Thank you for your interest in providing goods and services to Marshall University. Purchasing welcomes you as a potential supplier in an open, competitive, and friendly atmosphere. It is our hope that you will enjoy a mutually beneficial relationship with the University.

ABOUT MARSHALL UNIVERSITY

Marshall University, one of West Virginia's two State Universities, traces its origins to 1837 when Marshall Academy was founded as a subscription school. In 1938, the Virginia General Assembly incorporated Marshall Academy. In 1867, the West Virginia Legislature established the State Normal School at Marshall College to train teachers. The college began its real growth in 1920 with the organization of the College of Education. Marshall was granted University status in 1961 and maintains an annual enrollment of over 12,000 students.

ABOUT THE PURCHASING DEPARTMENT

Marshall University operates a centralized purchasing and materials management system which includes responsibility for purchasing, receiving, delivering, and maintaining inventory control over the materials and services provided to the University community by suppliers. Purchasing exists to assist faculty and staff with the acquisition of goods and services of the proper quality, at the right time, in the proper quantity, at an economical price, and from the right source. The office is organized into buying teams which have geographic responsibility for the colleges, schools, and departments they serve.

PARKING

Metered parking is available on campus between Old Main and the Student Center and on 3rd Avenue. These spaces provide the supplier's representative with quick access to Purchasing on the first floor of Old Main. Permits are also available through the Parking Office.

OFFICE HOURS AND APPOINTMENTS

Purchasing is open from 8:00 AM to 12:00 Noon and 1:00 PM to 4:30 PM Monday through Friday, except on designated University holidays. While appointments are not required with the buyers, it is to the supplier's advantage to make an appointment in advance to permit uninterrupted discussions.

DIRECT CONTACTS WITH DEPARTMENTS

Direct discussions between the supplier's representative and potential users in the departments are encouraged. To permit uninterrupted discussions, appointments are highly recommended. Product demonstrations can be arranged through coordination with Purchasing and the Student Center for rental space. While Purchasing does not expect the supplier's representative to coordinate visits through the Office, we do ask to be kept informed of potential sales that appear imminent. This enables us to approach the purchase as a team so that the user's needs are met, competitive bids are obtained, supplier requirements are considered, and purchasing guidelines are followed. Suppliers are cautioned that only Purchasing staff are authorized to issue written or confirming purchase orders. Failure to follow these procedures will result in delayed payments or the return of material to the supplier.

SUPPLIER REGISTRATION

By law every supplier providing goods and services to Marshall University on a competitive basis must first be registered to do business with the State of West Virginia. This is accomplished by filing a completed Vendor Registration and Disclosure Statement Form (WV-1) with the State Purchasing Division, located in Room E-102, Bldg. 1, 1900 Kanawha Blvd. East, Charleston, WV 25305-0130. Copies of the form are available through either Purchasing or the State Purchasing Division. When registering, the Federal Employer's Identification Number (FEIN) of the firm or partnership must be given. If the registrant is an individual, the Social Security number must be provided. For further information, please call (304) 558-0059.

RESIDENT SUPPLIER PREFERENCE

Those suppliers who qualify for a resident supplier preference may receive an award in preference to a non-resident supplier provided that:

1. The purchase order is based on competitive bids.

2. The bid of the resident supplier does not exceed that of a non-resident supplier by more than the percentage currently allowed by State law.

3. Claim for such preference must be made in writing by the supplier at the time the bid is submitted.

THE PURCHASING PROCESS - HOW REQUESTS ARE HANDLED

All requisitions received by Purchasing are processed similarly. When received, each is reviewed for accuracy and completeness. Erroneous or incomplete requisitions are corrected or returned to the department for clarification. The remainder are assigned a purchase order number, checked for funds, approved for purchase by a buyer, and finally, distributed to the supplier. Normally, this complete process requires no more than 48-72 hours without bids, and 18 days if bids are required.

PURCHASES FOR LESS THAN $1000

Orders for less than $1000 do not require bidding unless the department asks for bids or a buyer feels a better price can be obtained. Final discretionary authority rests with the buyers. Otherwise, the orders are processed and sent directly to the suggested supplier.

PURCHASES FOR MORE THAN $1000

Purchase orders for more than $1000 require bidding. All bids are posted in Purchasing. Additionally certain bids are required by law to be advertised as a legal ad in a local newspaper 14 days before the bid opening. Bids are solicited from at least three suppliers and will include the department's suggested suppliers. The bids state an opening date and time. All bid openings are open to the public and may be attended by any interested party. After the bids are opened, they are evaluated by a buyer and if necessary, by the using department. After the lowest responsible bid meeting specifications is determined, the award is made. The supplier receiving the award is notified of the award by receipt of an approved, signed purchase order.

DELIVERY

ALL deliveries must be made to the Receiving Department designated on the purchase order. Deviations are permitted ONLY upon written authorization by a buyer.

TAXES

As a state entity, Marshall University is exempt from all federal, state, and local taxes.

PAYMENT

The University makes every attempt to pay suppliers promptly. Suppliers are entitled to interest on a late payment in accordance with the Prompt Payment Act of 1990. Interest is calculated on a legitimate uncontested invoice from the 61st day after the invoice was received by Marshall until the date the check is mailed. To receive payment, suppliers must request this interest in writing from Marshall with proof that payment was received after 60 days.

ETHICS

Since public employment is a public trust, purchasing decisions are made solely on the basis of the State code and the Higher Education Purchasing Regulations. University employees are prohibited from accepting, directly or indirectly, any rebate, gift, money, or any thing of value, or any promise of future reward or compensation.

The Marshall University Purchasing Office subscribes to the code of ethics of the National Association of Educational Buyers.

SMALL AND MINORITY BUSINESSES

Small, minority, and women owned businesses are encouraged to do business with the University. Marshall is an equal opportunity, affirmative action institution which is interested in helping such suppliers sell their goods and services to the University.

BIDDERS LIST

Purchasing maintains a computerized bidders list which is organized by commodity. Suppliers are encouraged to get on the list by visiting Purchasing and talking to the Assistant Director. To the extent possible, suppliers are rotated on the list as bids are sent out. Purchasing also sends copies of its bids to many different bid reporting services. For further information, please contact Purchasing.