Doing Business with Us

Introduction
Staff
Supplier Guidelines
Supplier Registration
Procurement's Role
Procurement Methods
Insurance Requirements
Missouri Preference
M/WBE Participation
Equal Opportunity
Payment Terms
Gifts and Gratuities

 


Introduction

This Supplier Guide is intended to be an informational publication to assist all suppliers interested in doing business with the University of Missouri. These guidelines are designed to familiarize you with the purchasing policies and procedures. The University values its relationships with the supplier community and believes the information provided will enhance the link between the two.

Business Hours
8:00 a.m. - 12:00 noon
1:00 p.m. - 5:00 p.m.

Note: The information presented in this Supplier Information Guide has been prepared for summary purposes only. It does not supersede the laws, regulations or procedures governing procurement by the University of Missouri.

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Supplier Guidelines

  • Please call ahead for appointments
  • Do NOT accept any order from a University department without an appropriate Purchase Order Number or Purchasing Card
  • Conduct your business openly and honestly
  • Keep Procurement Services aware of any market conditions that may affect University business
  • Provide quality customer service to all University departments

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Procurement's Role
Procurement Services is responsible for the organization and administration of consistent, fair and effective purchasing activities for all University departments. Our goal is to meet the end-users' needs while obtaining the maximum value for every dollar spent. And in doing so, we are bound to comply with the policies set by the Board of Curators and University Administration.

To achieve this goal, Procurement Services has the authority and responsibility for the following:

  • Identifying qualified suppliers
  • Developing and maintaining good supplier relationships
  • Ensuring supplier performance
  • Acquire goods and services for all departments for the Univeristy on and economical, prompt and reasonable manner
  • Help facilitate departments preparation of specifications and analysis of bids and proposals
  • Award contracts

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Procurement Methods
Competitive Proposals
Most acquisitions are better suited to the Request for Proposal (RFP) competitive proposal process, as opposed to regular bidding. An RFP outlines the University's needs for a particular good or service, and the specific criteria to be used in evaluating the responses to determine best value. With this method, suppliers are provided an opportunity to propose a tangible means/process to meet the specified needs. The University will evaluate the responses received to determine the offer providing best value.

We invite suppliers to view a listing of our open proposals at: http://www.umsystem.edu/ums/fa/procurement/bids/

All necessary proposal documents are listed on the web page in .PDF format and are available for printing as necessary.

Competitive Bids
For most purchases of $10,000 or more, competitive bids are required. If a bid is not used for contracts in excess of $10,000 then a justification has to be created documenting the reasons that it is not practical to do a competitive process.

Procurement Services will always try to obtain at least 3 bids for every solicitation. There are no guarantees that a supplier who has registered with the University will receive notification of posted bids. It is incumbent on interested suppliers to regularly check bid listings at http://www.umsystem.edu/ums/fa/procurement/bids/ to assure that they have an opportunity to respond to those bids they feel they can compete for. Again, it is the supplier's responsibility to identify opportunities for bidding.

All necessary bid documents are listed on the web page in .PDF format and are available for printing as necessary.

Purchase Orders
University purchase orders may be issued as a result of a proposal or bid, or on a direct order basis if the transaction is not required to be competitively bid.

Each purchase order (PO) provides a link to the University's standard terms and conditions governing the transaction, as well as the requirements of the specific transaction. The respective PO number must be included on all packages, shipping documents, invoices, and correspondence pertaining to the order.

To view the purchase order Terms and Conditions go to: http://uminfopoint.umsystem.edu/media/fa/management/procurement/PO-terms.pdf

Purchasing Card
The University utilizes MasterCard purchasing cards, issued by JPMorgan. This program is designed to provide an efficient means of making small, routine purchases and payments. Some restrictions, such as dollar limits and commodity/service exclusions, have been built into the cards, and will cause these types of purchases to be denied at the point of sale.

An original receipt must be provided by the vendor for each card transaction. The receipt should include the vendor name, transaction amount, date, and an itemized description of the items purchased.

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Insurance Requirements
Prior to any service being provided on campus, supplier must provide a certificate of insurance meeting the University's requirements, including listing the Curators of the University of Missouri, its officers, employees and agents as additional insured for the commercial general liability and auto insurance. To view specific insurance requirements go to: http://www.umsystem.edu/ums/fa/management/risk/certins/

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Preference for Missouri Firms
In accordance with University policy, preference shall be given to Missouri products, materials, services and firms when the goods or services to be provided are equally or better suited for the intended purpose and can be obtained without additional cost. Firms are considered "Missouri firms" if they maintain a regular place of business in the State of Missouri.

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MBE/WBE Participation
It is the policy of the University of Missouri to ensure full and equitable economic opportunities to persons and businesses that compete for business with the University. The University expects participation in contracts for goods and services by firms that are certified as Minority and Women Business Enterprises (M/WBE). This may either be by the primary contractor being a qualified M/WBE or by the utilization of M/WBE suppliers by the primary contractor. Contractors are required to make a "best effort" in support of the University's policy.

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Equal Opportunity
In connection with the furnishing of any goods or services to the University, suppliers shall agree not to discriminate against any recipients of services or employees or applicants for employment on the basis of race, color, religion, sex, sexual orientation, national origin, age, disability or status as a Vietnam era veteran. Suppliers shall comply with federal laws, rules and regulations applicable to subcontractors of government contracts including those relating to equal employment of minorities, women, persons with disabilities and certain veterans.

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Payment Terms
The University's standard payment term is Net 30. Every effort is made to issue payments within this time frame. However, the University will not pay finance charges for extended payment periods.

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Gifts and Gratuities
Please view Business Policy Manual(BPM)212 Gifts-Processing and BPM 216, Awards, Gifts, and Prizes for more information.

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Reviewed 2012-10-17.