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
Lori Kish, Contracts Administrator is available to manage the agreement process for you. If
you have any questions, please contact Lori at 631-0370.
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
Sometimes a department will receive a call from a printing vendor stating that they had “x” amount of overrun and would they like to take the additional quantity at such a price. This is a standard practice in the printing industry due to an estimated 5-10% spoilage which can occur at different phases of production.
It is Notre Dame’s policy not to accept printing overruns. However, a department may choose to accept and purchase the overrun as long as it does not exceed a base quantity of 5% on runs less than 25,000 and 3% on runs over 25,000 unless the purchase order dictates otherwise.
If you need any help obtaining print quotes or have any questions about printing overruns, please call our helpdesk at 631-4BUY or Javier Hernandez 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 Procurement Services at 631-4289 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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