Procurement Services
Vendor Information
Current Bid Advertisements for Murray State University
As a member of the National Association of Education Buyers (NAEB) we subscribe to their Code of Ethics in our daily efforts to achieve our mission and goals.
Murray State University strives to provide the best in procurement of goods and services. We believe if you better understand our organization and our policies and procedures we can mutually achieve our objective.
We encourage your help by:
- checking with our receptionist each time you come to our office.
- calling ahead for appointments, if possible.
- NOT coming just to visit. As much as we like you personally, we do not have time for "social calls".
- making each visit a profitable one. We have established conference areas where you can present your proposals or attend bid openings.
- helping us keep up to date on the markets, trends and new developments in your industry.
- NOT accepting an order unless given a verbal or written university purchase order.
Here are some guidelines that we believe will mold a good business relation.
1. We sincerely believe good vendor relations are an essential part of doing business. Much of the success of the Procurement Services depends on the help we receive from YOU!
2. We solicit the help of all vendors to sustain our POLICY that the procurement staff will accept no gifts, services or favors-at any time. The best favor you can do is to see that the university gets the best price, quality and service.
3. Our purchasing is done on a competitive basis with reputable vendors.
4. Our invitations to bid are opened and may be reviewed at Procurement Services. No tabulation or other information other than notification of award will be routinely supplied. Photocopies of information from the bid files may be obtained upon request with the requester bearing the cost of such duplication.
5. Requests for proposals are not opened publicly.
6. We welcome catalogs, brochures and price lists. We will distribute them as needed.
7. University Departments have a delegation of at least $500. Purchases above that dollar limitation may require an official purchase order signed by buyer at Procurement Services.
8. The University Purchasing Card program is available to all University Departments. Vendors are encouraged to accept purchasing cards.
9. Please ship items to designated "Ship To" address on purchase order.
10. Do not make any changes on orders without receipt of an advice of change form from Procurement Services.
11. Please contact the appropriate buyer with problems on specific orders; we will make contact with the ordering department.
12. When you quote special prices to Murray State in response to a bid or a request for quotation, please keep your billing department informed of the special price quotation so the invoice from your firm will agree with the contract, allowing us to make prompt payment.
13. The university maintains vendor’s files on computer using the vendor’s FEIN number as the vendor control number. Please provide this number when seeking to be placed on our vendor list. The number will greatly facilitate the timely processing of our transactions with you.
14. To be placed on our vendor list, complete the following steps:
-Complete vendor application form and return it to Procurement Services.
-Provide all information requested on the form.
-Be sure to include your FEIN number since this number will be used as your vendor ID number in our system.
-Advise us promptly whenever changes to information in our vendor files occur.
Please Note: Being placed on our vendor list does not assure that you will automatically be mailed copies of our invitations for bid. Many of our commodity lists contain several hundred vendor names. To routinely mail to this many sources is cost prohibitive. Therefore, we suggest you watch the newspaper for the advertisement of our bids, and maintain regular contact with our buyers. Monday of each week, a list is posted in the lobby of the General Services Building of invitations to bid, requests for quotations and requests for proposals to open that week.
Murray State University Procurement Services
Murray State University
200 General Services Building
Murray, KY 42071-3355
(270) 809-2703
