INTRODUCTION

Welcome to the University of Arizona.  Procurement and Contracting Services values our suppliers and contractors and wants to make your working relationship with the University as enjoyable as possible. This brochure has been prepared to help you better understand how to do business with the University.

We encourage you to:

• Register with Purchasing Office to attend a Vendor Workshop by calling (520) 621-3062 or emailing tomoe@u.arizona.edu.
• Call ahead and schedule appointments with procurement staff.
• Bring a new idea or product for each interview and keep us up-to-date on markets and trends.
• Schedule appointments with departments to market your goods and/or services.

Vendor Workshop on Wednesday, March 28^th, 2008

METHOD OF OPERATION

It is the responsibility of Procurement and Contracting Services to conduct all negotiations affecting purchase, price, terms, and delivery of materials or goods for the operation of the University.  Under no circumstances are vendors to supply such goods or services without a University Purchase Order number, Purchasing Card number or Stores Blanket number.  Any orders placed by individuals outside the Procurement and Contracting Services Department will be considered a personal transaction between the vendor and departmental individual, unless the purchase is via the Purchasing Card.

THE UNIVERSITY OF ARIZONA PURCHASING CARD

The University of Arizona Purchasing Card Program has been designed and implemented to allow for direct small dollar purchases (less than $5,000) via MasterCard or Visa in order to eliminate, as much as possible, the need for small dollar purchase orders and direct reimbursements.  All transactions made using the University Purchasing Card must benefit and support the University's mission of education, research and public service.  For additional information, call (520) 621-3870.

SELECTING SOURCE OF SUPPLY

It is our aim to conduct our activities in the best interest of the University while at the same time creating and maintaining good vendor relations.  We rely on vendor visits and information on the latest market developments and product innovation.  Competitive prices, quality, and satisfactory delivery are characteristics we continually seek in our vendor relations.

As a general rule, competitive proposals or bids are not required for goods and/or services costing less than $5,000.  Request for proposals or bids above $5,000 are solicited from prospective suppliers for their best price, delivery information, and terms.  Procurement and Contracting Services make the proposal or bid award.  The competitive proposal or bidding processes utilized are summarized as follows:

• Informal competitive proposals or bids from $5,000 to $50,000 may be requested by a University department or a Procurement and Contracting Services buyer; informal proposals or bids are secured and documented via fax, E-Mail, in writing or by telephone, whichever is more appropriate for the requested purchase. Written and faxed proposals or bids shall be received by the date and time specified, but said bids will not be opened publicly.

• Request For Proposal:  Written Request For Proposals (RFP's) are issued by Procurement and Contracting Services for the procurement of products or services.  The RFP evaluations are based on stated award criteria including, but not limited to, price considerations.  Responses are opened publicly at a specified time and place, but only the names of the responding vendors are read.

• Formal competitive sealed bids exceeding $50,000 when the sole determining factor is pricing:  Formal bids, for goods and/or services in excess of $50,000 are secured by means of a written Request For Bid (RFB).  Sealed vendor responses to the RFB must be received in Procurement and Contracting Services by the date and time specified.  At the time specified, bids are opened publicly and read aloud.  An award is made to the lowest responsible bidder whose bid conforms in all material ways to the requirements of the solicitation.

Persons wishing to furnish goods to the University of Arizona should visit Procurement and Contracting Services where they will be referred to the appropriate buying team handling their particular commodity.  They should then familiarize the buyer(s) with their product, indicating the marketing area covered and the level at which they operate (e.g., manufacturer, jobber, wholesaler, etc.).  Vendors should go to the University of Arizona website (www.arizona.edu) and click on the Department section of the phonebook for departments that might be interested in buying their products or services.  This helps get the vendors on the suggested vendors list the department sends to Purchasing.

Vendors are encouraged to:

• Frequently check the Procurement & Contracting Services website: http://pacs.arizona.edu
• Check the posting boards located at the Main Campus Procurement and Contracting Services office or AHSC Purchasing on a routine basis.
• Remain in contact with the buyer(s) to be advised of upcoming bid or RFP meetings.
• Remain in contact with prospective University customers as they refer vendor names to Procurement and Contracting Services buyers.

SMALL BUSINESS SUPPLIER DIVERSITY PROGRAM

As part of an effort to increase the amount of business the University of Arizona does with small business, which includes socially and economically disadvantaged businesses (minority-owned or women-owned businesses), a Small Business Supplier Diversity Program has been established to promote greater diversity in University procurements.  This office serves as a liaison between vendors, University departments, and Procurement and Contracting Services personnel.  In addition, contracting and networking opportunities with outside agencies and corporations are provided through this program.  For more information concerning assistance offered by this program, contact the Small Business Supplier Diversity Program Manager at (520) 621-2888.

HOW YOU CAN HELP US:

• Familiarize yourself with our requirements and offer suggestions as to how we can further our cost reductions and service objectives.
• Keep us informed on your backorder situations, vacation schedules, impending shortages or strikes, and technological advances.
• Follow through on orders to ensure delivery to us as scheduled.  When calling our office, visit with the appropriate buyer to see if they have orders that you can help expedite.
• Insist on receiving a purchase order number, P-Card number or Stores Blanket number.
• Remember, for purchases over $50,000, departments may request quotations for budgetary purposes only.  A formal RFP or RFB form will be sent from Procurement and Contracting Services.  It is extremely important to respond to all questions and to all requests in the Request For Proposal/Request For Bid.  Please be sure to fill in payment terms and FOB points, sign the form and return it within the required time frame.  If the RFP/RFB is not returned properly completed, it may be considered non-responsive.  DO NOT contact the ordering department during the proposal/bid evaluation process.  If necessary, they will call you for any technical clarification.
• Make each visit a productive one.  Meetings between sales personnel and buyers should be confined to business.  We value your time as well as ours.
• By dealing with us in an honest and ethical manner.

CODE OF ETHICS

• Give first consideration to the objectives and policies of my institution.
• Strive to obtain the maximum value for each dollar of expenditure.
• Decline personal gifts or gratuities.
• Grant all competitive suppliers equal consideration insofar as state or federal statute and institutional policy permit.
• Conduct business with potential and current suppliers ill an atmosphere of good faith, devoid of intentional misrepresentation.
• Demand honesty in sales representation whether offered through the medium of a verbal or "written statement, an advertisement, or a sample of the product.
• Receive consent of the originator of proprietary ideas and designs before using them for competitive purchasing purposes.
• 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 polices of my institution permit.
• Accord a prompt and courteous reception insofar as conditions permit to all who call on legitimate business missions.
• Cooperate with trade, industrial, and professional associations and with governmental and private agencies for the purposes of promoting and developing sound business methods.
• Foster fair, ethical, and legal trade practices.
• Counsel and cooperate with NAEB members and promote a spirit of unity and a keen interest in professional growth among them.

Revised 10-30-02 GS