Procurement Services Auxiliary Services

Vendor Handbook

What Purdue Buys

Purdue is continuously looking for responsible vendors to supply goods and services. If your prices are competitive and your service is reliable, you may have the ability to conduct business with the University. The products and services procured through Purdue’s Procurement Services department each year range across many commodity groups, including MRO, Scientific, Furniture and Information Technology (IT).

Purchasing Guidelines

Purchasing for the University is driven by several established guidelines. Below is an overview of these guidelines.

  • To conduct all purchasing in accordance with the policies of the University.
  • To obtain, when needed, the quantity and quality of product or service that meets the needs of the University at the best-proven value.
  • To maximize competition, and provide all interested and qualified vendors with the opportunity to offer their products or service to the University.
  • To treat all vendors equally and fairly.

Who Purchases for Purdue

Procurement Services has the responsibility for the procurement of all goods and services for the University.

  • Procurement Services coordinates the process of all purchases greater than $9,999.
  • Purchasing authority is delegated at the department level for purchases up to $9,999.

Construction and Public Works Contracts

The Capital Asset Management Office handles major construction and architectural and engineering services. This office also provides copies of Purdue's Consultant's Handbook upon request and at bid award. Related questions should be directed to the Capital Asset Management group at (765) 494-9130. 

Visit the For AEs and Construction Firms webpage for more information about working with Purdue and the ePlanroom.

Contacting Procurement Services

Procurement Services is open for business 8 a.m.-5 p.m., Monday through Friday, with the exception of holidays observed by the University.

  • Visiting hours for vendors are the same as indicated above.
  • Appointments are necessary in order to provide you, the vendor, and the procurement personnel, optimum uninterrupted time for your visit.
  • Procurement Services buying staff have assigned Commodity Groups. Vendors wanting to communicate with a specific department should first contact the Procurement Department at 765-494-7279 or by email. We will coordinate with the appropriate staff. 

How the Procurement Process Works

The process begins with the identification of a need by the using department and ends with the acceptance of the goods and/or services by the user department.

Purchases Totaling up to $9,999

  • Departments are delegated purchasing authority by the director of Procurement Services for purchases totaling up to $9,999.
  • All purchases of up to $5,000 require verbal quotations be obtained prior to making the procurement.
  • Purchases between $5,000 and $9,999 require written quotations, such as emails or vendor quote documents.
  • These procurements must be processed through Purdue’s eProcurement system and issued a purchase order prior to delivery of goods or services.
  • Pricing currency from suppliers should be in USD (US Dollars).

Procurements of $9,999 and above (Formal Solicitation) 

  • These require that a formal competitive process be followed.
  • The formal solicitation involves publishing bid opportunities that include the solicitation number, date of opening, date of closing and the requirements of the University.
  • Purdue encourages inclusion of MBE/WBE/VBE vendors whenever possible.
  • All formal solicitations (bids and requests for proposals) are issued and received through Purdue’s eProcurement system.
  • Pricing currency from suppliers should be in USD (US Dollars).

There are two types of solicitation processes

  • Request for Quotation (RFQ) Process:
    • Simple bids (RFQ) normally allow 3-5 days from publish to close date, for vendor response.
    • The entire RFQ process is 1-2 weeks.
  • Request for Proposal (RFP) Process:
    • More complex or service-related proposal solicitations (RFP) normally allow 4-6 weeks from publish to close date, for vendor response.
    • The entire RFP process can take up to 3-6 months.

Response Guidelines (Details outlined in each RFP)

  • RFP responses are to be submitted into Purdue’s eProcurement system.
  • Most RFPs will have a vendor pre-bid conference to discuss specifics about the RFP.
  • All RFP required documentation should be complete and exceptions noted in responses.
  • Any person, firm or entity that assists with and/or participates in the preparation of an RFP document is prohibited from submitting a proposal to that specific RFP.
  • Changes to a proposal can be made up to the time a bid closes in the eProcurement system.
  • Late responses are not accepted.

Evaluation

Upon receipt of RFP offers, an evaluation takes place with the evaluating team (Customer and Procurement). Details of this process and requirements will be stated within each RFP. 

Recommendation and Award

The procurement analyst will provide the team’s formal Recommendation of Award (ROA) to the director of procurement for approval. Upon approval, the award announcement will be made to the respondents.

MBE/WBE/VBE Participation and Indiana Businesses

Purdue University encourages the inclusion of MBE/WBE/VBE vendors and the use of Indiana vendors whenever possible. The Supplier Diversity Office works in conjunction with Procurement Services to assist in building relationships with minority and women owned businesses.

Suppliers who contract with the University will be required to interface with the Supplier Diversity Office’s software program for tracking of Tier 2 diversity spend.

Secretary of State Registration

If awarded the contract, the respondent will be required to register, and be in good standing, with the Secretary of State. The registration requirement is applicable to all limited liability partnerships, limited partnerships, corporations, S-corporations, nonprofit corporations and limited liability companies. Information concerning registration with the Secretary of State may be obtained using the following:

Secretary of State of Indiana
Corporation Division
402 West Washington Street, E018
Indianapolis, IN 46204

317-232-6576
www.in.gov/sos

Opportunities for Business

  • The opportunities for potential suppliers may be limited in some commodity areas. Procurement Services has contracts in place for commodities of high dollar spend and transaction volume with terms of one to five years.  The opportunity in those commodity areas may be infrequent. The University posts all open opportunities on our Procurement Services website. Solicitation requests are located under Bid Opportunities on the Procurement Services website.

Other Procurement Methods include:

  • Purchases made against University contracts
  • State of Indiana Quantity Purchase Agreement’s (QPA)
  • Higher Education Consortiums
  • Special Procurements (sole source purchases, emergency purchases, etc.)

Inspection of Goods/Services and Vendor Performance

All goods and/or services provided to the University are subject to inspection.

  • If any items or articles are found not to meet requirements of the specifications, the lot or any faulty portion may be rejected with any associated cost to the University being borne by the offeror.
  • Additional remedies for vendor non-compliance include, but are not limited to, suspension and/or contract cancellation.

Gratuities

In accordance with Purdue University’s Code of Ethics and good purchasing practices, Purdue employees may not accept gifts or any type of entertainment, regardless of the value. Vendors are requested to cooperate in this regard.

Sales Contacts with Purdue Departments

It is requested that you make the Procurement Services your first contact. Procurement staff can familiarize you with the appropriate procurement procedures and direct you to those areas most likely to utilize your products or services.

  • Only Procurement Services personnel or those given purchasing authority have authorization to commit the University for the purchase of goods and services.
  • No payment will be made for goods and/or services rendered without a properly authorized and executed purchase order or contract.
  • Unsolicited visits by suppliers must be preauthorized by procurement, who will facilitate the meeting.

Tools

Goods and Services - Ariba

The Ariba Network, which enables Purdue University and suppliers to transact electronically for purchase order issuance and invoice submission, is our preferred method of transacting with suppliers. Suppliers can obtain additional information including how to establish an Ariba Network ID (ANID) at https://www.ariba.com/ariba-network. 

Construction - ePlanroom

ePlanroom is Purdue University’s tool for Construction procurements and document distribution.  The system contains bid documents and reports for all Purdue University campuses, including current and future projects. Suppliers can view the advertisements for bids, bid results and other documents conveniently within this portal. Information on projects being delivered via Construction Manager as Contractor (CMc) is available in the "CMc Projects" tab.

Travel

No expenses for travel will be reimbursed unless specifically approved in writing by Purdue University. Any travel required or requested that is subject to Purdue payment of such, shall be held to the standards set forth by the Purdue travel policies.

These policies include reimbursement for reasonable and necessary expense, including but not limited to, mileage reimbursement, airfare and per diem costs. Click here to see our Travel Policy.

Accounting/Payments

The Accounts Payable Department is responsible for making payment to vendors for liabilities incurred by the University. Accounts Payable will issue payment within the established payment term upon receipt of all necessary documentation. Documentation required prior to making payment is as follows:

  • Purchase Order issued by the University or signed Contract.
  • Invoice from Vendor (reviewed for accuracy).
  • Payment authorization from the receiving department.

To assist Accounts Payable in making prompt payment, vendors are required to submit their invoices immediately following the delivery of goods or services. Items must be received in our system, by the ordering department, prior to payment being released.

Invoices should be submitted electronically via the Ariba network.

Invoices must match the purchase order, line for line, and must reference:

  • Appropriate purchase order and/or contract number.
  • Itemized quantities, utilizing the same unit of measure as listed on the purchase order.
  • Description of goods and/or services.
  • Unit prices and total price.

Discrepancies between the PO and the invoice can delay payment while being reviewed for approval. Vendors should direct all inquiries regarding payment status by email. Purdue University is a tax-exempt entity.

Purdue University’s available payment terms are as follows:

Automated Clearing House (ACH) Options

  • 3% discount for the payment within 10 days, Net paid within 45 days.
  • 2% discount for the payment within 20 days, Net paid within 45 days.
  • 1% discount for the payment within 30 days, Net paid within 45 days.
  • Net paid within 45 days, no discount.

Single Use Account: Pay immediately via Virtual Credit Card. View Purdue's purchasing terms and conditions.

Ariba Supplier Options

Ariba suppliers have three options available to submit their invoices electronically through Ariba. If one of the three options is not established by the supplier — and the supplier chooses to submit manual invoices — payment terms will automatically be net paid within 60 days, no discount.

  • Option 1: Integration - Allows the supplier to automate processes like purchase order and invoice data entry. The integration option is contingent on the supplier’s technological ability/capability. Typically, there is some form of cXML or EDI integration so that invoices send electronically to Purdue through the Ariba network. Suppliers can specify Online, cXML or EDI as their default routing method for invoices. This option is best suited for suppliers with over 200-250 invoices per year.

  • Option 2: Online Invoicing - Uses the supplier’s Ariba network account. Suppliers log into their account, identify a purchase order (PO) to invoice and click "process invoice." This will create the invoice and allow the supplier to review the pre-populated information before submitting the invoice. The invoice will send automatically to the buyer’s Ariba procure-to-pay (P2P) system through the Ariba network. This option is best suited for suppliers with limited technical ability who submit less than 200 invoices per year.

  • Option 3: PDF Invoicing - Allows suppliers to submit invoices through the Ariba network. This option is designed for suppliers who might not have the technological ability or capability to do a full integration. This option requires some setup prior to utilizing. Once setup is complete, the supplier has the ability to send digital invoices to a designated Ariba email address. Invoices process in the Ariba network and send to the buyer procure-to-pay (P2P) application. This option can be done as quickly as sending an invoice to Purdue's accounts payable department. The only difference is the email recipient address. This option is best suited for suppliers with 200+ invoices per year.

Ariba Website and Supplier Membership Program Fees

5 and more documents? More than $50K? Usage
NO NO FREE
YES NO FREE
NO YES FREE
YES YES CHARGEABLE
  • FREE for all suppliers to join and begin transacting
  • No surcharges for suppliers with multiple divisions or business units
  • Documents are considered Purchase Orders and Invoices

Examples:

Volume Subscription Transaction Total Annual
60 documents | $35K Standard - $0 $0 $0
4 documents | $500K Standard - $0 $0 $0
60 documents | $500K Silver - $750 $775 $1,525

Subscription Fees

Billed once a year

Annual Document Count Across All Customer Relationships Subscription Annual Fees
5 to 24 documents Bronze $50
25 to 99 documents Silver $750
100 to 499 documents Gold $2,250
500 and more documents Platinum $5,500

Insurance Requirements

If fabrication, construction, installation, service or other work specified to be conducted on the University's premises, the Seller and/or its subcontractor(s), if any, shall maintain force during the period of such work the following coverages:

  1. Worker's compensation, as required by the laws of the state of Indiana.
  2. Commercial general liability for bodily injury and/or property damage in the amount of, not less than $1,000,000 single limit, per occurrence.
  3. Automobile liability for bodily injury and/or property damage in an amount of not less than $1,000,000 single limit, per occurrence.

The Seller and/or its subcontractor(s) shall furnish to the University satisfactory proof of such insurance coverages prior to commencement of the work.

Purdue Contracts

All Purdue University purchase orders include our Purdue University Purchasing Standard Terms and Conditions. 

The Procurement Services Contracting Group performs all functions pertaining to the negotiation of terms and conditions of contracts beyond our standard terms and conditions. See our website for more information about Contracts.

Submitting a Public Records Request

Requests to inspect and/or copy public records may be submitted in writing on the University’s Request for Public Record form ("Request Form"). To ensure that the University can provide timely and consistent responses, all requests under APRA to inspect and/or copy public records of the University must be filed with the Office of Legal Counsel in person or by mail to Hovde Hall, 610 Purdue Mall, West Lafayette, IN 47907 or by email to publicrecords@purdue.edu.

For more information, visit the Office of Legal Counsel's public records request webpage.

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