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Building Procurement Knowledge: How to do business with the University – a look at Purchasing Policy & Guidelines. Get to Know Purchasing. Visit our Website www.utoledo.edu/depts/purchasing Purchasing contract manager contact information Goods/Services product categories

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Get to Know Purchasing

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Building Procurement Knowledge:How to do business with the University – a look atPurchasing Policy & Guidelines


Get to Know Purchasing

  • Visit our Website www.utoledo.edu/depts/purchasing

  • Purchasing contract manager contact information

    • Goods/Services product categories

  • RFx (Proposal, Quote, Information) and Notices for construction projects

  • Directions to our offices (for drop off of RFx’s)

  • Supplier registration link


Your first step

  • Register online

    • Certifications

    • Group Purchasing Organization Affiliations

    • Goods/Services your company provides

  • View the goods/services of each contract manager

  • Contact the contract manager to set up an introductory meeting

  • Bring marketing materials (brochures, catalogs) to meeting

  • Ask questions to get clarification on University processes


Understand University Competitive Bid Policies

The Purchasing Department administers procurement in accordance with State law and University policy.

For Goods & Services:

$25,000 annually for goods (physical, tangible, receivable items)

$50,000 annually for services

** we also may elect to conduct bidding events for values below these thresholds


Request for Proposal (RFP) Process

What to do:

  • READ the RFP document and any related attachments in their entirety

  • Understand the Calendar of Events – pay particular attention to the DUE DATE and DELIVERY LOCATION – plan the submittal of your documents in a timely fashion

  • Take advantage of the Question and Answer period to clarify any parts of the RFP requests

  • Carefully go through the Instructions for Proposal Submission(this is where we see the most cause for disqualification)


What to do continued:

  • Comply with providing all requested documents and SIGN all documents where indicated

  • Answer all questions

  • Provide responses that are clear and concise, elaborate when necessary

  • Understand the University’s standard terms and conditions as supplied in the RFP

  • Be ready upon award to get started!


What to avoid:

Don’t miss the RFP submittal deadline

  • know the location of the purchasing office

  • Plan to deliver your RFP well in advance of due time.

    Don’t assume we’ll fill in the blanks

  • Provide us with all the needed, required documentation

  • Fill out all responses even if you have bid on goods or services prior

    Don’t assume it is all about Price

  • While the current financial times emphasize cost reductions – do not discount value added activities that also assist the University in realizing efficiencies.

    “Best overall value to the institution”


Beyond the RFP

  • Be responsive and responsible

  • Be flexible and adaptable to changing environments

  • Provide strong Customer Service and timely problem resolution

  • Meet with your Contract Manager at designated times of the year for business review meetings to discuss successes and areas for improvement

  • Together – we build strong relationships!


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