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Buying Tips

 

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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Procurement Services
709 Grace Hall, Notre Dame, IN 46556-5612
Phone: 574-631-4BUY • Email: buy@nd.edu
Notre Dame Home
University of Notre Dame
Notre Dame, Indiana 46556
Phone: 574-631-5000
Copyright ©2007 University of Notre Dame
Last modified: Friday, February 15, 2008