Introduction
The Dartmouth College Vendor Guide brochure, available through the
Department of Procurement and Auxiliary Services, is intended to acquaint you
with the procurement policies and procedures of conducting business with
Dartmouth College. We feel a better understanding of what Dartmouth requires
will be mutually beneficial, whether you are being considered as a new vendor
or have been doing business with the College on a regular basis. Procurement
and Auxiliary Services requests that you conduct your business on the Dartmouth
campus in accordance with the following guidelines:
1. Report to the Procurement and Auxiliary Services Receptionist with each
visit.
2. Call ahead for an appointment whenever possible. This will ensure that
you have access to the appropriate individual for your intended visit. A
listing of the personnel in Procurement and Auxiliary Services with the areas
of responsibility is listed in our website under "Meet The Staff".
3. Be prepared to discuss at least one new idea, a new product, current
market trends, and any other new cost saving ideas during your visit.
4. Make arrangements with the appropriate member of Procurement and
Auxiliary Services before delivering equipment to a department for evaluation
purposes. An Evaluation Purchase Order is required prior to the delivery of any
equipment for evaluation purposes.
5. Accept only the Dartmouth College Purchase Order or the Dartmouth College
Procurement Card. (We can not guarantee payment of unauthorized purchases.)
Acceptable documents include:
Dartmouth College Purchase Order: For use with all purchases of goods and
services.
Dartmouth College Procurement Card: For use with all purchases of allowable
goods and services under $2500.00. Orders may not be pyramided to exceed this
total.
Dartmouth College Animal Purchase Order: For use when ordering Animals
(Animals may not be ordered on any other document).
Dartmouth College Radioisotope Purchase Order: For use when ordering
Radioisotopes (Radioisotopes may not be ordered on any other document).
Any questions regarding the above documentation or contents should be
directed to the Director of Procurement and Auxiliary Services or his
designate.
Procurement and Auxiliary Services Organization
Procurement and Auxiliary Services is part of, and ultimately reports to,
the Office of the Vice President and Treasurer. Procurement and Auxiliary
Service's primary objective is to procure all necessary materials, equipment,
and services required by all College undergraduate and graduate departments
from the most reliable sources. All purchases will be consistent with quality,
service provided, and at the lowest possible cost.
Each member of the organization is assigned specific areas of responsibility
for the procurement of materials, equipment, and services. The appropriate
member of the department will distribute information or arrange meetings with
other departments, if appropriate, that have a use for your goods or services.
Review the separate insert in the Vendor Guide brochure listing the personnel
in Procurement and Auxiliary Services you may come in contact with, along with
their assigned areas of responsibility.
Facts and Objectives
Procurement and Auxiliary Services has the authority to negotiate for the
procurement of all materials, equipment, and services, except for utilities
(electric and water), library books, food, and commercial insurance.
Procurement and Auxiliary Services must be informed of all pricing and other
information that may be conveyed to individuals at Dartmouth undergraduate and
graduate departments. The College does not assume responsibilities for
goods or services ordered by unauthorized personnel.
1. To assist College undergraduate and graduate departments in the
procurement of materials, equipment, and services to meet their daily
requirements.
2. To evaluate new goods and services, new vendors, current market trends,
and any new cost containment suggestions resulting in savings to the
College.
3. To maintain a working relationship with approved vendors and to procure
their goods and services on a fair and competitive basis.
4. To actively seek Small Businesses, Small Disadvantaged Businesses, and
Women Owned Businesses to provide goods and services to the College.
5. To promote fair, ethical, and legal trade practices.
Ordering Policy and Procedures
1. If you are selected to furnish Dartmouth College goods or services, you
will receive a Dartmouth College Purchase Order number or a Dartmouth College
Procurement Card number at the time the order is placed.
2. Purchase Orders are generally not printed and sent to the vendors unless
requested.
3. Under no circumstances shall the vendor accept a Dartmouth
College Purchase Requisition as a Dartmouth College Purchase
Order. The Requisition is an internal document requesting a Purchase
Order to be processed
4. Accept and acknowledge the Purchase Order immediately.
5. Ship all goods, preferably prepaid, in accordance with specific shipping
instructions requested at the time the order is placed. Presently, we do not
have central receiving at Dartmouth College and any shipments sent incorrectly
will either delay the payment or be reported missing and require tracing on
your part.
6. Vendors shall not substitute products without the prior
consent of Procurement and Auxiliary Services and/or the Requisitioning
Department.
7. Under no circumstances can vendor representatives walk a Purchase Order
through the system in order to expedite the process. There are no
exceptions.
8. Dartmouth College employees may not accept gifts beyond those of an
advertising nature and insignificant value, generally distributed to all
customers.
9. Dartmouth College employees shall not accept purely social entertainment
offered or sponsored by vendors. Entertainment in this case, is not intended to
include an occasional business meal or functions where Dartmouth College stands
to benefit from the association.
10. Special pricing can not be offered to specific departments. Special
price agreements must be offered campus wide. All special price offerings
should be brought to the attention of the appropriate individual in Procurement
and Auxiliary Services.
11. Vendors shall not set up display booths or promotional events without
prior authorization of the appropriate individual in Procurement and Auxiliary
Services.
12. All advertisements left or distributed on campus shall be reviewed and
approved by the appropriate individual in Procurement and Auxiliary Services
prior to distribution.
Payment Procedures
1. Invoices, referencing the Dartmouth College Purchase Order Number, must
be sent to the following address:
Dartmouth College
Accounts Payable Department
37 Dewey Field Road Suite 6021
Hanover, NH 03755
2. Do not send invoices to the delivery address or within a
shipment.
This procedure will only delay the payment. Payment terms should be clearly
stated on each invoice. If payment has not been received within the billing
terms or after a reasonable period of time has elapsed, the vendor may contact
the Accounts Payable Department (603) 646-3878 regarding the status of any
overdue invoices. In order to research this inquiry, a valid Dartmouth College
Purchase Order number must be provided.
3. Invoices for materials, goods or services will not be paid without the
reference of a valid Dartmouth College Purchase Order number. Invoices not
referencing valid Purchase Order numbers on file in the Accounts Payable
Department will be returned to the vendor. This procedure will further delay
the payment.
4. Dartmouth College policy prohibits payment from statements; therefore,
each Purchase Order must be invoiced separately. Vendor billing statements must
reference the Dartmouth College Purchase Order numbers for our personnel to
research overdue invoice problems.
5. Under no circumstances can vendor representatives walk an invoice through
the system in order to expedite the payment. There are no exceptions.
6. Do not submit invoices for Procurement Card transactions. If invoices
must be submitted due to vendor system requirements, all invoices must indicate
that these transactions were processed on the credit card with $0.00 balance
due.
Parking
Vendors visiting the Dartmouth campus may park in designated visitor parking
spaces. Vendor Representatives are required to contact Dartmouth College
Parking Operations (603) 646-2204 to inform them of the location of their
vehicles. Vendor Representatives visiting the campus on a regular basis are
asked to register their vehicles with Parking Operations.
OSHA Regulations
All materials or equipment procured by Dartmouth College for use by its
employees must be in full compliance with Occupational Safety and Health Act
requirements and regulations.
Insurance Requirements
Vendors providing a labor service for Dartmouth College are required to file
proof of insurance with the Office of Integrated Risk Management and Insurance,
53 South Main Street, Suite 212, Hanover, NH 03755 before commencing any work
on campus.
Vendors are required to submit evidence of insurance coverage showing name
of insurance company, coverage limits, and expiration date. Insurance coverage
should be in accordance with the College insurance requirements. Copies of this
policy may be obtained from the individual responsible for your commodity or
service at Procurement and Auxiliary Services. If there are any questions
pertaining to this requirement, you may contact the Integrated Risk Management
and Insurance Office at 603-646-2442.
On-Site Contractor Requirements
All contractors working for Dartmouth College must adhere to certain
requirements, before commencing any work on Dartmouth College property, as
detailed in the following documents:
"Dartmouth College Facilities Operations and Management Contractor On-Site
Requirements".
"Dartmouth College Environmental Health and Safety" publication titled
"Hazard Communication and Employee "Right-to-Know" Guide.
Copies of these requirements may be obtained from the individual responsible
for your commodity or service at Procurement and Auxiliary Services.
Vendors Providing Chemical Products Covered Under The Federal Hazard
Communication Standard (29 CFR 1910.1200)
In accordance with the requirements outlined in the Federal Hazard
Communication Standard, Dartmouth College requires that all chemical products
sold to the College be accompanied by a MSDS (Material Safety Data Sheet).
Whenever possible, the MSDS paperwork should be included with the products
being purchased by or donated to the College. When this is not possible or
practical, the MSDS paperwork must be sent directly to the responsible person
using the product(s).
Do not send MSDS paperwork to Environmental Health and Safety or Procurement
and Auxiliary Services. If the products are being ordered for one of our
inventory operations, MSDS paperwork must be included with the shipment or sent
directly to the appropriate stockroom shipping address.
|
