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

Building Procurement
Knowledge:
How to do business
with the University – a look at
Purchasing Policy & Guidelines
Get to Know Purchasing
Visit our Website www.utoledo.edu/depts/purchasing
• 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
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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
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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!