Purchasing

Welcome to Delaware State University Purchasing Department website!  The  Purchasing Department’s goal is to provide purchasing services to all of the organizational units within the University.  Customer service and accountability are our top priorities. Purchasing is one of several Departments within the Finance Division. Specific services include but are not limited to central contracting, purchasing, printing and publishing.

The Delaware Code Title 29 §6933 allows that DSU may participate in, sponsor, conduct or administer a cooperative purchasing agreement for the procurement of material or non-professional services with one or more public procurement units either within the State or with another state in accordance with an agreement entered into between the participants.  The Director is responsible for establishing, maintaining, and ensuring compliance with purchasing policies and procedures.

DSU strives to provide for the purchase of materials and services that will be available at the time and place indicated in addition to the quantity and price consistent with the needs of the University.  As you visit our site you will discover the range of services offered, from contact and vendor information, to training and Frequently Asked Questions.  If you have any questions please contact us!

About Us

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.

Bid Process and Forms

Delaware State University (DSU) works closely with Government Support Services (GSS) who offer their services to Agencies on a consulting basis or as a partner in the entire process. The services provided by GSS allows DSU to focus on the critical task of criteria evaluation without being distracted by the formal administrative needs of the bid process.

Conflict of Interest

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.

Office of Supplier Diversity

The Office of Supplier Diversity mission is to assist minority, veteran and women owned businesses in competing for the provision of commodities, services, and construction to State departments, agencies, authorities, school districts, higher education institutions and all businesses.

Minority, Women and/or Veteran Business Directory

The goal of OSD is to increase the opportunity for minority, veteran and women-owned businesses to sell their products and services to Delaware State University.

Purchasing to Payment Process

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 Accounts Payable section of the website or call 302.857.6207.

Small Purchase Procedures and Thresholds

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

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.

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.

Suppliers

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.

Training

Training is an intricate part of using and understanding the Banner Financial System.  Receiving proper instruction and a navigational comprehension of the Banner Financial System will ensure the integrity of Delaware State University Purchasing policy and expedite the procurement process.

Training is required for anyone who is requesting access in the Banner Financial System. To supplement the online guidance, there is a  session each month providing an opportunity for hands-on learning. (To Be Announced through eNews)

Banner Self-Service Requisition Training Guide

Vendor Registration

Thank you for your interest in offering your products and services to Delaware State University.

The State of Delaware offers a Free Vendor Subscription Service whereby vendors may register to automatically receive alerts on formal bid opportunities in the vendor’s areas of interest. There is no limit to the number of areas of interest that you may identify. Please take a moment to register at Vendor Registration Service. Please see the Step by Step Guide on how to register. This service complements our central solicitations website bids.delaware.gov which is a one stop shop for RFP’s, ITB’s and RFI’s for the State of Delaware. Registration will enable you to receive an alert for each solicitation posted that matches with the areas of interest selected upon registration.

If there are any questions please contact Delaware State University, Purchasing Department.

Accounts Payable

Our mission is provide excellent customer service, continuous process improvement, and ensure all payments/reimbursements are processed timely, accurately and in compliance with established University policies and procedures.

Fixed Asset and Inventory Management

Fixed Assets are defined as those tangible items with a unit cost of $5,000.00 or more including taxes, shipping, and other costs that make the equipment/ asset operative. Fixed assets have a useful life of more than one year.