Purchasing

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Suppliers

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Welcome! Delaware State University (DSU) conducts business in a fair, ethical, and equitable manner.  We strive to provide quality goods and services at competitive costs for the University community.  The Purchasing Department believes that developing strong relationships provides the best opportunities for both the University and our suppliers. Doing Business with DSU! Thank you for your interest in doing business with Delaware State University.  This information is provided to assist suppliers with the process of building business relations with DSU.  You will find detailed and practical information to make doing business with a large and complex organization like DSU easier. Our goal is to do business with a diverse pool of companies that deliver quality, service, and value.  We seek to develop business relations that benefit both the university and the community. Purchase Order Terms and Conditions

Conflict of Interest

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It is the responsibility of each member of the University staff and the Purchasing Department to assure that the University does not knowingly enter into any purchase commitment which could result in a conflict of interest.

Small Purchase Procedures and Thresholds

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Delaware State University (DSU) follows the State of Delaware procurement guidelines for all State-funded expenditures, including Minor Capital Improvements.  Minor Capital Improvement projects include renovations, minor reconstruction, and/or equipment with a life expectancy of ten years or more and a total cost not to exceed $500,000.  The State Purchasing and Contracting Advisory Council established thresholds that trigger formal bidding procedures in the areas of Material and Non-Professional Services, Public Works, and Professional Services. State agencies are only required to use the formal bidding procedures when a purchase is made in an amount that exceeds the threshold limit. The basis for DSU’s procurement requirements are in 29 Del. C. § 6902(1), in that, “Agency” shall include…Delaware State University.  As such, DSU must follow the procurement provisions of Chapter 69.  DSU is NOT a “Covered” Agency and therefore is not required to use state contracts, but must follow the procurement rules.  The Small Purchase Procedures and Thresholds established by the State Purchasing and Contracting Advisory Council must be followed.  The Council is established in accordance with 29 Del. C. § 6913.  The Delaware Code only authorizes Government Support Services to enter into any cooperative purchasing with one or more public procurement units within the State or within another state; 29 Del C. § 6933.  No other Agency may enter into a cooperative. In the case of Material and Non-Professional Services, the dollar amount is a yearly cumulative limit.  Public Works and Professional Services are on a contract by contract basis. If you have any questions regarding these purchasing requirements, please contact Delaware State University, Purchasing Department.

Special Handling of Goods and Materials

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All items shall be packaged by the Vendor in suitable containers for protection to permit safe transportation and handling and shipped to secure the lowest transportation cost, unless otherwise stated in the purchase order. All deliveries must be shipped to Delaware State University Central Receiving to verify materials have been received, inspected, and verified against purchase orders.  No payments will be processed by the University Finance Division without a signed "Receiving Record" from Central Receiving. Purchase Order Terms and Conditions NO HAZARDOUS OR FLAMMABLE MATERIALS MAY BE STORED IN ANY OF THE BUILDINGS BY THE VENDOR. ALL SUCH ITEMS MUST BE REMOVED FROM BUILDINGS ON A DAILY BASIS AND CONTAINED IN A FIREPROOF CABINET WHILE ON BUILDING PROPERTY.  

Purchasing to Payment Process

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All purchase transactions must be processed using our Banner System.  The first step  is for departmental and/or budget heads to determine a need to purchase goods or contract for service.  The next steps are: Verify Budget Availability Input Requisition into Banner Requisition Approval Purchase Order Creation Purchase Order Approval Receiving of Goods and/or Services In order to provide receipt verification and accountability for products purchased on behalf of the University, we request suppliers ship goods directly to Central Receiving.  Central Receiving inspects deliveries for external box damage and prepares receiving record.  Payment The University payments are processed by the Accounts Payable section with the Accounting Department.  For more information or questions, you may refer to DSU Accounts Payable section of the website or call 302.857.6207. Purchase Order Terms and Conditions    

Forms

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Purchasing Forms  Purchase Requisition  Purchase Order Cancellation Form  Purchase Order Modification Form  DSU Speaker-Consultant Contract Vendor Forms Vendor Profile Instructions Vendor Profile

About Us

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The Purchasing Department at Delaware State University is responsible for acquisition of equipment, materials, supplies and services for the University.  In addition, purchasing authority is to facilitate the procurement process specific to area's unique needs. Purchasing leverages the institution's buying power to develop strategic relationships with suppliers and implements cost-effective contracts. Purchasing ensures that procurement decisions will be made in the best interest of the university and in compliance with applicable rules and regulations. Additional responsibilities may include, but are not limited to: Procuring high-quality goods and services at the best value. Delivering user friendly procurement methods, training programs, customer service and support to the financial community. Participating in state-wide collaborative purchasing initiatives to support cost-savings goals. Communicating with suppliers in matters of price, quality and delivery at both the quotation stage and ordering stage of procurement Identifying alternative sources of supply through regular commodity reviews Negotiating with suppliers Communicating with major departmental users to stay current with planned needs Helping departments develop specifications for the required product services Providing acceptable terms and conditions for procurement Defining, maintaining and providing access to processes and records to support established objectives.

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