Purchasing is responsible for the procurement of all equipment, services, materials, and supplies utilized by the SVSU campus. In providing these services in accordance with sound business practices, the office seeks to realize for the University the maximum value for every dollar expended.
Purchasing has the responsibility to conduct all negotiations concerning price and condition of sale for all purchases and anticipated purchases for SVSU. Individual departments or employees are not authorized to act as an agent for the University and are not authorized to sign or enter into contracts or place orders with vendors. All purchases are to be made through Purchasing utilizing an official University purchase order signed by an authorized individual.
Vendors are permitted to visit individual campus departments. However, vendors must recognize that such visits may be informational only. Departments are not authorized to enter into contracts with vendors without prior approval and authorization by Purchasing. If a new vendor is wishing to conduct business with the University, it is advisable they contact Purchasing and complete a Bidder's Application (58kB).
Selection of reputable and reliable vendors is the responsibility of Purchasing. SVSU endeavors to conduct business in a fair and most equitable manner. Purchases will be made on the basis of price, quality, service, and delivery.
An official purchase order containing an authorized purchase order number is the only method of purchase for goods and services obligating SVSU. There are two types of purchase orders: the Small Value Purchase Order which is for limited transactions not in excess of $300, and the standard Purchase Order which is used for orders for any dollar amount. When an emergency arises, Purchasing may place an order by telephone or other means. However, in all instances, a purchase order number will be assigned.
In accordance with the Purchasing Policy as delegated by the Board of Control, SVSU conducts an open, competitive bidding process. Depending on the dollar value of the order, this bidding process may take the form of a telephone quotation, a written bid, or a complex request for proposal.
To be awarded a purchase order for goods and services from SVSU, a vendor must be the lowest responsive and responsible bidder meeting the specifications as required. Purchasing strives to act in the best interest of the University with regard to its purchase of goods and services.
For all purchases exceeding $10,000, the purchases must be preceded by a competitive sealed bid unless they are covered by a pricing agreement, State contracts, are a single source of supply, or a waiver of sealed bid is approved by the President or Vice President for Administration and Business Affairs. The sealed bids are to be returned in the envelopes furnished and so marked. The sealed bid request will state the day and time the bids are due and will be publicly opened and read aloud at that time. No sealed bids will be accepted if received after the due date and time specified. Facsimile bids are also not accepted. Purchases of less than $10,000 may be bid if Purchasing judges that competitive bidding would be to the University’s advantage.
Generally, price quotations will be obtained on purchases of more than $1,000. Only qualified vendors shall be asked to make a quote, and all quotations will be kept confidential until the award is made. After the award is made, the list of bidders and the amount of each bid shall become public information and available to anyone on request.
SVSU is exempt from all state and federal taxes. Each purchase order issued makes reference to the tax exempt status.
Unless otherwise noted on the purchase order, all deliveries are to be made directly to the Central Receiving Department. Shipments are normally received between 8:00 a.m. and 12:00 p.m. and 1:00 p.m. and 4:00 p.m. Monday through Friday.
SVSU will not accept liability for goods and services ordered and/or shipped to SVSU without an approved purchase order.
Invoices must be sent directly to Accounts Payable and include the purchase order number. Invoices that are not properly identified will not be accepted.