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.

Public Works Contracts

The Capital Program Management Office handles major construction and architectural and engineering services. You may contact the office through the link above or call 765-494-8000.

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.

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.

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.

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.

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 made to "Purdue University" and be sent to the address noted on the purchase order and/or contract or by email.

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:

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.

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.