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Buying Staff & Responsibilities
This Vendor Guide is intended to be an informational publication to assist all vendors interested in doing business with the University of Missouri-St. Louis. These guidelines are designed to familiarize you with the purchasing policies and procedures of the campus. The University values its relationships with the vendor community and believes the information provided will enhance the link between the two.
For additional information, contact or visit our office:
Campus Procurement
209 Woods Hall
University of Missouri-St. Louis
One University Boulevard
St. Louis, Missouri 63121-4400
Phone: (314) 516-5366
Fax: (314) 516-5356Business Hours
8:00 a.m. - 12:00 noon
1:00 p.m. - 5:00 p.m.
Free visitor parking is availabe in the front of our building.
Campus Procurement is responsible for the organization and administration of consistent, fair and effective purchasing activities for all University of departments. Our goal is to meet the end-users' needs while obtaining the maximum value for every dollar spent. And in doing so, we are bound to comply with the policies set by the Board of Curators and University administration.
To achieve this goal, Campus Procurement has the authority and responsibility
for the following:
For most purchases of $10,000 or more, competitive bids are requested. Bids are sent to vendors by Campus Procurement, and are typically open for a minimum two-week period. This time period might be adjusted for specific situations. Likewise, urgent requests may be faxed to selected vendors with a quick turnaround time. Faxed responses to Campus Procurement are acceptable only in those cases when specifically allowed in the bid specifications.
Campus Procurement Buying Staff is diligent in their issuance of bids to vendors who they know are interested and capable of providing the respective goods or services. However, since we are unable to send every bid request to all vendors in our procurement system, we invite vendors to view a listing of our open bids on our website:
Please contact Campus Procurement to obtain an official copy of any bid request listed on our website.
Competitive Proposals
Some acquisitions may be better suited to the competitive proposal process, as opposed to regular bidding. A Request for Proposal (RFP) outlines the University's needs for a particular good or service, and the specific criteria to be used in evaluating the responses. With this method, vendors are provided an opportunity to propose a tangible means/process to meet the specified needs. The University will evaluate the responses received to determine the lowest and best proposal.
Purchase Orders
University purchase orders may be issued as a result of a bid or proposal, or on a direct order basis if the transaction is not required to be competitively bid.
Each purchase order (PO) includes the University's standard terms and conditions governing the transaction, as well as the requirements of the specific transaction. The respective PO number must be indicated on all packages, shipping documents, invoices, and correspondence pertaining to the order.
Purchasing Card
The University utilizes MasterCard purchasing cards, issued by JPMorgan Chase. This program is designed to provide an efficient means of making small, routine purchases and payments. Some restrictions, such as dollar limits and commodity/service exclusions, have been built into the cards, and will cause these types of purchases to be denied at the point of sale.
An original receipt must be provided by the vendor for each card transaction. The receipt should include the vendor name, transaction amount, date, and an itemized description of the items purchased.
In accordance with University policy, preference shall be given to Missouri products, materials, services and firms when the goods or services to be provided are equally or better suited for the intended purpose and can be obtained without additional cost. Firms are considered "Missouri firms" if they maintain a regular place of business in the State of Missouri.
It is the policy of the University of Missouri to ensure full and equitable economic opportunities to persons and businesses that compete for business with the University. The University expects participation in contracts for goods and services by firms that are certified as Minority and Women Business Enterprises (M/WBEs). This may either be by the primary contractor being a qualified M/WBE or by the utilization of M/WBE suppliers by the primary contractor. Contractors are required to make a "best effort" in support of the University's policy.
In connection with the furnishing of any goods or services to the University, Vendors shall agree not to discriminate against any recipients of services or employees or applicants for employment on the basis of race, color, religion, sex, sexual orientation, national origin, age, disability or status as a Vietnam era veteran. Vendors shall comply with federal laws, rules and regulations applicable to subcontractors of government contracts including those relating to equal employment of minorities, women, persons with disabilities and certain veterans.
All deliveries to the University of Missouri must be made FOB Destination, with all transportation charges fully prepaid and allowed.
Delivered items are subject to inspection and approval by the University. Items that do not meet the contract specifications, or are not delivered in good condition, are subject to rejection.
The University's standard payment term is Net 30. Every effort is made to issue payments within this time frame. However, the University will not pay finance charges for extended payment periods.
When evaluating bid responses, only cash discounts having a period of 30 days or more will be taken into consideration. Discounts will be taken from the date of receipt of the invoice or actual goods/services, whichever is later.
University employees are prohibited from receiving any financial interest or personal gain which may influence or effect University purchasing decisions. Any such attempt may, at a minimum, lead to disqualification of a vendor. It is preferred that incentives to the University be expressed in terms of quality, service and price.