Requirements for a contractor or consultant
Did you know that prior to a contractor or consultant
performing any work or providing service, they must submit
the following:
- Insurance Requirements and Indemnification Agreement
- Certificate of Insurance
Ann Simpson, Manager of Contracts for Procurement Services,
is available to manage the agreement process for you. If
you have any questions, please contact Ann at 631-6815.
Planning your large purchases/service
maintenance agreements
When making large purchases (over $5K) or requesting service
maintenance agreements, please allow two to four weeks for
legal and business review of the transaction. University
policy requires three bids for purchases greater than $5K.
In addition, closer review of business and legal
considerations is performed for these large transactions.
For instance, the terms and conditions of the transactions
are often verified if there is not an existing contract.
Similarly, service maintenance agreements must be reviewed
by the Office of the General Counsel and require Officer
approval. Notifiying Procurement Services about your intent
to purchase will expedite these processes.
Specify "No Overruns" When Getting
Print Quotes
The three required bids are in, you've made your selection,
and your job is printed. When the invoice comes in you
see you’ve been charged for 10% overage. Standard
in the industry, you think. Yes and no. Yes, it is a standard
policy for many offset printers. Industry experts admit
this is a way to sometimes lowball the quote and then make
it up on the backend. But if you make it clear upfront
that you do not accept overruns, you will not get that
surprise charge.
Notre Dame's policy is that overruns must not exceed a
base quantity of 5% or runs less than 25,000; and 3% on
runs over 25,000 unless Purchase Order dictates otherwise.
If it is a big job, and you did specify on the purchase
order that you would not accept overruns, you may still
get a call from your vendor saying that they had "x" number
of overruns and would you like to buy them at so much per
piece. You now decide if you need them and want to pay
for them. They are not automatically added to your invoice.
Procurement Services is ready to assist you for obtaining
the right print quotes. Please call our helpdesk at 631-4BUY
with any questions or Nina
Hershberger at 631-8216.
Toner Scams
If someone tries to offer you toner at a "reduced" price,
or if they send you toner and/or an invoice for merchandise
you did not order, please refuse it. Scam artists frequently
call departments stating that toner cartridge "X" (which
you use) was ordered in error by another department at
the University. They may ask you to consider purchasing
the shipment at a "special price" so that the
shipment will not have to be returned. Also, the scam artisits
may actually use the name of the office assistant or department
chair when making their pitch.
If this happens to you, please ask them to contact Procurement
Services. Use strategic/preferred suppliers for your purchases.
Please contact Nina Hershberger
(1-8216) for more information on how to purchase
toner cartridges.
How do I buy Audio Visual equipment?
Vista Presentation Solutions has provided many configurations of A/V products using NEC Projectors, Crestron controls, and DaLite or Draper screens. They offer A/V products, design assistance, installation, and after sale support. They can be reached at 277-3400, and the Notre Dame contact is James Hevel. You can also call Dan Brewer in Procurement Services at 631-9510 for assistance or recommendations.
NOTE: Purchases over $25,000 are subject to the bidding guidelines and appropriate paperwork will be required by Procurement Services.
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