a look at
Purchasing Policy & Guidelines

Visit our Website www.utoledo.edu/depts/purchasing
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Purchasing contract manager contact information
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Goods/Services product categories
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RFx (Proposal, Quote, Information) and Notices for construction projects
• Directions to our offices (for drop off of RFx’s)
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Supplier registration link

• Register online
– Certifications
– Group Purchasing Organization Affiliations
– Goods/Services your company provides
• View the goods/services of each contract manager
• Contact the contract manager to set up an introductory meeting
• Bring marketing materials (brochures, catalogs) to meeting
• Ask questions to get clarification on
University processes

The Purchasing Department administers procurement in accordance with State law and University policy.
For Goods & Services :
$25,000 annually for goods (physical, tangible, receivable items)
$50,000 annually for services
** we also may elect to conduct bidding events for values below these thresholds

What to do:
• READ the RFP document and any related attachments in their entirety
• Understand the Calendar of Events – pay particular attention to the DUE DATE and DELIVERY LOCATION – plan the submittal of your documents in a timely fashion
• Take advantage of the Question and Answer period to clarify any parts of the RFP requests
• Carefully go through the Instructions for Proposal
Submission (this is where we see the most cause for disqualification)

• Comply with providing all requested documents and SIGN all documents where indicated
• Answer all questions
• Provide responses that are clear and concise, elaborate when necessary
• Understand the University’s standard terms and conditions as supplied in the RFP
• Be ready upon award to get started!

Don’t miss the RFP submittal deadline
• know the location of the purchasing office
• Plan to deliver your RFP well in advance of due time.
Don’t assume we’ll fill in the blanks
• Provide us with all the needed, required documentation
• Fill out all responses even if you have bid on goods or services prior
Don’t assume it is all about Price
• While the current financial times emphasize cost reductions – do not discount value added activities that also assist the
University in realizing efficiencies.
“Best overall value to the institution”

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Be responsive and responsible
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Be flexible and adaptable to changing environments
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Provide strong Customer Service and timely problem resolution
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Meet with your Contract Manager at designated times of the year for business review meetings to discuss successes and areas for improvement
Together – we build strong relationships !