Purchasing Services at University Park is one of several University buying locations. Purchasing Services at University Park is responsible for the procurement of goods and services for Penn State University Park and the Commonwealth College campuses.
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PSU strives to conduct business in a fair and equitable manner using a competitive bidding process. Purchasing decisions will be made based on quality, service, delivery, and price. Minority, small, disadvantaged, women-owned, and environmentally responsible businesses are encouraged to participate. BUYING LOCATIONS
Does Penn State use the Commonwealth of Pennsylvania state contracts?
Yes. Penn State is authorized to use all Commonwealth of Pennsylvania contracts when they are advantageous to the University. Please provide the appropriate Purchasing Agent with current contract information.
Purchasing Card
The Penn State Purchasing Card is a Visa charge card that enables authorized Penn State employees to purchase certain goods and services directly from a supplier. It eliminates the need for additional paperwork (such as purchase orders and invoices)—and it can be used for transactions up to a predetermined limit, which varies by employee.
Overview of the Purchasing Process
1. A faculty/staff member identifies a buying need. The faculty/staff member may ask Purchasing Services to identify sources and develop procurement descriptions or specifications.
2. The requirement is entered into IBIS. Any single/sole source justifications should also be submitted at this time.
3. The purchasing requisition travels electronically through the requesting department’s specified approval path: the Financial Officer, the Budget Administrator, Accounting, and any other approvals the department chooses to establish.
4. Purchasing Services processes the requisition in accordance with University guidelines and bidding thresholds.
a. The Purchasing Agent must justify the source and the price.
b. The Purchasing Agent is responsible for determining the validity of any sole source justifications.
5. The Purchase Order is approved and released.
6. The product or service is delivered to the requester.
7. An invoice is sent to Purchasing Services.
8. Purchasing performs a three-way match.
9. Accounting issues the payment.
How does the request for quote (RFQ) or bidding process work?
Purchasing Services may determine that goods or services must be competitively bid due to either the value or nature of what is being purchased. When this occurs, Purchasing Services will send a request for quote (RFQ) to each supplier being invited to bid. Once the bids are received, it is the responsibility of Purchasing Services to award the Purchase Order to the lowest responsive, responsible bidder. However, when choosing a supplier, Purchasing Services may consider factors other than price. You may contact the appropriate Purchasing Agent if you have questions about a particular purchase or bid.
Bidding Thresholds
Bids are not required for orders with a total cost of less than $10,000; however, bids may be solicited by the Purchasing Agent, taking into consideration lead time, availability of substitutes, and knowledge of the general marketplace.
For purchases between $10,000 and $25,000, evidence of competition is required, and the Purchasing Agent may solicit written bids from at least three responsive and responsible suppliers. Purchases over $25,000 require, whenever possible, written bids or proposals from at least three responsive and responsible suppliers solicited by Purchasing Services.
How do I get on the bidding List
If you are interested in getting on Penn State’s bid list, you must complete a Supplier Application online form. Mail copies of your company’s brochures or catalogs and a letter explaining why you feel you are qualified to do business with Penn State—to:
Duane Bullock, Supplier Diversity Manager
The Pennsylvania State University
101 Procurement Services Building
University Park, PA 16802-1004
PSU Purchasing office will keep your information on file and contact you about relevant bidding opportunities.
How do I Market my Business to PSU
1) Wait at least one week after completing your Supplier Application and then contact the appropriate purchasing agent that buys the supplies/services you sell. The purchasing agent’s name is listed in bold, followed by the administrative assistant, and the purchasing clerk. The purchasing agents contact and commodity information can be found on the attached purchasing agents list. If you cannot find your particular supply/service on the commodity list you should contact Mr. Duane Bullock, Manager Supplier Diversity and Environmentally Responsible Purchasing email: dmb5@psu.edu or (814) 865-5417.
2) Contact the purchasing agent between the hours of 9 a.m. – 4 p.m. to schedule an appointment. Once scheduled, make sure to keep your appointment.
3) If you wish to do business with the branch campuses use the attached list of PSU Branch Campuses and ask for the business office or the office that has oversight over purchases.
Submitting a Quote or Proposal
When you receive a Request for Quote or Proposal from the University, follow these steps:
1. Review the Request to make sure you understand all the requirements and instructions.
2. Contact the Purchasing Agent if you have any questions.
3. Complete, sign, and date the Quotation form.
4. Forward the original Quotation form per the instructions.
5. Your bid must be received prior to the due date and time to be considered.
Mailing address: Purchasing Services (101 Procurement Services Building, University Park, PA 16802)
FAX number: 814-865-3028.
If you send the Quotation form by regular or express mail, you must write the quotation number and due date on the outside of the envelope. In addition, any substitutions or exceptions must be clearly identified, and you must submit descriptive literature and specifications on all substitutes.
Additional Information on the Quote/Proposal Process:
• Any quotation submitted and/or order resulting from the University’s acceptance of your quotation is subject to the University’s instructions and Terms and Conditions.
The University will take reasonable precautions to protect the confidentiality of quotations received via fax, but will not be held liable for any disclosure that may result from faxing a quote. The University reserves the right to reject fax quotations due to illegibility and will not be responsible for misreading a document when transmission quality is poor, for late quotations due to fax transmission delays, or for fax quotations not received.
• The University reserves the right to:
· make all decisions regarding a quotation, including, without limitation, the right to decide whether a quotation does or does not substantially comply with the requirements set forth;
· accept or reject any or all quotations or any parts thereof;
· waive any informalities.
The University shall not be responsible for any cost incurred by the supplier in the preparation of a quotation. It must be specifically understood that a request for quotation does not create any obligation on the part of the University to enter into any contract or Purchase Order. Any supplier who expends time or money prior to award does so at the supplier’s own risk and expense.
Supplier Diversity
The Supplier Diversity Program was established to ensure that woman-owned, minority-owned, veteran-owned, and HUBZone-certified businesses have full opportunity to compete for the University’s business.
Please direct any questions about the Supplier Diversity Program to:
Duane M. Bullock
Supplier Diversity Manager
Penn State
101 Procurement Services Building
University Park, PA 16802-1004
Phone:
814-865-5417
Fax:
814-865-3028
E-mail:
DiverseSuppliers@psu.edu
