Vendor Information

1. Policy Statement
   
   The University of Richmond is committed to conducting its affairs in complete accordance with all applicable professional and ethical standards. To this end, all University personnel who purchase on behalf of the University are obligated to avoid conflicts of interest and perceived conflicts of interest in the procurement of goods and services. Procurements for goods and services are entered into solely on the merits of each transaction.  It is the policy of the University to obtain competitive price quotations or bids whenever practical. Requests to vendors are conducted in a manner that provides, to the maximum extent possible, open and free competition.
   
   Vendor quotations and bids are evaluated based on product quality, technical compliance with specifications, total price, service and reputation and credentials of the vendor. Vendor awards are made in the best interest of the University. Any and all quotations and bids may be rejected when it is in the University's best interest to do so.  Prices secured on quotations and bids are considered confidential and should not be discussed with other vendors by University personnel prior to the award of the transaction.  The University values its vendors and appreciates the services they provide. 
   
   Vendors sometimes seek to express their appreciation for the University's business through gifts. The best way for vendors to show their appreciation, however, is to continue to provide high-quality goods and excellent, reliable services at the best possible prices.
   
2. Purchasing Terms and Conditions
   
   1. The University of Richmond is a not-for-profit, educational institution. Therefore payment of tax on tangible personal property purchased for University business in the Commonwealth of Virginia is not required. The University's federal identification number if 54-0505965. The University's Commonwealth of Virginia tax exemption number is SE540505965F03162012. State sales and use tax certificate of exemption form will be issued upon request.
   
   2. If a cash discount for early payment can be taken by the University, that cash discount is specified on the order. The University will compute cash discounts from the date of the
   delivery of the goods at destination after inspection and acceptance, from the date of the completion of services, or from the date the correct invoice is received whichever is later, or as may be agreed between the University and the supplier or contractor. The cash discount will be taken if payment is made within the specified timeframe.
   
   3. Substitutions, changes, or deviations on orders may be made only with the prior approval of the ordering individual.
   
   4. By accepting and processing an order, the vendor agrees that the price(s) include(s) shipping FOB destination unless otherwise stated in the order.
   
   5. Delivered equipment, supplies, or materials are subject to inspection and/or test upon receipt. If rejected, goods remain the property of the supplier.
   
   6. The supplier must provide a current Material Safety Data Sheet (MSDS) on each delivered product containing any substance defined or described by the United States Federal Hazard Communication standard 1910.1200. MSDSs should be sent to:
   Safety and Risk Management, Special Programs Building, University of Richmond, Richmond, VA 23173.
   
   7. For payment, the invoice must be forwarded to: Accounts Payable, G-13 Maryland Hall, University of Richmond, Richmond, VA 23173.
   
   8. Unless prearranged payment will be NET 30. Payments will be issued 30 days from the date the goods are received or 30 days from the date a valid original invoice is received in Accounts Payable, whichever is later.
   
   9. To receive payment, a valid University of Richmond Purchase Order number must be shown on all invoices and shipments associated with a Purchase Order or Blanket Purchase Order.
   
3. Doing Business with the University of Richmond
   
   1. Vendor Application
   Vendors interested in doing business with the University of Richmond can request an application from Jerry Robinson, Purchasing Agent, 804.289.8891. The completed application may be faxed to Cheryl Blakely, Administrative Assistant, University Purchasing, 804.289.8809 or mailed to University Services, Physical Plant Building, Suite B, University of Richmond, VA 23173.  References must be included. Upon receipt, references will be confirmed. If approved, the vendor will be added to the University vendor database and will be eligible to do business with the University.
   
   2. Insurance Requirements
   The University requires a Certificate of Insurance from vendors and contractors who perform work or services in or on University facilities. The department managing the contract or transaction is responsible for maintaining the Certificate of Insurance for the duration of the contract or transaction.  All insurance coverages will be provided by insurance companies authorized to sell insurance in Virginia by the Virginia State Corporation Commission.  Unless approved in advance by the Office of Safety and Risk
   Management (804.289.8824), the following minimum insurance limits are required:
   
   A.  COMPREHENSIVE GENERAL LIABILITY
   Bodily injury and property damage
   $2,000,000 combined single limit per occurrence
   $3,000,000 general aggregate
   
   B.  COMPREHENSIVE AUTOMOBILE LIABILITY
   Bodily injury and property damage
   $1,000,000 combined single limit per occurrence
   
   C.  WORKERS COMPENSATION
   Virginia statutory limits
   
   3. Logos- Trademark Requirements
   The use of the University of Richmond names, marks, and official logos may only be purchased through an officially licensed University of Richmond manufacturer. Information about the licensing program may be obtained by contacting the Licensing Coordinator at 804.2876668.
   
   4. Corporate Purchasing Card
   The University encourages utilization of the JP Morgan Chase Purchasing Card (Master Card). The Purchasing Card can be used by departments to purchase directly goods and services up to $5,000 per transaction.
   
   5. Small, Minority-Owned and Women-Owned Vendors
   The University supports diversity in expenditures. Users are encouraged to consider using these vendors when placing orders.