Proposals and Quotations
The University utilizes a mixture of informal quotations and formal RFQs/RFPs, dependent upon the projected dollar amount and complexity of a particular commodity/service. Responses to quotations must be returned directly to Risk Management and Procurement, not to the requesting department. This policy serves to protect confidential pricing information provided by the supplier and also ensures that each supplier will be treated fairly in procurement decisions. Vendors who decline to bid on a particular project are asked to notify Risk Management and Procurement via facsimile or email. Any bid received after the specified due date will be considered non-responsive.
Vendor Risk Management (VRM)
The University practices a robust Vendor Risk Management (VRM) process. Part of this process involves collecting critical information from potential suppliers that can be utilized to access the risk of doing business with each key supplier. Information requested will include but not be limited to sophistication of business processes; enterprise-wide security of data; and current and historical lawsuits and fines. Key suppliers will be asked by invitation only to complete the supplier profile form, the first step in our VRM process. Any questions related to VRM can be directed to Risk Management and Procurement.
A properly executed purchase order is required to procure the majority of the goods for the University. Vendors should receive a signed purchase order before any items are shipped or services provided. Items shipped without a purchase order will not be paid for by the University and will be returned to the vendor with an RMA number at the vendor's sole expense. All invoices related to a purchase order must bear an authorized purchase order number. The University will not be held financially responsible for any invoicing that does not bear an authorized purchase order number, when applicable.
All contracts and agreements must bear the signature of an authorized agent of the University. Any contract $10,000 or more must be signed by the senior vice president of finance and operations in order to be considered an enforceable agreement. Department directors/chairs may sign agreements under $10,000. Please verify that your copy of the agreement contains the appropriate signature prior to proceeding with your work. All invoices related to a contract or agreement must bear the agreement number noted in the agreement. The University will not be held financially responsible for invoicing that does not bear an agreement number, when applicable.
Invoices should be directed to the Accounts Payable Department, Point Park University, 201 Wood Street, Pittsburgh, PA 15222, in a timely fashion. Invoices may also be emailed to email@example.com. The University's standard payment terms are Net 30 days unless otherwise negotiated on an individual contract basis. The University is exempt from the payment of state sales tax on most purchases. Requests for tax exemption certificates should be directed to the Business Office at 412-392-3966.
Delivery Status Updates
Risk Management and Procurement will call routinely to inquire about the status of deliveries, particularly those that have exceeded the expected due date. Please remember that "on-time" delivery is a key component of supplier evaluation; poor delivery will preclude a supplier from receiving future business.
Please follow any delivery instructions referenced on the purchase order and supporting documents. Please note that University deliveries are to be shipped "FOB, Destination." No exceptions will be made to this policy. Standard delivery hours are Monday through Friday, 8:30 a.m. to 4 p.m. Purchase order numbers should be referenced on the outside of all packages to facilitate identification by the mailroom.
Return of Merchandise
The University reserves the right to return, at the supplier's expense, any merchandise that does not meet quality standards, technical specifications, or other conditions stated on the commitment document.
Equipment Provided for Evaluation
No equipment can be provided for evaluation without prior approval by Risk Management and Procurement. The University requires that an equipment evaluation agreement be signed by the lending vendor before any equipment is delivered to campus. The University will not be held responsible for the proper use and return of any item provided for evaluation without prior written approval from Risk Management and Procurement and signature of both parties on the equipment evaluation agreement.