HINTS FOR DEALING WITH VENDORS:

CONTRACTS:
Campus employees should NEVER sign a vendor's contract or agreement documents, as the University may not be able to agree to the terms and conditions in the document you sign. Contracts and Purchasing are the only agents authorized to act on behalf of the Regents, and will work with you to negotiate a purchase that is consistent with the University's guidelines and requirements. If the vendor's documents conflict with the University's terms and conditions, the Purchasing and Contracts staff will be the ones to confer with legal counsel to work out a contract acceptable to both parties.

LVPA:
Feel free to discuss your requirements with salespeople. It's often the most effective way to get your questions answered. We urge you, howver, not to make firm commitments with vendors unless you are authorized, and prepared to, write a low value purchase order.

Never accept gratuities from a supplier or potential supplier. Gratuities are defined as "anything having monetary value", except perhaps promotional materials. It's important to avoid the appearance of favoritism in relationships with public or private entities.

Accepting "free" advice or service from a salesperson does not commit the University to purchase from the vendor they represent. Be sure the salesperson understands this prior to accepting any "free" services from them. This covers such things as advice on site preparation, design services, etc.

HIGH VALUE PURCHASE ORDERS:
Be careful when writing your specifications. The quality of your specifications directly affects the results of the acquisition. You want specifications that result in the acquisition of a quality product or service and that also allow for free and open competition (unless you've provided adequate justification for a sole source purchase). Please make sure the specifications on your requisition match any quote you've received from the vendor.

PROBLEMS WITH A VENDOR:
If you have problems with a vendor, whether it's with service, product quality or performance, you should contact Purchasing and the buyer who would work most closely with that vendor. Often, your input is the only way the buyer will know that there is a problem with this vendor. Purchasing may not resolve your immediate problem, but notifying them will help to avoid other problems in the future.

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Purchase Goods & Services | Removal Procedures | Hiring Temporary Personnel
Hints for Dealing with Vendors | Purchasing Agreements | Purchasing Policies & Procedures

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