Building Procurement Building Procurement Knowledge:Knowledge:

How to do businessHow to do business with the University with the University – – a look ata look at

Purchasing Policy & GuidelinesPurchasing Policy & Guidelines

Get to Know PurchasingGet to Know PurchasingVisit 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 stepYour 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 UniversityUnderstand University Competitive Bid Policies 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 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 continuedWhat 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 avoidWhat 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 RFPBeyond 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!