Vendors Guide
Vendor Application
Bids |
Code of Ethics
|
Conflict of
Interest |
Equal Opportunity
|
Gifts
|
Taxes
Independent Contractors
|
Office Hours
|
Parking on Campus
|
Payment
Procurement Methods |
Insurance
|
Minority & Women Owned
Businesses
INTRODUCTION
This information has been designed to assist vendors by outlining policy
and procedures for procurement of all goods and services at the
University of Maine.
THE PURCHASING
DEPARTMENT
The Purchasing Department of the University of Maine has the
responsibility for obtaining maximum value from expenditures of all
funds administered through the University accounts, insuring that all
procedural requirements are met - legal and otherwise, and promoting
fair, ethical and legal trade practices.
OFFICE HOURS
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The Purchasing Department is open for business from 8:00 a.m. to 4:30
p.m., Monday through Friday. Central Supply (the University's supply
warehouse) is open from 7:00 a.m. to 4:00 p.m. For both offices, it is
requested that you make an appointment prior to your visit to ensure
that the person you wish to see will be available.
PARKING ON CAMPUS
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Parking permits for vendors and visitors to campus may be obtained at
the Public Safety Office. Call 207-581-4047 for
more information including parking regulations.
PROCUREMENT METHODS
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Vendors must obtain a valid purchase order number before providing goods
and services to the University (bonafide emergencies excepted). The
University reserves the right to delay or withhold payment related to
goods or services provided without a purchase order number.
• Small Purchases:
University departments are authorized to make purchases of a value less
than $500 by using a departmental order except for services, travel, or
hazardous materials.
• Purchase Orders: All purchases over $500 will be issued from the
Purchasing Department. University policy requires that purchases be made
by competitive process whenever practical and possible. There are
several ways in which this is accomplished. Frequently, for items of
lower value, quotations will be obtained by phone. For purchase with a
value greater than $10,000 we must obtain written quotes. As often as
possible (and always when a purchase is over $25,000) we use the formal
sealed bid process further described below. Occasionally a product or
service can only be obtained from one source. In this case the reasons
are documented and an order placed.
All correspondence
regarding purchase orders should be through the Purchasing Department so
that complete records will be kept. Without a complete record of
transactions, payment of invoices may be delayed. Only the Purchasing
Department can make modifications to a purchase order.
If you are requested to give a quotation directly to a department, be
aware that you may have to quote again to the Purchasing Department.
• State Contracts and the
E&I Co-op: The University is able,but is not required, to take advantage
of contracts that have been entered into by the State of Maine
Purchasing Department and the E&I Cooperative. If your company has a
contract with one of these entities, make sure that the appropriate
buyer is informed of the terms of the contract so that the University
may take advantage of it as appropriate.
PAYMENT
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Invoices must contain a purchase order number, invoice number, date and
a remit-to address. The University does not, in general, pay from
statements; each purchase must be invoiced individually.
INDEPENDENT CONTRACTORS
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If you are an individual providing services to the University, you may
have to be paid as an employee or you may be considered an Independent
Contractor and must have an Independent Contractor's Contract on file
before providing service. Contact Jodie Feero at 207-581-2685 for
further information.
INSURANCE
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All vendors who are doing work on campus are required to carry Worker's
Compensation, Public Liability, and Property Damage Insurance (and is
some cases Product Liability or Professional Liability). A current
insurance certificate must be on file in the Purchasing Department.
Details on amounts required are included with bids or may be obtained by
calling the Purchasing Department.
BIDS
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When a need for goods or services arises, the Purchasing Department
develops specifications for that need and issues either a Request for
Bids (RFB) or a Request for Proposals (RFP). The document is sent to
vendors known to be able to provide what is needed. The RFB/RFP includes
everything a vendor should need in order to develop a bid. A response
date and time are given in the document.
In order to receive bid documents, vendors should send a letter to the
Purchasing Department listing the products and services they provide,
and request to be placed on the appropriate bid lists. If a vendors does
not respond to two RFB's it may be dropped from the bid list if the
University has experienced a problem with that vendor that was
communicated and remained unresolved.
A list of upcoming bids is posted in the Purchasing Department and may
be viewed anytime during business hours. Bids will be advertised in
appropriate newspapers when additional vendors are sought and when a bid
request has a value of $25,000 or more.
READ THE ENTIRE BID
DOCUMENT CAREFULLY IN ORDER TO KNOW EXACTLY WHAT WILL BE EXPECTED OF YOU
SHOULD YOU BE AWARDED THE PURCHASE OR CONTRACT!
Bid specifications include
general information about the bid and the bidding process, contract
terms, and a complete description of the products or services required.
Brand names are sometimes used, and specifications will explain whether
an alternate may be bid or whether the brand name specified is the only
product acceptable. If alternates are proposed, the University will be
the sole judge of equivalency. The specifications will tell bidders who
to contact if additional information is needed.
Occasionally it is necessary to obtain assistance from vendors in
developing specifications. Vendors should realize that the
specifications will probably be used in securing competitive prices. If
a charge for these services is required, please make that known before
providing assistance.
A buyer may set up a pre-bid conference when information must be
conveyed to bidders that would be difficult to include in the
specifications, when a site inspection is needed or when questions are
expected from vendors. The conference may be mandatory for bidders to
attend; this will be stated in the specifications. Conferences are
usually scheduled about 10 days after the bid document is issued. All
necessary information about a bid conference will be stated in the
document.
An envelope is usually provided for the return of bids. If one is not
provided, the specifications contain instructions for the return of
bids. Bids must be received in the Purchasing Department by the date and
time specified. Late bids will be returned unopened. We will consider a
late bid as timely only if our office caused the delay. The University
is not responsible for mail delivery problems. Bids must be signed and
the envelope sealed. Faxed bids will not be accepted.
When it has been determined that further information, clarification, or
correction is needed on a bid, an addendum will be sent out to all
vendors that have received a copy of the RFB/RFP. The University will
not be bound by oral responses to vendor's questions about a bid or to
written responses other than addenda.
Samples are occasionally requested for a bid. Instructions are included
in the RFB for submitting samples. Samples are to be provided at no
charge to the University, and may be held by the University to verify
that product received conforms to the samples. Samples should be sent to
the University in a separate package from the bid. Samples will be
returned to the vendor upon request if they are not destroyed in the
evaluation process.
Bids may be withdrawn or amended by bidders at any time prior to the bid
opening. After the bid opening, bids may not be amended. If a large
mistake has been made by the apparent low bidder, the bidder will be
given the option of selling at the price given or withdrawing the bid.
If an extension error has been made, the unit price will prevail.
Bid openings for RFB's are public, and if bidders elect to attend the
opening, bids will be read aloud. A final determination of award will
not be made at the opening. When the award is made all bidders will be
notified. All RFB results are public information and may be viewed in
the Purchasing Department.
RFP's will not have an "opening." They are received in the Purchasing
Department usually by close of business on a particular day. Only the
number of responses and their names will be given out until an award is
made. After award, all proposals will become available for inspection in
the Purchasing Department.
Bid awards are made to the most responsive and responsible bidder who
has submitted the best offer. An award is usually made to the bidder
with the best price, all other things being equal; and RFP is awarded
based upon a price and other criteria listed in the bid document. A
"responsive bidder" is one who has submitted a bid or proposal which
conforms in all material respects to the bid request. A "responsible
bidder" is one who has the capability in all respects to perform the
contract requirements in a manner which will assure reliability and good
performance.
The University reserves the right to accept or reject any or all bids,
in whole or in part and is not bound to accept the lowest bid if that
bid is not in the best interest of the University. A bid may be rejected
if it is in any way incomplete or irregular.
A bidder may protest a bid award by sending a letter (within 5 days of
receiving notice of the award) to the Director of Purchasing outlining
why the protest is being made. The bid award will be analyzed to
determine if it was made fairly and in the best interests of the
University. If an error was made, the bid award my be changed, or a
decision may be made to reissue the bid. If a protest is not resolved to
the satisfaction of an aggrieved bidder, and appeal may be filed with
the Vice Chancellor of Administration of the University of Maine System
within 10 days of a decision of the director.
MINORITY AND WOMEN
OWNED BUSINESSES
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The Purchasing Department maintains a catalog of vendors who are
registered as minority or women-owned businesses. This catalog is
available to University employees who desire or are required by grant
terms to do business with vendors in these categories.
EQUAL OPPORTUNITY
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It is the policy of the University of Maine System not to discriminate
on the grounds of race, color, religion, sex, sexual orientation,
national origin or citizenship status, age, handicap or veterans status
and to provide reasonable accommodations to qualified individuals with
disabilities upon request. Contractors and subcontractors must also
agree not to discriminate on these grounds.
TAXES
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In all its purchases, the University is tax exempt by Section 1760,
Subsection II of the Maine Sales and Use Tax Law. The University is a
Tax Exempt Educational Institution as defined by Internal Revenue Code
501(c) and is currently regarded as such by the Internal Revenue
Service.
GIFTS
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It is the policy of the University of Maine System that the acceptance
of a gift from a supplier or potential supplier by any employee is
strictly prohibited. It is requested that the value of any gift be
reflected in cost savings on solicitations for the benefit of the
University.
CONFLICT OF INTEREST
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If you are both a vendor and an employee of the University, your
circumstances must be reviewed by the Vice President of Business and
Finance before any transactions can take place to avoid any
conflict-of-interest situations or the appearance of conflict of
interest.
RESERVATION OF RIGHTS
The University of Maine reserves the right to make changes to this guide
without prior notice to vendors. If a disparity occurs between this
guide and bid documents or purchase orders, the bid or purchase order
will govern.
CODE OF ETHICS
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The University of Maine Purchasing Department is a member of the
National Association of Educational Buyers and adheres to NAEB's code of
ethics, which is as follows:
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Give first consideration
to the objectives and policies of my institution.
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Strive to obtain the
maximum value for each dollar of expenditure.
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Decline personal gifts or
gratuities.
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Grant all competitive
suppliers equal consideration insofar as state or federal statutes and
institutional policy permit.
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Conduct business with
potential and current suppliers in an atmosphere of good faith, devoid
of intentional misrepresentation.
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Demand honesty in sales
representation, whether offered through the medium of verbal or written
statement, an advertisement, or a sample of the product.
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Receive consent of
originator of proprietary ideas and designs before using them for
competitive purchasing purposes.
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Make every reasonable
effort to negotiate an equitable and mutually agreeable settlement of
any controversy with a supplier; and/or be willing to submit any major
controversies to arbitration or other third party review, insofar as the
established policies of my institution permit.
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Accord a prompt and
courteous reception insofar as conditions permit to all who call on
legitimate business missions.
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Cooperate with trade,
industrial, and professional associations, and with governmental and
private agencies for the purposes of promoting and developing sound
business methods.
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Foster fair, ethical, and
legal trade practices.
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Counsel and cooperate with
NAEB members and promote a spirit of unity and a keen interest in
professional growth among them.
