit times before deciding how to route a shipment. Our customs broker will assist in this area.
Procedures
Departments should contact our customs broker before the shipment is made to determine what paperwork is required.
The following are REQUIRED for all import shipments
- A University of Wisconsin Purchase Order
- A vendor supplied Commercial Invoice
- A vendor supplied Packing List or Manifest
The department person who calls the customs broker should identify the type of service required. Our customs broker will assist the department in the following types of service:
- Answering questions related to import commodity licensing requirements, duty status or other import/export subjects.
- Foreign to United States- Obtaining clearances, checking for potential problems, and providing incoming routing information and rates.
- United States to Foreign – Obtaining competitive rates, routing information, and providing all necessary export services.
- Foreign to Foreign – Providing the department with foreign contacts who can assist in the process.
- Providing information on any restrictions or special conditions that apply to the purchase and/or shipment of the commodity.
The following information must be provided to our customs broker on all shipments:
-
- Complete name and address of person initiating shipment.
- Department name and complete telephone number.
- Origin and destination points of shipment.
- The CORD address above is the destination address.
- Detailed description of shipment, its origin and in layman’s terms, what it is used for.
- e.g. Lu-177 chloride, a radioactive element, will be used to create experimental cancer treatments/more sensitive tracers for PET imaging/etc.
Our customs broker will charge for their services
-
- in addition to their fees there are additional pass through fees and charges that will appear on your final invoice.
- These charges vary widely and departments should request a quote and ask what additional fees or charges might apply that are not on the quote.
- Please be aware that expedited services not originally requested can be very expensive.
- If a blanket order is not in place, a purchase order should be issued for the services reflecting the customs broker’s quote.
- Note: When hand-carrying items valued at > $2500, you must contact our customs broker with the above information (commercial invoice is recommended) one day before leaving the country.
Exportation of Radionuclides
Exportation of radionuclides is a complex process. The first step is determining whether or not the material you wish to export can be exported to the country/individual you wish to export to.
If you wish to export anything from UW Madison, you must consult with the UW Export Control Office.
You must use a customs broker if the value of the export is $2500 or more, if sending to certain countries, or when an export license is required. See UW Policy 3059 for more information, You will find contact information for our customs brokers.
The individual who is responsible for the export is the one who is legally responsible for ensuring that all pertinent laws are followed.
- Export regulations change frequently, so it is a false economy to try to go it alone.
- Criminal penalties can include fines up to $1 million USD and 20 years in prison.
- Civil penalties can exceed $1 million.
- You can also cause UW Madison to lose export privileges.
CONTRACTED VENDORS
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Amstat Industries
Amstat Industries is a provider of solutions for static issues especially in laboratories. These static eliminator devices often contain radioactive material with a short half-life requiring regular replacement. One popular device is the Staticmaster.
American Radiolabeled Chemicals
American Radiolabeled Chemicals (ARC) is a supplier of chemicals labeled with radioactive material including off the shelf items and custom synthesis. Their catalog contains over 4,000 items.
Beckman Coulter
Beckman Coulter is a supplier of products used in clinical diagnostics and clinical laboratories.
BWXT Medical
BWXT Medical is headquartered in Ottawa, Canada. The most common isotope ordered from them is In-111, with fresh lots manufactured every Tuesday. In order to receive a fresh lot, but must be over the activity of 20 mCi. To guarantee same day shipment, orders must be placed with the vendor before noon central time.
Eckert and Ziegler
Eckert and Ziegler
Eckert and Ziegler is a worldwide supplier of radioactive material for medical, scientific, and industrial uses. Their scope of supply includes both sealed and unsealed radioactive material.
International Isotopes Inc
International Isotopes Inc (now Radnostix) sells radiopharmaceuticals like FDA-approved Sodium Iodide I-131 for thyroid conditions, calibration standards for nuclear medicine (SPECT/PET), Cobalt-60 sealed sources for medical/industrial uses.
Moravek
Moravek is a well-known provider of C-14 and H-3 radiolabeled compounds that can be done at three different quality levels. They also specialize in GMP C-14 active pharmaceutical ingredients (APIs) that are compliant with the FDA.
MP Biomedicals
MP Biomedicals is a provider of reagents and instruments for life science research, diagnostics, and pharmaceuticals.
Perkin Elmer / Revvity
Their most popular product is P-32. Perkin Elmer produces a fresh lot of P-32 each Thursday. Most P-32 products from Perkin Elmer are delivered overnight.
Phoenix Pharmaceuticals
Phoenix Pharmaceuticals is a supplier that has peptides, both unlabeled and labeled, and assay kits.
SHINE Fusion
TERTHERA
University of Wisconsin - Cyclotron
The Cyclotron Research Group in the Department of Medical Physics makes radionuclides for medical diagnosis, disease treatment, and fundamental scientific inquiry. They provide radionuclides to colleagues on and off campus. For the last decade, they have distributed radionuclides nationally.
University of Wisconsin - Nuclear Reactor
University of Wisconsin – Nuclear Reactor
Using neutrons to activate samples, various radioactive isotopes can be produced. For more information about what isotopes can be produced or to request isotope production, email the Reactor Lab at reactor@engr.wisc.edu
3D Imaging LLC
OTHER VENDORS
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Gartzke Products
Gartzke Products is a small local supplier that provides a full line of nuclear medicine accessories and radioactive calibration sources.
National Isotope Development Center
The National Isotope Development Center (NIDC) has a large catalog of radionuclides available for production. However, it should be noted that availability and prices vary, and certain productions are not feasible at certain times.
Sirona Complete Care
Radioactive sources.
Sanders Medical
Positron Emission Tomography (PET) and Nuclear Medicine calibration sources.