Information for Vendors

The University's Purchasing  and Contracts Office is open from 8:00 a.m. to 4:30 p.m., Monday through Friday, with the exception of holidays. You may contact our office at (814) 732-2704 or by fax at (814) 732-2281 or via e-mail (davisjudy@edinboro.edu). Vendors should contact the office to make appointments in advance to ensure staff will be able to meet with you.

Vendor List

Vendors should provide a cover letter, along with a product line card and request to be placed on the Vendor List.

Methods of Procurement

Standard Purchase Orders:  This is the basic purchasing document for procurement of supplies and equipment for a one time purchase.

Confirming Purchase Orders:  This is a verbal purchase order number given out by the Purchasing and Contracts Office. This process is used for emergency orders. A hardcopy of the purchase order will not be mailed unless requested.

Blanket Purchase Orders:  Issued for multiple purchases from one vendor throughout the fiscal year. Vendor should invoice each time an order is placed against this blanket order and reference the Blanket Purchase Order Number on all invoices.

Procurement (Visa) Card:  University credit card provided to employees based on their need to purchase business-related goods.

Please be advised that it is the University's policy to purchase either on the basis of a written purchase order or an Edinboro University (Visa) credit card.  In rare cases, where a critical situation exists and/or the purchase value exceeds the credit card dollar limit, the Purchasing and Contracts Office may issue a verbal purchase order.  These are the only authorized methods of purchase for the University.  For complete Purchasing procedure, go to "Procedures Manual" link on Purchasing home page.

If you provide goods or services based on an unauthorized request, the University cannot guarantee payment of the resulting invoice.  If you have any questions concerning the validity of a request for purchase from your business, please contact the Purchasing and Contracts Office at 814-732-2704.   Please know that the Purchasing and Contracts Office is available to answer your questions.

Purchase Orders: Terms and Conditions

This order is acceptable only at prices stated.  Goods herein ordered shall comply with all Federal and State laws.  No charges allowed for packing, reels, packages or cartage unless specified on this order.  Shipment must be made by date specified.  Materials will be received subject to inspection and if found defective or not in accordance with specifications will be returned at your expense.  Quantities ordered must not be exceeded unless authority for small deviations is specified in this order.  Truck deliveries will only be accepted during working hours.  No tax shall be included in the bid price.

The Edinboro University is exempt from all excise taxes imposed by the Internal Revenue Service, and has accordingly registered with the Internal Revenue service to make tax free purchases under registration No. 23740001-K.  No exemption certificates are required and none will be issued.

The Edinboro University is exempt from provisions of Fair Trade laws and the Pennsylvania Sales Tax.  The Sales and Use Tax Regulations provide that exemption certificates are not required for sales made to government entities.  Exemption certificates will not be issued.

Transportation charges must be prepaid except when noted.  Receipted prepaid carrier bills shall be submitted with invoice

Send itemized invoices in DUPLICATE as directed on order promptly upon shipment.  Each purchase order should be invoiced separately.  ( Consider as one purchase order a consecutive series of purchase order forms bearing a single total)

Show purchase order number on all invoices, packages, delivery slips and correspondence.  The name of shipper and car initials and number, if any, shall also be identified on all shipments.

Questions concerning the commodities on this order should be directed to the Edinboro University Purchasing Office.  Any correspondence concerning invoices, or the payment of bills should be directed to the "Bill To" address.

Only Edinboro University's terms and conditions shall apply to this purchase 
            order.

Bidding Standards

 

Bidding is done on the basis of the professional judgment of the Director of Purchasing and Contracts dependent upon an estimate of the savings which may be realized for the University. Written or oral bids may be solicited. For purchases up to $10,000, an oral or written quotation may be solicited. For purchases over $10,000, sealed bids are required by law and opened at a public bid opening.

 

Payment Terms

 

The University's standard payment terms are Net 30 days.

 

Sales Tax

 

Edinboro University of Pennsylvania is exempt from Pennsylvania Sales Tax. If a vendor requires proof of the University's tax exempt status, please contact the EUP Purchasing and Contracts Department.

Edinboro University is exempt from all excise taxes imposed by the Internal Revenue Service.

 

Invoicing the University

 

All invoices must be sent to:

Edinboro University of Pennsylvania
Accounts Payable Office
300 Scotland Road
Edinboro, PA 16444

The Purchase Order number must be shown on all invoices, packages, delivery slips and correspondence. The name of the shipper and pertinent shipping information should be identified on all shipments.

Shipping to the University

 

All transportation charges must be prepaid unless special arrangements are made in advance.  Purchase orders will show the specific campus department and street address where deliveries must be made.  Otherwise, the Earlley Hall Facilities Office location may be found at

Earlley Hall
Scotland Road
Edinboro University of Pennsylvania
Edinboro, PA 16444
8:00 a.m. - 3:30 p.m.
Closed: 12:00 p.m. - 1:00 p.m. and Holidays

Please note: All packing lists must reference EUP Purchase Order Number so that purchase order and packing list may be traced to your invoice.

Assignment of Antitrust Claims

Vendor and Edinboro University recognize that in actual economic practice, overcharges by vendor's suppliers resulting from violations of state or federal antitrust laws are in fact borne by Edinboro University.  As part of the consideration for the award or this contract, and intending to be legally bound, vendor assigns to Edinboro University all right, title and interest in and to any claims vendor now has or may hereafter acquire under state or federal antitrust laws relating to the goods or services which are subject of this contract.

Equal Opportunity Employer

            Edinboro University, an equal opportunity employer, is committed to a policy of
            affirmative action.

Non-Discrimination Clause

            During the terms of the contract, Contractor agrees as follows:

• 1. Contractor shall not discriminate against any employee, applicant for employment, independent contractor, or any other person because of race, color, religious creed, ancestry, national origin, age, sex or handicap. Contractor shall take affirmative action to insure that applicants are employed, and that employees or agents are treated during employment, without regard to their race, color, religious creed, ancestry, national origin, age, sex or handicap. Such affirmative action shall include, but is not limited to: employment, upgrading, demotion or transfer, recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training. Contractor shall post in conspicuous places, available to employees, agents, applicants for employment and other persons, a notice to be provided by the contracting agency setting forth the provision of this nondiscrimination clause.
• 2. Contractor shall, in advertisements or requests for employment placed by it or on its behalf, state that all qualified applications will receive consideration for employment without regard to race, color, religious creed, ancestry, national origin, age, sex or handicap.
• 3. Contractor shall send each labor union or worker's representative with which it has a collective bargaining agreement or other contract or understanding, a notice advising said labor union or worker's representative of its commitment to this nondiscrimination clause. Similar notice shall be sent to every other source of recruitment regularly utilized by Contractor.
• 4. It shall be no defense to a finding of non-compliance with this nondiscrimination clause that Contractor had delegated some of its employment practices to any union, training program, or other source of recruitment which prevents it from meeting its obligations. However, if the evidence indicates that the Contractor was not on notice of the third-party discrimination or made a good faith effort to correct it, such factor shall be considered in mitigation in determining appropriate sanctions.
• 5. Where the practices of a union or any training program or other source of recruitment will result in the exclusion of minority group persons, so that Contractor will be unable to meet its obligations under this nondiscrimination clause. Contractor shall then employ and fill vacancies through other nondiscriminatory employment procedures.
• 6. Contractor shall comply with all state and federal laws prohibiting discrimination in hiring or employment opportunities. In the event of Contractor's noncompliance with the nondiscrimination clause of this contract or with any such laws, this contract may be terminated or suspended, in whole or in part, and Contractor may be declared temporarily ineligible for further Edinboro University contracts, and other sanctions may be imposed and remedies invoked.
• 7. Contractor shall furnish all necessary employment documents and records to, and permit access to its books, records, and accounts by Edinboro University and the Pennsylvania Office of Administration, Bureau of Affirmative Action, for purposes of investigation to ascertain compliance with the provisions of this clause. If Contractor does not possess documents or records reflecting the necessary information requested, it shall further furnish such information on reporting forms supplied by the contracting agency or the Bureau of Affirmative Action.
• 8. Contractor shall actively recruit minority subcontractors or subcontractors with substantial minority representation among their employees.
• 9. Contractor shall include the provisions of this nondiscrimination clause in every subcontract so that such provisions will be binding upon each Subcontractor.
• 10. Contractor obligations under this clause are limited to the Contractor's facilities within Pennsylvania or, where the contract is for purchase of goods manufactured outside of Pennsylvania, the facilities at which such goods are actually produced.

Bid Protests

Who May File the Protest. Any bidder, offeror, prospective bidder, prospective offeror, or a prospective contractor who is aggrieved in connection with the solicitation or award of a contract may file a protest. Protests relating to cancellation of invitations for bids or requests for proposals and protests relating to the rejection of all bids or proposals are not permitted.

 

Time for Filing.

If a protest is submitted by a prospective bidder or prospective offeror, the protest must be filed before bid opening time or proposal receipt date.

If a protest is filed by a bidder or offeror or a prospective contractor, the protest must be filed within seven days after the protesting bidder or offeror or prospective contractor knew or should have known of the facts giving rise to the protest EXCEPT THAT IN NO EVENT MAY A PROTEST BE FILED LATER THAN SEVEN DAYS AFTER THE DATE THE CONTRACT WAS AWARDED. Date of filing is the date of receipt of protest.

Untimely filed protests must be disregarded by the purchasing agency.

 

Form of Protest.

A protest must be in writing and filed with the agency head (or designee) of the
            purchasing agency.

A protest must state all grounds upon which the protesting party asserts that the solicitation or award was improper. Issues not raised by the protesting party before the purchasing agency are deemed waived and may not be raised on appeal.

The protesting party may submit with the protest any documents or information
            deemed relevant.

 

Notice of Protest. If award has been made, the issuing office shall notify the successful bidder or contractor of the protest. If the protest is received before award and substantial issues are raised by the protest, all bidders and offerors who appear to have a substantial and reasonable prospect of winning the award shall be notified and may file their agreement/disagreement with the purchasing agency within five days after receipt of notice of protest.

 

Stay of Procurement. The head of the purchasing agency (or designee) shall immediately decide upon receipt of the protest whether or not the solicitation or award shall be stayed, or if the protest is timely received after the award, whether the performance of the contract should be suspended. The purchasing agency shall not proceed further with the solicitation or with the award of the contract, and shall suspend performance under the contract if awarded, unless the agency head of the purchasing agency makes a written determination that the protest is clearly without merit or that award of the contract without delay is necessary to protect the substantial interests of the Commonwealth.

 

Procedures.

Contracting Officer Response. Within 15 days of the receipt of a protest, the contracting officer may submit a written response to the head of the purchasing agency (or designee). The response may include any documents or information that the contracting officer deems relevant to the protest.

Protesting Party Reply. Within 10 days of the date of the contracting officer
            response, the protesting party may file a written reply.

Review. The head of the purchasing agency (or designee) shall:

      Review the protest and any response or reply.

                  Request and review any additional documents or information deemed
                  necessary to render a decision.

Give the protesting party and the contracting officer reasonable opportunity to review and address any additional documents or information requested by the agency head.

                              In his sole discretion, conduct a hearing.

                  Within 60 days of the receipt of the protest, issue a written determination
                  stating the reasons for the decision.

If additional time is required to investigate the protest, inform the protesting party of the additional time needed to render a determination and obtain the protesting party's consent.

"Clearly Without Merit" determinations. If the head of the purchasing agency (or designee) determines, upon receipt, that the protest is clearly without merit and does not stay the procurement, the head of the purchasing agency (or designee) shall immediately issue the decision as required by H, below.

 

Settlement. The purchasing agency has the authority to settle and resolve bid protests.

Decision. The head of the purchasing agency (or designee) shall promptly, but in no event later than 60 days from the filing of the protest, issue a written decision. The decision shall:

State the reasons for the decision.

If the protest is denied, inform the protesting party of its right to file an appeal in Commonwealth Court within 15 days of the mailing date of the decision.

If it is determined that the solicitation or award was contrary to law, enter an appropriate order under I or J, below.  The purchasing agency shall send a copy of the decision to the protesting party and any other person determined by the purchasing agency to be affected by the decision.

 

Remedy Before Execution of Contract. If, before execution of a contract, it is determined that a solicitation or proposed award of a contract was in violation of law, the head of the purchasing agency may do one of the following:

Cancel the solicitation;

Change the solicitation to comply with law;

Reject all bids or proposals or those parts of the bids or proposals which were
            affected by the violation; or

Change or cancel the award to comply with law.

Remedies After Execution of Contract. If, after the execution of a contract, it is determined that a solicitation or award of a contract was in violation of law:

If the contractor did not act fraudulently or in bad faith, the contract may be:

      Ratified and affirmed provided it is determined by the purchasing agency
                  that doing so is in the best interest of the Commonwealth.

      Modified to comply with the law with the consent of all parties.

Cancelled and the contractor shall be compensated for the actual expenses reasonably incurred under the contract prior to termination.  Such compensation shall not include loss of anticipated profit, loss of use of money, or administrative or overhead costs.

                             

If the contractor has acted fraudulently or in bad faith, the contract may be:

                              Declared void.

                              Modified to comply with law with the consent of all parties.

Ratified and affirmed, provided it is determined by the purchasing agency, if that action is in the best interests of the Commonwealth and without prejudice to the right of the agency to damages, as may be appropriate