Building Procurement Knowledge: How to do business with the University – a look at Purchasing Policy & Guidelines

Get to Know Purchasing Visit our Website Purchasing contract manager contact information Goods/Services product categories RFx (Proposal, Quote, Information) and Notices for construction projects Directions to our offices (for drop off of RFx’s) Supplier registration link

Your first step Register online –Certifications –Group Purchasing Organization Affiliations –Goods/Services your company provides View the goods/services of each contract manager Contact the contract manager to set up an introductory meeting Bring marketing materials (brochures, catalogs) to meeting Ask questions to get clarification on University processes

Understand University Competitive Bid Policies The Purchasing Department administers procurement in accordance with State law and University policy. For Goods & Services: $25,000 annually for goods (physical, tangible, receivable items) $50,000 annually for services ** we also may elect to conduct bidding events for values below these thresholds

Request for Proposal (RFP) Process What to do: READ the RFP document and any related attachments in their entirety Understand the Calendar of Events – pay particular attention to the DUE DATE and DELIVERY LOCATION – plan the submittal of your documents in a timely fashion Take advantage of the Question and Answer period to clarify any parts of the RFP requests Carefully go through the Instructions for Proposal Submission (this is where we see the most cause for disqualification)

What to do continued : Comply with providing all requested documents and SIGN all documents where indicated Answer all questions Provide responses that are clear and concise, elaborate when necessary Understand the University’s standard terms and conditions as supplied in the RFP Be ready upon award to get started!

What to avoid : Don’t miss the RFP submittal deadline know the location of the purchasing office Plan to deliver your RFP well in advance of due time. Don’t assume we’ll fill in the blanks Provide us with all the needed, required documentation Fill out all responses even if you have bid on goods or services prior Don’t assume it is all about Price While the current financial times emphasize cost reductions – do not discount value added activities that also assist the University in realizing efficiencies. “Best overall value to the institution”

Beyond the RFP Be responsive and responsible Be flexible and adaptable to changing environments Provide strong Customer Service and timely problem resolution Meet with your Contract Manager at designated times of the year for business review meetings to discuss successes and areas for improvement Together – we build strong relationships!