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Get to Know Purchasing

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

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Get to Know Purchasing

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  1. Building Procurement Knowledge:How to do business with the University – a look atPurchasing Policy & Guidelines

  2. 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

  3. 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

  4. 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

  5. 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)

  6. 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!

  7. What 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”

  8. 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!

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