Ohio University Policy and Procedure

Purchasing - Selection of Vendors Sole Source of Supply

WITHDRAWN as of January 6, 2004

(consolidated into 55.003)




Procedure No.:   55.015

Page No.:        1 and 2 of 2

Date Issued:     10/01/77

Issued By:       G. Peebles



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SELECTION OF VENDORS

It is the responsibility of the Purchasing Department to select sources of supply.

Potential vendors are selected for their ability to serve the needs of the University in the most economical and efficient manner on a continuing basis. Past performance of vendors and cooperation with Ohio University are important factors in vendor selection. It is impossible for the University to purchase efficiently from all available sources in many lines. The buying power of the University must be concentrated as much as possible with selected vendors to attain the maximum advantages of price and service. Many vendors have secured significant shares of University business on the basis of negotiated contracts, confidential price lists, and exceptional service demonstrated repeatedly over long periods of time. Such well qualified suppliers are important assets to the University.

The Purchasing Department is committed to recruit new vendors, including minority vendors and, whenever possible, more than one source will be sought and considered. The University is committed to deal only with Equal Opportunity Suppliers.

If a department requests a specific vendor with no substitutions, adequate justification should accompany the requisition for consideration. (See paragraph on Quotations.)


CHANGES OF SUGGESTED VENDOR BY PURCHASING DEPARTMENT

The Purchasing Department may delete an item listed on the requisition to buy from another source of or an existing term contract. Of course, the order may also be shifted entirely to another supplier who will provide better prices, service, or delivery. The standard of quality will seldom be changed, and then only after consultation between the buyer and the requisitioning department .

IMPORTANT: FOR THESE AND OTHER REASONS, NO COMMITMENTS, EXPRESSED OR IMPLIED, SHOULD BE MADE BY UNIVERSITY DEPARTMENTS.


SUGGESTIONS OF SUPPLY SOURCES FOR UNUSUAL ITEMS

Departments are encouraged to suggest sources of supply particularly for unusual or non-standardized items. Authority for the final selection of the vendor, however, shall be left to the Purchasing Department buying staff which is charged with the overall responsibility of developing and contracting

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with the best sources of supply for Ohio University. The Purchasing Department will follow a department's recommendations as much as possible


VENDOR CONTACTS

If departments wish to have a vendor's representative call on them, they should first contact the Purchasing Department. Vendors are requested not to make unsolicited visits to departments without prior approval from Purchasing. (In many cases, special contracts or pricing arrangements are available and filed with the Purchasing Department). No commitments of any kind should be made with vendors without consulting the appropriate Purchasing Agent.


SOLE SOURCE OF SUPPLY

When it appears impractical to obtain competition or when it appears certain that substitutes are not acceptable, a full explanation from the requisitioning department covering the reason, or reasons, for such restrictions is required. Such explanations may include, but are not necessarily limited to:

  1. Repair or replacement parts

  2. As supplementary components of the same manufacturer

  3. As necessary to meet physical design or quality requirements

  4. To comply with the University's standard programs

  5. As embodying specific characteristics essential to the proposed application not found in items of other manufacture.

If a department wishes to designate "sole source" or wishes to select a "brand" name, a letter of justification must be forwarded to the Purchasing Department. This letter must describe in detail the advantages of the preferred item over an alternate item, and must be signed by the user and by the department head. Final approval rest with the Purchasing Department and the Controller's Office.


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Dick Piccard revised this file (http://www.ohio.edu/policy/55-015.html) on May 15, 2013.

Please E-mail any comments or suggestions to "policy@ohio.edu".