Purchasing Guidelines & Procedures
Board of Regents affirms that the best interests of the State of
Iowa and the Regent institutions are served through implementation
of a full and free competitive purchasing system fostered by the
use of open specifications, competitive bids or quotations and awards
to the lowest bidder consistent with the quality and service required.
Nothing contained in these guidelines shall be construed to mean
that inferior or inappropriate goods should be purchased.
following Guidelines and Procedures apply to all University accounts
including research, grant, gift, activity and state appropriated
fund sources. Additionally, the Board of Regents Procedural Guide
provides explicit authority to implement Guidelines and Procedures.
See 7.05 Audits, which lends support
for the Purchasing Departments in the Regent institutional system.
periodically bids and negotiates a contract for University air travel.
All air travel reservations and arrangements should be made by the
traveler or traveler's department directly with the contracted agency.
UNI's preferred travel agencies are 1) Short's Travel Service (primary)
and 2) Travel and Transport (secondary). Both agencies are
capable of 1) online e-travel reservations, 2) e-mail reservation
requests and 3) phone reservations. All reservations will be matched
against web fares from more than 60 travel web sites. Most airlines
use e-tickets and if the traveler requests a paper ticket the airlines
may require an additional charge. Please go to www.shortstravel.com/uni
and www.tandt.com for more
information. Traveler profiles can be set in place any time.
Questions call Shorts Travel 234-5577, Travel and Transport (515)
292-5584 or Brian Looby 3-3537. Payment for registrations
and air tickets can be completed on the procurement card.
agencies offer Internet fare searches to corporate clients as a
part of the "best fare assurance" process. Best Fare Assurance means
agents will check all fare categories, including Internet fares,
alternate itineraries and alternate airports to insure corporate
travelers are offered the lowest travel options, however Waterloo
airport departures are preferred when prices are comparable.
sites sometimes offer lower airfares than contracted travel agencies;
however you must consider that searching several Internet sites
for the lowest fare will require an investment of time. Individual
departments will have to make decisions whether it is better to
take the time to search Internet sites or whether to accept the
quoted fare from our contracted agency.
Internet sites limit their list of airlines, and some airlines have
set up their own web sites that feature only their own flights.
Some sites that use an auction method (like Priceline.com) will
not tell you the airline name, flight times or number of connections
required until you book the flight on your credit card. And unless
you are extremely flexible with your schedule this may not be the
best option considering extra travel time and possible extra lodging
and meals to consider. Also remember that taxes are not usually
included in bid pricing at auction sites.
for charter travel or special group rates are also available. Call
Purchasing or the travel agency for more information and specific
periodically bids and negotiates an agreement for ATM machines on
campus. The contracted vendor has the exclusive right to provide
money machines on the UNI campus. The current provider is Veridan Bank.
account code combination within the University system is required
to have an approval hierarchy as a means of regulating expenditures.
Each department is responsible for establishing who within their
organization shall have authority to purchase, and the dollar limits
at which various approvals are required. This is done by completing
for MEMFIS Access form and submitting it to Information Technology
Services, mail code 0381. The actual set up of the electronic approval
hierarchy within Oracle is a Purchasing responsibility. Any change
in staffing or dollar limits, must be reported to Purchasing using
the same form. Position reclassifications also affect the hierarchy
but these should be updated automatically by Purchasing.
approval limits already established:
Based on specific business needs, approval limits may be flexible.
to sign on Request for Payment forms, Travel Reimbursements and
Procurement Card journal entries is limited to department heads,
unless specific documentation indicating otherwise has been provided
to Business Operations.
and Contract Orders
and contract orders are purchase orders which are good for a specific
period of time and allow departments to purchase frequently used
items as needed without writing a requisition for each
occurrence. Departments may specify a "not to exceed"
dollar limit on blanket orders. Call Purchasing
for more information.
The university operates on a fiscal year of July 1 to June 30. Each department requesting to purchase goods or services must have an account that is budgeted and funded within the university system. No expenditures may occur against accounts that have insufficient funding. Refer to University Policy 9.22 for more information on budget.
relates to purchasing, all general fund accounts need to be committed
and items received/delivered by June 30 of each fiscal year. If
a department anticipates any special purchases for either supplies
or equipment, contact Purchasing so that appropriate bids can
be taken. The bid process takes approximately four weeks depending
on the complexity of the item requested, and does not obligate
the department to place an order; it only prepares the department
for the possibility should year end funding become available.
a general guideline, all equipment purchases should be placed
by May 15, and all supplies by May 31 in order to guaranty delivery
by June 30.
Supply provides an economical source of supply for a variety of
campus needs including office supplies, janitorial products, tools
and paper. The President's Cabinet has designated Campus Supply
to be a "Vendor of First Contact". By using Campus Supply the
entire University community realizes significant savings from
volume purchasing, and assures that mandated Board of Regents
requirements are complied with regarding purchase of certain supplies.
Please refer to the Campus
Supply website for further information.
car rentals connected with University travel must be approved
in advance by the appropriate department head. The University
has discounted car rental agreements with Alamo, Avis, Budget,
Enterprise, and National. Interested travelers should contact
Purchasing for details. Note that other rental companies may have
better rates available at certain times due to specials. It is
usually beneficial to compare rates. The agencies which handle
University air travel can check these rates and make reservations
for the traveler.
is preferred because the rate already includes collision and
liability damage waiver.
or wireless phone service may be provided for employee use with
a defined business need and departmental approval. Employees
are encouraged to utilize the university preferred supplier of
cellular service. This service is bid and negotiated periodically
to ensure competitive rates. The current provider is US
Cellular, and the contact is Jeff DeLong 319/721-6640.
for service should include, but may not be limited to:
travel across a geographic area away from the University.
need for others to communicate with the employee about University
business when the employee is away from campus.
need for the employee to communicate with others about University
business when the employee is away from campus.
employee is responsible for programs, services or systems that
necessitate frequent and immediate communication throughout
the day or night.
Personal use should be limited and departments are responsible
for ensuring personal calls incurring additional expense are reimbursed.
of Ethics - National Association of Educational Buyers (NAEB)
first consideration to the objectives and policies of my institution.
to obtain the maximum value for each dollar of expenditure.
personal gifts or gratuities.
all competitive suppliers equal consideration insofar as state
or federal statute and institutional policy permit.
business with potential and current suppliers in an atmosphere
of good faith, devoid of intentional misrepresentation.
honesty in sales representation whether offered through the
medium of a verbal or written statement, an advertisement or
a sample of the product.
Receive consent of originator of proprietary ideas and designs
before using them for competitive purchasing purposes.
every reasonable effort to negotiate an equitable and mutually
agreeable settlement of any controversy with a supplier; and/or
be willing to submit any major controversies to arbitration
or other third party review, insofar as the established policies
of my institution permit.
a prompt and courteous reception insofar as conditions permit
to all who call on legitimate business missions.
with trade, industrial and professional associations, and with
governmental and private agencies for the purposes of promoting
and developing sound business methods.
fair, ethical and legal trade practices.
and cooperate with NAEB members and promote a spirit of unity
and a keen interest in professional growth among them.
Purchasing & Payables Manager shall be responsible for establishing procedures
to ensure that goods and services are competitively selected.
Written bids are required for purchases that are expected to exceed
$25,000. Competitive selection may incorporate multiple criteria
of award, with awards made based on the bidder whose proposal
provides the best value as determined by the institution/purchasing
department. Non-competitive and sole source purchases are recognized
as proper procurement procedures only under appropriate
circumstances such as:
satisfactory alternative source is known or can be found.
emergency situation (real and not due to inefficiency).
University contract covering the purchase is in place.
Request for Waiver of Competitive Bidding
Sole Source Purchase Justification
appropriate justification and documentation will be required
before proceeding with purchases under 1 and 2 above.
reserves the right to require, or departments may request written
bids for purchases less than $25,000.
Equipment orders from $5,000 to $25,000 will require a minimum
of one phone, facsimile, or written bid for encumbrance purposes.
requirements for printing are the same as requirements for other
purchases, see Printing.
bids normally will require a sealed response and a specified
time and place for receipt and public opening. A fax response
is not acceptable. A public notice prior to the bid is
also normally required.
bids are the type most often used. Purchasing mails or
faxes the vendor a "Request for Quotations" form with
a specified due date for the response. Phone responses are allowed
but must be confirmed in writing. Fax responses are also allowed
for informal bids.
Purchasing & Payables Manager may depending on the circumstance delegate
informal phone bidding to a department, but complete documentation
of responses will be required in Purchasing before proceeding
with the purchase.
Vendors cannot be held accountable to phone quotes unless they
are confirmed in writing.
bid document carries various clauses which allow some flexibility
in making awards. Generally UNI reserves the right to split awards
among the vendors if desirable, reject all offers in whole or
in part and allows alternates to be considered. If a department
has just reason to request waiver of one of the above conditions,
this must be discussed with Purchasing in advance of issuing
bid documents and information must be returned to Purchasing whether
or not an award will be made. Purchasing is the only office through
which bid or order information should be made available to the
Should a department recommend an award to other than the lowest
compliant bidder, a written justification must be prepared and
the Purchasing & Payables Manager must review the award request before final
approval and order.
awards shall be made, no orders shall be placed, and no contracts
shall be signed except by Purchasing or their designee.
Board of Regents has a comprehensive policy as to what constitutes
a conflict of interest (Chapter
7.08) . The policy, in general, provides that Regent employees shall not sell any goods or services to any
Regent institution if the value exceeds $1,000 per transaction or
$2,000 annually unless pursuant to pre-approval by the Board of
Regents. Further, any employee who has an ownership interest in,
executive position, or other remunerative relationship with prospective
suppliers of goods or service, shall not participate in preparing of specifications,
qualifying vendors, or selecting of final vendor for award.
policy on receiving and soliciting gifts further discourages:
travel for any reason taken at a vendor's or potential vendor's
from or offering to vendors any gifts or gratuities in exchange
for any special consideration.
See UNI Conflict of Interest Vendors
See Conflicts of Interest in Projects with External Funding
Contact Brian Looby for more information 273-3537
Purchasing Department is responsible for the general procurement
of supplies, equipment and services for the University. Board
of Regents Policy mandates competitive bidding at $25,000 or greater
for supplies and equipment, and $25,000 for professional services.
The bid threshold for services is based on a one-time cost, or
on a cumulative cost for on-going services under the terms of
the project engagement. Signing a contract or agreement does not
relieve a department's responsibility to coordinate the acquisition
through the Purchasing Department. See also Policy 10.02
under University Policies and Procedures.
All purchases of the University as a general rule must have a
public purpose. The personal use of the purchasing or payment
systems is prohibited by law and can result in discipline, up
to and including dismissal from employment. Refer to Policy
9.73 University Policies and Procedures for more information.
Examples of items that are prohibited from purchase include, but
are not limited to:
costing more than $5,000 unless accompanied by a written bid
that verifies the price and shipping cost if any
food, entertainment unless approved as having a public purpose
by the Director of Business Operations. Refer to Policy
13.07 University Policies and Procedures for more detailed
except as authorized through the Office of University Marketing
and Public Relations and or UNI Print Services. Please refer
to Board of Regents Policy
This is an addition to the existing statement under Conflict
Please refer to Board of Regents Policy
4.39 and Iowa Code Chapter 68B.22 for more information.
encourages the use of procurement cards for most emergency purchases.
Or a department could have someone pay for the purchase personally
and seek reimbursement.
situations where the dollar amount is substantially higher than
recommended for a procurement card, the department can request
the purchase electronically and then alert Purchasing to search
for and create the purchase order as soon as possible. The order
number will be assigned by the system when the order is created
and Purchasing can then notify the department and/or the supplier.
emergency situation is handled on its own merits.
University has set certain standards for furniture acquisition,
and has several contracts in place where educational discounts
are available. Standard office furniture should be purchased through
the Purchasing Department, and furniture associated with remodeling
projects or any specialized furnishings should be discussed first
with Facilities Planning before proceeding with the actual purchase.
Standards for chairs can be viewed at the Facilities web site
Select furniture and then click on "chairs"; you will find the
description and several pictures available for your selection.
These chairs and all 'standard' items such as bookcases, desks,
files should be purchased on an electronic requisition through
Purchasing; procurement cards are not to be used for furniture
requests for non-standard/specialized furnishings should be requested
through Associate Director for Architectural and Engineering Services,
lease, lease-purchase and rental of equipment, supplies, vehicles,
etc. are subject to the same acquisition process including competitive
bids that apply to regular purchases. All potential lease
situations must be discussed with and approved by the Controller
- By Iowa law, preference will be given to Iowa vendors and products
produced within the State of Iowa, when the items are of a quality
reasonably suited to the purposes intended and can be secured
without additional cost.
Iowa Targeted Small Business (TSB) procurement program exists
to promote the growth, development, and diversification of Iowa
businesses owned by minorities and women. The University has implemented
a program to award a portion of the University's annual purchases
of goods and services, including construction services, to certified
TSB's. Whenever possible, Purchasing will utilize TSB's for bid
solicitations and awards. A list of TSB's can be found at http://www.vpaf.uni.edu/obo/purchasing/tsb.shtml
and Recycled Product Procurement - All state agencies
including the Board of Regents institutions are required to meet
the following goals:
degradable plastic bags shall be used for all trash and garbage
when economically feasible.
degradable foam products shall be used as food and beverage
containers. Paper substitutes are recommended.
of recycled paper products for the purpose of writing, typing
and printing shall be 90% by January 1, 2000.
of recycled tissue products is 100%.
and paper should be ordered from Campus Supply.
Hydraulic Fluids, Greases and Other Industrial Lubricants
- All state agencies including the Board of Regents institutions
shall give preference to purchasing bio-based products
vs. petroleum-based products as provided in section 8A.316.
Iowa Prison Industries - All state agencies including
the Board of Regents instituions shall provide purchase opportunities
to IPI when the products are comparable in price and quality to
product bearing an identifying mark which can be interpreted as
representing UNI must be licensed. The University asserts ownership
over its name or any mark or symbol that is associated with or
refers to the University. The licensing program seeks to protect
the University's good name, identifying marks, and reputation
by ensuring that all products bearing its name or likeness are
of the finest quality and reflect positively on the University.
purchase of any product which carries an identifying UNI mark
must have pre-approval from the University licensing administrator.
Contact Leon Costello at (319) 273-7044 for more information, or
for a list of licensed approved suppliers.
for University Guests
Special rates are available for University guests at some local
hotels and motels. Current participants are Holiday Inn, University
Inn and Country Inn and Suites, all in Cedar Falls; rates may
vary depending on length of stay. When making reservations request
a direct bill to your department, provide the department name
and address, and UNI’s tax exempt number, 07-001818. Payment
should be initiated using the Request for Payment form,
located under Memfis Forms, and submitted with appropriate receipts
and approvals to Business Operations, Accounts Payable (mail code
definition maintenance contracts typically are annual agreements
offered for sale by suppliers to cover average repairs and service
calls on the equipment they sell. Costs vary according to the
type of equipment, and what services are included in the agreement.
The university does not have a policy as to whether departments
should or should not purchase maintenance contracts on equipment
they own. This is strictly a decision to be made by the department
based on how expensive the equipment is, and how much it will
be used and the age of the equipment to be covered.
agreements should not be considered until the equipment warranty
period is approaching expiration. At that time a department should
consider the cost of a maintenance agreement versus the likelihood
of significant, costly repairs over the remaining life of the
equipment. However if repairs are necessary, most reputable suppliers
offer service calls on an 'as needed' basis, and typically will
charge for time, parts and sometimes travel time.
does offer a maintenance program which was competitively bid, and
is currently provided by IKON. For more information on coverage
and pricing, contact Molly.Rickertl@uni.edu
in Purchasing ext. 3-6448. Inquiries on maintenance contracts
available, or in place, for computer equipment should be directed
to the ITS contact for each division or college.
These payments are referred to simply as "Request for Payment" or "direct pays". Typically the requests to pay are after-the-fact purchases or expenses, or may be in advance of the event in the case of speakers, etc. For purchases, the vendor invoice must be attached to the Request for Payment form to initiate payment; no requisition is needed. In the case of speakers or various other honoraria payments (procedures for honoraria payments), there will be no bill but information such as what the event is, date, reason, vendor ID number, social security number, home address, etc. must be included. Do not create Request for Payment forms for items ordered or received on purchase orders. The Request for Payment form can be found by proceeding MEMFIS Forms, select letter "R" at the top and scroll down to find the form template. Print the form and complete.
Board policy defines Movable Equipment as any movable property which has a minimum useful life of one year or more and a minimum unit acquisition cost of $2,000, is identifiable, and is not a replacement part, and is of a use, size, and/or shape that permits attachment of a University inventory control number refer to fixed asset procedures and policy for more information.
Equipment purchases are subject to the following review procedure
prior to the issuance of a purchase order or any other commitment
by the University. Dollar amounts refer to either single or multiple
pieces of Movable Equipment as defined above. Directly related
orders must be submitted together and not divided into smaller
orders to circumvent policy.
with a unit cost of less than $250,000 or a total purchase cost
less than $500,000, will be purchased by the chief business
officer of each institution, acting through the institutional
purchasing agent, as outlined in Competitive Procedures
with a unit cost greater than $250,000 or a total purchase cost
of $500,000 to $1,000,000 will be submitted to the Board Office
for approval. The Executive Director will notify the Board of
such actions. At the discretion of the Executive Director, the
equipment purchase may be submitted to the Board for approval.
costing more than $1,000,000 must be submitted to the Board
executive director may approve emergency purchases which exceed
$1,000,000 to be followed by Board ratification. Emergency
purchases are defined in IAC 681-8.9(4).
Ads and Contracts
contracts exist with the Waterloo Courier and the Des Moines Register.
The contract rate must be requested when the order is placed.
Departments should send an electronic requisition to Purchasing
with the ad copy faxed or sent separately, and a purchase order
will be issued. If an emergency situation exists due to publication
deadlines, Procurement cards can also be used, but remember to
request the contract rate when phoning or faxing the ad.
is defined as any payment made prior to the receipt, whether in
whole or in part, of goods or services ordered. As a general rule,
prepayments of any kind are not encouraged, but may be authorized
when such prepayment is determined to be in the best interest
of the University and the State of Iowa .
prepayment is required by a supplier before goods are shipped
or services provided, typically at the time of order, and requires
authorization by the Purchasing and Payables Manager.
prepayment is not required by the supplier, but may be requested;
expediting delivery or altering payment terms. In these
instances approval should be sought from the Director of Purchasing
Services to determine if it's in the best interest of UNI and
the State of Iowa, before proceeding.
University printing jobs shall be handled in accordance with Policy 7.10 BOR. Printing is defined as either the reproduction of an image by a transfer of ink or a photographic process. Oversight of this shall be through the central printing operation or "UNI Print Services". The President's Cabinet has also direct that Print Services be a vendor of first contact
for on-campus printing should be sent directly to Print Services.
of special forms or special envelopes, etc. should be sent to
Purchasing to request bids, if necessary, and place a purchase
printing (pamphlets, brochures, catalogs) which require art
work, graphic design services, etc. must be requested through
the Office of University Marketing & Public Relations regardless
of the dollar amount of the purchase.
bids and awards shall be processed through Purchasing Services.
and copying shall not be charged on UNI procurement cards.
purchasing for the University shall be conducted using only the
approved forms and in the manner prescribed as a requirement for
uniformity from the state audit division. Instructions on the
use of forms may be obtained from Purchasing or the Memfis help
Service Agreements are contracts for unique, technical and/or
infrequent functions performed by an independent contractor qualified
by education, experience and/or technical ability to provide services.
In most cases these services are of a specific project nature,
and are not a continuing, on-going responsibility of the institution.
service agreements for greater than $25,000 must be selected through
a competitive Request for Proposal (RFP) process unless the service
is a sole source purchase that is appropriately documented. The
$25,000 threshold is not based on a one-time cost, but rather
on a cumulative cost for on-going services under the terms of
the project engagement. Professional service agreements, which
are less than $25,000 over the course of service, may be entered
into without using the required competitive bidding process unless a response from a Conflict of Interest Vendor is expected. If this is possible the dollar threshold reduces to $2,000. Selection
of a professional service provider shall be based on a variety
of criteria including, but not limited to, demonstrated competence,
knowledge, references and unique qualifications to perform the
services, in addition to offering a fair and reasonable price
that is consistent with current market conditions. Additional
criteria may be used as appropriate to the circumstances.
PO is the usual and official method of purchase for items $1,000
or more. (If amount is under $1,000, please use the procurement
card, request for payment, or reimbursement procedure). Purchase
orders are issued by the Purchasing Office and are generated from
the department requisition. Departments can follow the progress
of their request by going to 'tools' and selecting 'view action
history'. Purchasing can take no action on the requisition until
all required approvals have been obtained. Once approved the requisition
is available to the buyer to create the purchase order. It
is the department's responsibility to immediately verify the
accuracy of the purchase order and notify Purchasing of any discrepancy.
Normal turn-around time on most requisitions not requiring bids
is one working day after receipt by Purchasing. Requests
requiring bids may take ten days to two weeks depending on the
complexity of the items being ordered.
All vendors who have supplied goods or services to the University
are required to submit a written billing (invoice) to Purchasing
to initiate payment.
Purchasing and Payables Manager is the authorized purchasing officer
of the University for all equipment, furnishings, supplies, and
services. Purchasing is authorized to establish and implement
University Purchasing Procedures. Purchase orders placed by individuals
outside of purchasing procedures may be considered a personal
transaction between the vendor and the individual.
Purchasing department is the official university contact with
vendors, and is responsible for coordinating bids, negotiations,
or clarifications affecting purchase, price, terms, and delivery
for all materials required for the operation of the University*.
At the discretion of the Manager, this responsibility may be
delegated to requesting departments for small purchases or informal
strives to provide service to both campus users and to vendors.
Purchasing procedures are not all-inclusive but attempt to provide
structured guidelines covering most procurement and payment situations.
Additional assistance or information needed by departments or
individuals will be provided on request.
Relations is responsible for printing guideline and procedures,
see BOR Printing 7.01.
on Purchase Orders
a department submits an electronic requisition and all electronic
approvals have been added, the requisition becomes available to
Purchasing to create a corresponding purchase order. Upon receipt
of merchandise from the vendor, the department must then 'receive'
on the corresponding purchase order for the items that have been
received. The receiving information must be entered in the Oracle system
in order for payment to be initiated to the vendor.
date of receipt is critical, specifically, at year end when general
fund accounts must have merchandise received by June 30 in order
to be encumbered from the present fiscal year monies in accordance
with State of Iowa Code.
receiving function is performed electronically in the Oracle application.
Directions on how to receive in can be found in the Receiving
Quick Reference Guide.
a general guideline requests for purchase of goods and services
over $1,000 shall be submitted on an electronic requisition. The requisition form is located ine-Business suite applications. Access is limited to users who have
a username and password that provides security to departmental
Before creating a requisition a supplier should be selected. If the supplier is not setup in MEMFIS, departments who are purchasing from new suppliers must submit a completed Supplier Information Form to the Supplier Team in OBO, 0008 or fax to 273-3009..
with a firm price from the supplier should note the quotation number
and any other identification in the description of
requisition created has a unique number for tracking
purposes and each resulting purchase order will have a unique
Requisitions is a quick reference guide with
directions on how to create a requisition in e-Business Suite.
When requesting the purchase of equipment with a trade-in
of existing items, the trade-in must be itemized with the serial
number and/or UNI number listed. The new equipment value or cost
will determine the expense class.
Scams and Buyer Alerts
There are many unreliable and unscrupulous suppliers out there, with most being nothing more than telephone scams. Schools are often prime targets because of their many and varied departments. It is wise never to place phone orders with or pay any invoice to a company you are unsure of or have doubts about. Usually when goods are supplied by these suppliers, they are priced outrageously, sometimes four times the normal cost. Toners and office supplies are the most likely supplies to be offered, but advertising or listings in catalogs or newspapers run a close second. Please take the following precautions:
- Get all information
in writing and then check out the company with Purchasing Services.
- Never give
your equipment serial number/s to any caller you are not familiar
- Check with
or refer the caller to Purchasing Services to confirm business
with any company or seller that is questionable.
internal controls within your own department regarding payment
of unfamiliar invoices.
- Channel all
payments through one person in your department if possible.
- Use purchase
orders, procurement card or request for payment to order or pay.
- Check all
invoices against purchase orders and procard transactions as well
as against the goods or services received.
- If a dispute
arises with an unauthorized or questionable invoice, notify Purchasing
- Allow only
authorized purchasers to place orders, receive and initiate payment.
- Inform all
employees about UNI purchasing, receiving and payment policies.
- Always ask
supply representatives for their name, company name and telephone
number; if they are hesitant, refuse to place the order and hang
- Always be
suspicious if a sales person is pushy, drops familiar names, exhibits
rudeness or inappropriate behavior.
- If in doubt
about any call you receive, immediately transfer the caller to
UNI Purchasing Services.
- Do NOT accept
- Do not accept
delivery if there is any question the order is not authorized;
notify Purchasing Services immediately and we can refuse/return
These supplier names have been associated with less than ethical business practice in the past. This is not a complete list; suppliers change names frequently.
Angeles Distribution Company
Atlas Business Supplies
Central Distribution, Inc.
Certified Supply Center, Inc.
Commercial Office Systems, Inc.
Distribution Service Center
Distribution Warehouse Center
District Distribution Corporation
Global Micro Experts
GT Toner Supplies
Intercoast Supply Center
International Supply Center
International Supply Service
National Business Info
National Business Information Exchange
National Freight Services
National Medical Hospital & Supply Company
National Supply Center
Pin Point Publishing
Premium Marketing Services
Purity Medical Products
Regional distribution Center
Regional Supply Center, Inc.
Supplies Distribution Network (SDN)
Supply Information Center
Upstate Supply, Inc.
UPA United Publishers of America
UTP Digital Directories
Walstreet B2B, Inc
World Data Publishing
|Yellow Pages Publishers
*UNI accepts no responsibility/liability for suppliers of same or similar name as those that appear above.
and Standards for Purchases
should be prepared to assure competition is not restricted or
precluded. All requests for purchases at public expense should,
whenever possible and practical, be made in general terms addressing
functionality rather than brand or trade names. Brand names and/or
reference/model numbers, when used, should be for reference purposes,
or to indicate the character or quality desired.
is also given to standardization and compatibility requirements
which should be maintained for purposes of cost efficient replacement
ability of Iowa businesses to compete in bidding for goods and
services should be given due consideration when establishing specifications
and standards. UNI will continue to observe the goals of quality
and economy while meeting the needs of the university.
Items declared as surplus by any department should be offered or placed within the University if possible. Refer to University Property Policy 8.01 for further additional information. Items may also be used as a trade-in if economically feasible. Disposition thereafter will require soliciting bids, public auction or sale, or dismantling for parts. Contact Purchasing Services or the Fixed Asset Accountant in the Office of Business Operations with questions.
The Campus Warehouse does maintain some surplus furniture in stock for departments to use at no charge. Contact the Fixed Asset Accountant at 273-3527 for more information. Surplus items should not be used in newly renovated spaces without consulting with interior design at Facilities Services.
of Regents' institutions purchase cars, trucks, and vans cooperatively
with the Iowa Department of Administrative Services and the Iowa
Department of Transportation. Specifications and bids are prepared
jointly each fall for new models. Departments planning to purchase
a new vehicle must seek approval of the division head and contact
either Purchasing Services or the Transportation Manager no later
than July 1 so the request can be included in the cooperative
purchase specifications. Specialized vehicles or needs that
arise during other times of the year must be competitively bid through
Purchasing Services periodically bids and negotiates a contract for vending services for most areas of the campus. The contracted vendor or vendors have the exclusive right to provide food and soft drinks for sale in the contracted areas. Any department, activity, camp, or sponsored program wishing to provide snack or soft drink items to participants should contact Purchasing for information on how to proceed.
location requests shall take into consideration the potential
for noise and traffic disturbances as well as safety issues. Purchasing Services,
Facilities Services and the vendor will coordinate all installations.
Prior to adding new locations, comments will be sought from other departments in the building.