Purchasing Basics

Strategic Vendors

Strategic vendors can be broken down into two categories: prime vendors and preferred vendors. Prime vendors have sole source contracts with the University for their commodities. These provide deep discounts to the University in exchange for the exclusive arrangement with the University. If a prime vendor does not carry an item or its items do not meet your specifications, then other vendors may be utilized. Preferred vendors do not have exclusive arrangements for their commodities, but based on the pricing and terms and conditions, colleges and departments are strongly encouraged to use these vendors. Preferred vendors include moving services and software and peripherals. Please see the commodity-vendor purchasing matrix for a list of strategic vendors.

Proper Use of the Procard

With the implementation of buyND (HigherMarkets e-Procurement system), there have been many inquiries regarding the proper use of the Procurement Card (Procard). The Procard provides the University with the ability to process low dollar orders (less than $1,500) efficiently and effectively, and therefore will continue to be encouraged as a purchasing alternative. The following are some guidelines on the proper use of Procards.

Procards should not be used to circumvent the University's strategic vendor relationships. Procards may be used for purchases from non-strategic vendors only if a strategic vendor cannot provide the product. Please see the commodity-vendor purchasing matrix for a list of strategic vendors.
Employees enabled to use buyND should utilize on-line catalogs for purchasing needs rather than vendor's websites.
Procards should only be used to purchases services if the services are being performed outside of University property, or if performed on University property, the vendor has a contract and/or current insurance certificate.

Bidding Policies

University policy states that three written quotations must be obtained or sole source justification provided for all purchases greater than $5,000. To make this process more efficient, Procrement Services has made several forms available for departments to utilize. These include:

Request for Bid Form - This provides a template for sending bids to suppliers. Colleges/departments can fill in their contact and purchase information and submit it to three suppliers.
Vendor Selection Form - This form is used to summarize the bidsreceived for a purchase or to provde an explanation if bidding was not performed.

Procurement Services can assist you in obtaining these bids, or if the purchase is complex, work with you to develop a Request for Proposal. Please consult the commodity-vendor purchasing matrix for the Procurement Services personnel responsible for your purchase.