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INFORMATION FOR VENDORS

 

INTRODUCTION

The University of Maryland Baltimore County ("UMBC") Department of Procurement ("Procurement") is responsible for the procurement of all equipment, services, materials and supplies utilized by the UMBC campus. To provide the best service to the University, Procurement personnel are assigned specific categories of responsibility. A listing of buyers and their commodity responsibilities can be obtained from the Procurement website.

 

POLICY STATEMENT

Procurement has the responsibility to conduct all negotiations concerning price and condition of sale for all purchases and anticipated purchases for UMBC. Individual departments or employees are not authorized to sign or enter into contracts or place orders without the approval of Procurement.

 

MINORITY BUSINESSES AND SMALL BUSINESSES

It is the intent of UMBC to seek and encourage participation by minority, women-owned and small businesses. In order to qualify as a minority vendor (including women-owned businesses), vendors must be certified as such through the Maryland Department of Transportation. To be certified as a small business with the state of Maryland, registration may be done on-line at https://emaryland.buyspeed.com/bso/

 

VISITING HOURS

Sales representatives are requested to call at the department between 10:00 a.m. - 12:00 noon and 1:00 pm - 3:00 p.m. Monday through Friday. It is strongly recommended that appointments be made to assure that the buyer will be available for your visit.

 

GETTING STARTED

Sales calls on individual departments are not permitted unless requested by the Department. Vendors must recognize that such visits may be informational only as the departments are not authorized to enter into contracts with vendors without the prior approval and authorization of Procurement.

 

VENDOR SELECTION

Selection of reputable and reliable vendors is the responsibility of Procurement. Vendors who have not previously done business with UMBC are advised to contact Procurement, where they will be referred to the appropriate buyer. UMBC endeavors to conduct its business in a fair and most equitable manner. Purchases will be made on the basis of quality, service, delivery and price.

 

PURCHASE ORDERS

Issuance of an official purchase order or use of the VISA purchasing card are the only methods of purchase for goods and services obligating UMBC. There are two ways to make a procurement. The standard purchase order may be used for orders of any dollar amount.

The VISA purchasing card may be used for making purchases where the single order does not exceed $5,000. Vendors are cautioned that some cards have lower single transaction limits (less than $5,000) and monthly credit limits vary on a per card basis. It is the responsibility of the vendor to be sure that the card being used is authorized for the transactions being made. It is illegal to artificially split orders in order to avoid the procurement process.

When an emergency or urgency arises, Procurement may place an order by telephone, fax or email. However, in those instances, a confirming order will follow.

 

THE BIDDING PROCESS

In accordance with the University System of Maryland, Procurement Policies and Procedures, UMBC conducts an open, competitive bidding process. Depending on the dollar value of the order, this bidding process may take the form of telephone quotations, written bids, or complex request for proposals.

To be awarded a purchase order for goods and services from UMBC in the bidding process, a vendor must be the lowest responsive and responsible bidder meeting the specifications as required. In many instances, when choosing a vendor, UMBC may consider factors other than price, including the types of goods and services to be supplied, the particular needs of the requesting department, the date of delivery, and the reliability, quality and experience of the vendor. Bid openings are public.

When a vendor has been selected to receive a Request For Proposal, the vendor is responsible for completing the Proposal form and returning it to Procurement, following the instructions given in the Proposal by the due date and time specified. Late or improperly delivered Proposals will not be considered.

Notice of solicitations are posted on the bid board which is located directly outside of the Procurement office and also on-line on Procurement's eBid Board http://www.umbc.edu/adminaffairs/procurement/vendor.shtml Additionally, notice of solicitations are posted on eMaryland Marketplace https://emaryland.buyspeed.com/bso/ Vendors should register with eMaryland Marketplace for the opportunity to bid on any state agency contract relative to their commodity.

 

TAX STATUS

UMBC, as an agency of the State of Maryland, is exempt from all state and federal taxes. Each purchase order issued makes reference to the tax exempt status. If requested, an exemption certificate will be furnished.

 

DELIVERIES

Unless otherwise noted on the purchase order, all deliveries must be made directly to Warehouse B on the UMBC campus. Shipments are normally received between 8:00 a.m. to 4:00 p.m. Monday through Friday. The telephone number for the warehouse is (410) 455-2317.

UMBC will not accept liability for goods and services ordered and/or shipped to UMBC without an approved purchase order or VISA purchasing card transaction.

 

INVOICES

Invoices must be sent directly to Accounts Payable and include the purchase order number and vendor's FEIN number. Invoices that are not properly identified will not be accepted.

 

CODE OF ETHICS

The Department of Procurement subscribes to the professional Code of Ethics advocated by the National Association of Educational Buyers which is as follows:

  1. Give first consideration to the objectives and policies of my institution.

  2. Strive to obtain the maximum value for each dollar of expenditure.

  3. Decline personal gifts or gratuities.

  4. Grant all competitive suppliers equal consideration insofar as state or federal statute and institutional policy.

  5. Conduct business with potential and current suppliers in an atmosphere of mutual confidence and integrity, devoid of intentional misrepresentation.

  6. Demand honesty in sales representation whether offered through the medium of a verbal or written statement, an advertisement, or a sample of the product.

  7. Receive consent of originator of proprietary ideas and designs before using them for competitive purchasing purposes.

  8. Accord a prompt and courteous reception, insofar as conditions permit, to all who call on legitimate business missions.

  9. Cooperate with trade industrial and professional associations, and with governmental and professional private agencies for the purpose of promoting and developing sound business methods.

  10. Foster fair, ethical, and legal trade practices.

  11. Counsel and cooperate with NAEB members and promote a spirit of unity and a keen interest in professional growth among them.

 

 

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