INFORMATION FOR VENDORS
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.
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, WOMEN-OWNED 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://www.smallbusinessreserve.maryland.gov/
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.
Sales calls on individual departments are not permitted unless requested by the Department. Vendors must recognize that such visits may be informational only and must be coordinated through the Department of Procurement. Departments are not authorized to enter into contracts with vendors without the prior approval and authorization of Procurement.
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.
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 $4,999. Vendors are cautioned that some cards have lower single transaction limits (less than $4,999) 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 or other means (i.e., fax). However, in those instances, a purchase order number is assigned and 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, 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.
When a vendor has been selected to receive a Request to Bid/ Proposal, the vendor is responsible for completing the Bid/ Proposal form and returning it to Procurement, following the instructions given in the Bid/ Proposal, by the due date and time specified. Unless otherwise specified in the bid documents, bids are due and opened at 11:00 a.m. on the date due. Bid openings are public. Late or improperly delivered Bids/Proposals will not be considered.
Notice of solicitations can be obtained by contacting Procurement directly. Notices are posted on the bid board which is located directly outside of the Procurement office and also online on Procurement's Ebid Board http://www.umbc.edu/adminaffairs/procurement/vendor.shtml Additionally, notice of solicitations are posted on eMaryland Marketplace https://ebidmarketplace.com/ Vendors should register with eMD Marketplace for the opportunity to bid on any state agency contract relative to their commodity.
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.
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 service ordered and/or shipped to UMBC without an approved purchase order or VISA purchasing card transaction.
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.
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