Procurement

Purchasing Principles

The University is committed to obtaining the best overall value when purchasing goods and services. “Best value” is defined as the optimal balance of quality, performance, and price.

To achieve this, we:

• Rely on supplier expertise within their respective industries,
• Encourage collaboration and value analysis, and
• Welcome supplier recommendations that identify opportunities for cost savings or improved efficiency.

Our goal is to ensure responsible stewardship of University resources while maintaining high standards of quality and service.

Authorization to Commit

Appointments & Referrals

All initial sales inquiries must be directed to the Procurement Department. Please contact Michael Shahen at 412-392-3985.

Departmental Visits

We ask that vendors respect our academic environment by not entering University departments without a scheduled appointment and a referral from Procurement. Vendors on campus without an appointment may be asked to leave by Campus Security.

Security & Check-In

To maintain a safe campus, all visitors must:

• Check in at the Academic Hall Security Desk (Atrium Lobby).
• Wear the provided visitor’s badge at all times.
• Check in upon arrival, regardless of the department being visited.

Proposals and Quotations

Point Park University uses a combination of informal quotations and formal Requests for Quotation (RFQs) and Requests for Proposal (RFPs), depending on the dollar amount and complexity of the goods or services being procured. All quotation and proposal responses must be submitted directly to the Procurement Department, not to the requesting department. This process protects confidential pricing information and ensures fair and consistent treatment of all suppliers. Vendors who choose not to submit a response are asked to notify Procurement by email. Proposals or quotations received after the stated deadline will be considered non-responsive and may not be evaluated.

Competitive Bidding Policy

The University competitively bids and/or negotiates commodity and service requirements on behalf of the institution. During any competitive bidding or negotiation process, all communication with potential suppliers must be conducted through the Procurement Department.

To ensure a fair and transparent process:

• Vendors should not contact individual evaluation team members unless specifically directed by Procurement.
• All questions must be submitted through the Procurement Department.
• Unauthorized contact may result in disqualification from the process.

As a private institution, the University is not required to award contracts to the lowest bidder. Awards are made based on the best evaluated proposal, considering factors such as:

• Price
• Compliance with specifications
• Quality of goods or services
• Vendor qualifications and experience
• Ability to meet delivery and performance requirements

The University is not subject to public bid opening or public disclosure laws. Vendors should not request competitor pricing or proposal details.

Purchase Orders

A properly executed purchase order (PO) is required before goods are shipped or services are performed. Vendors must receive an authorized PO prior to delivery. Goods or services provided without a valid PO will not be paid for and may be returned at the vendor’s expense. All invoices must reference a valid University purchase order number. The University is not responsible for payment of invoices that do not include an authorized PO number when one is required. University Purchase Order Terms and Conditions can be viewed here: [link]

Contracts and Agreements

All contracts and agreements must be reviewed and approved by the Office of General Counsel prior to execution. Vendors should not rely on verbal agreements or departmental approvals in lieu of a signed contract. For contract-related questions, please contact the Office of General Counsel.

Invoicing and Payment

Invoices should be submitted promptly to the Accounts Payable Department: Point Park University 201 Wood Street Pittsburgh, PA 15222 Invoices may also be emailed to: lmower@pointpark.edu Standard payment terms are Net 30 days unless otherwise specified in a contract. Point Park University is exempt from most state sales tax. Requests for tax exemption certificates should be directed to the Business Office at 412-392-3966.

Delivery Status and Performance

Procurement regularly monitors delivery performance. Vendors may be contacted for status updates, particularly when deliveries exceed agreed timelines. On-time delivery is a key component of supplier performance evaluation. Repeated delivery issues may affect eligibility for future business.

Deliveries

All deliveries must follow the instructions listed on the purchase order and supporting documents. Shipping terms are FOB Destination Standard delivery hours: Monday–Friday, 8:30 a.m. – 4:00 p.m. Purchase order numbers must appear on the outside of all packages.  Detailed delivery locations and instructions are available here: Delivery Instructions

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 contractual requirements.

Equipment Provided for Evaluation

Equipment may not be brought onto campus for evaluation without prior written approval from Procurement. Before any delivery can take place, a formal Equipment Evaluation Agreement must be signed by both the University and the vendor. Please note that the University assumes no responsibility for equipment provided without:

1. Official Procurement approval.
2. A fully executed evaluation agreement.

To obtain a copy of the agreement or for further assistance, please contact Brandy Loechner at bloechner@pointpark.edu.

Point Park University Supplier Code of Conduct

Gratuities

Point Park University employees are generally prohibited from accepting gifts from suppliers. While we appreciate the intent of an offered gift, we prefer your continued support in providing the University with the highest quality goods and services at the most competitive price possible.   

Delivering to Point Park University

The University currently has two delivery locations:  The primary receiving area is located in Lawrence Hall - located at 312 Third Avenue - Mon. through Fri., 8:30 a.m. - 4 p.m.