Purchasing

Policies & Procedures

We are pleased to see all vendors interested in selling products to the university. We are anxious to maintain an open, competitive, and warm atmosphere to create a mutually beneficial relationship with all vendors. The purpose of this page is to introduce you to the policies that govern the purchasing procedures of Idaho State University. Please read it carefully. We invite any suggestions you may have to improve the information provided here.

ISU Purchasing Authority and State Law

Purchasing authority is delegated from the Department of Administration, Division of Purchasing to the Idaho State University, Director of Purchasing Services, David Buck. Idaho State University is an agency of the State of Idaho and is governed by the Uniform Commercial Code as adopted by the State of Idaho.

Interview and Hours

The Department of Purchasing Services is located on the first floor (basement) of the administration building in room 114. We welcome brief "drop in" interviews, however, should more time be required we recommend making an appointment. Office hours are between 8:00 AM and 5:00 PM, with summer hours between 7:30 AM and 4:00 PM, Monday through Friday.

Purchasing

Contacts between campus departments and sales representatives may be arranged at either initiation for the purpose of product and service information. Our small order system allows individual departments to use "300 purchase orders" or a purchasing card for small discretionary spending. The University Department of Purchasing Services has sole authority (actual, implied, or apparent) to commit the University to a purchase or procurement.

Purchase Policy

We believe that an open, competitive atmosphere is most beneficial to both buyer and seller, and it is our policy to foster this environment. We buy on the basis of definitive specifications, quality of products and service, advantageous price, and delivery. Purchases in excess of $5000 require a bid process to include at least three vendors' (three of which are from Idaho) quotations. Purchases between $1500 and $5000 may be bid at the buyers discretion.

Purchase Orders and/or Purchasing card

No merchandise may be shipped nor any service performed without a purchase order or purchasing card number. In the case of telephone orders, a purchase order or purchase card number is given. Purchase order numbers must appear on all shipments, delivery slips, and invoices. Orders are understood to be shipped FOB:ISU unless otherwise specified on the purchase order.

Terms and Conditions

This information is printed on our purchase orders. If any of these terms are unsatisfactory to you, please be sure to specify this on your quotations in writing.

Gifts and Entertainment

It is our policy that no employee accept any token of appreciation, no matter how insignificant. This includes lunches, dinners, or other traditional gratuities. We prefer that incentives be expressed in terms of quality, service, and price in your quotations. Please assist us in this policy.

Open Disclosure

Available for your review, in our reception area is both the pending open bid requests and the tabulation sheets on closed bids. This allows you to address any questions you may have relative to a specific bid with the buyer responsible. Our receptionist will gladly make copies of any open bids to allow your participation. A nominal charge of $0.10 will be charged to help defray State expense.

Catalogs and Price Lists

Your interest and assistance is solicited to keep our product literature up to date and accurate. When appropriate, please provide your new catalogs or literature to the buyer responsible for your commodity.

Deliveries

Deliveries should be made to the Central Receiving dock located at 638 East Dunn, Monday through Friday, 7:30 AM to 3:30 PM. The receiving dock and offices are closed for a half hour lunch at 11:30 AM.Deliveries tendered at other times must be refused unless emergency delivery has been specified. A contact name and number will be furnished at the time an emergency delivery is arranged.

Invoices

Invoices are paid based on the purchase order following receipt of goods. No orders can be paid without a supporting invoice which must show the purchase order number.

Personal Information

Parking is very difficult on campus. Please park in the metered visitor spaces provided. There are spaces available by the administration building (near the information booth on 8th Street), in the Pond Student Union Building lot, and in the Whittier parking lot located on 4th and Terry. Parking in restricted parking areas will result in citations.

Thank You

We are most appreciative of your assistance and acknowledge the courtesies and services extended to us by your representatives and their companies. Just as you value our business, we value the service and cooperation which your organization can provide.