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American University Procurement
and Contracts Division is responsible for selecting
the best sources of supply for the University
and authorizing potential new preferred suppliers.
Procurement and Contracts Department maintains
a PCD Preferred Supplier list which establishes
relationships that levage the Univerisity's buying
power and maximises supplier strengths leading
to overall cost savings as well as retaining a
feedback mechanism for quality control. Strategic
or preferred vendors should be used before any
new vendors unless there is a compelling reason
to use a new vendor. Through these initiatives,
PCD seeks to obtain goods and services at the
best value. Value is assured when the goods and
services are obtained is a timely manner, at an
appropriate level of quality, with reasonable
cost, through an appropriate level of competition,
and in accordance with applicable Federal, District,
and University regulations. The following factors
in combination, not necessarily listed in their
order of importance, will be considered:
Price (lined itemed as much as possible)
Leveraging required service levels for our customers
Reducing ordering time
Reducing sourcing time
Develop process efficiencies
Centralizing source for agreements available to
all AU Departments
Provide timely and accurate customer service
To achieve these goals, solid
vendor relationships are an integral part of a
successful procurement program. If you are interested
in becoming a vendor for the American University,
the following information should be your guide
to becoming a part of our vendor database.
Short history of American University
Procurement Business Hours
directions
Business Opportuntites
Small Business Development
Environmental Purchasing
Vendor Fairs
Specific Services on Campus
Terms and Conditions
W-9
form
Delegation of Purchasing Authority
Short History of American University
American University (“AU”) is located
on an 84-acre campus in Washington, D.C. It is
an independent coeducational university with more
than 11, 000 students enrolled in undergraduate,
masters, and doctoral and professional degree
programs from all 50 states, District of Columbia,
Puerto Rico and the territories, and nearly 140
foreign countries. Currently 13 program undergraduate
semester-abroad programs in South America, Asia,
and Western and Eastern Europe are being offered.
AU employs approximately 550 faculty members and
1,000 staff members on campus. The primary mission
of AU is to provide excellent liberal arts education
in a small, residential coeducational learning
community, enabling students to understand and
participate in shaping the multicultural interdependent
world of which they are a part. AU is active in
all aspects of education including teaching, research
and public service.
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Procurement Business Hours
Office Hours: . . . . . .9:00
a.m. to 5:00 p.m.
Location: . . . . . . . . .4000 Brandywine Street
NW Room 200
Phone Number: . . . . (202) 885-3811
Fax Number:. . . . . . .(202) 885-3821
Email Address: . . . . .pcd@american.edu
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Directions
The Procurement and Contracts
Office is located at 4000 Brandywinr Street
NW, Washington, D C 20016 on the 2nd floor
of the WAMU-88.5 FM radio station building
at the corner of Wisconsin and Brandywine
Street NW.
Parking is available in metered
spaces along Brandywine Street.
Driving
Directions
Brandywine
Building
Main
Campus
Parking at the main campus of
American University is by meter and by permit
every weekday between the hours of 8:00am and
5:00pm. Metered parling is available in the
lot adjacent to the Cender Library. Hourly permits
are valid in the Nebraska lot and can be purchased
from the Pay-AS-You-Go machines located in the
lot or from the Transportation Services office
in daily and weekly increments. Loading permits
(valid for up to 20 minutes) can also be obtained
in the Transportation Services office free of
charge.
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Business Opportunities
Any qualified business can
become a potential vendor for American University.
The Procurement and Contracts Department
has numerous contracting and individual
order opportunities available across a wide
variety of products and services.
To be considered as a vendor for American
University, a Vendor Application form needs
to be filled out with an accompanying W-9
form. Please fax the vendor application
to (202)-885-3821 or (202)885-3824.
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Small Business Development
The Procurement and Contracts
Department actively works to support the university's
commitment to provide equal opportunities
through contracting and individual order opportunities
for small businesses. Purchasing makes every
effort to ensure that the uiniversity includes
the maximum practical number of small businesses
in the competitive bidding process in compliance
with the university's policies and procedures.
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Environmental Purchasing
American University is committed
to provided a safe and healthfull environment
for its employees, students, and visitors
and managing the University in an environmentally
sensitive and responsible manner. The Procurement
and Contracts Department works with the Environmental
Issues Project Team to encourage the use of
products that minimize adverse environmental
and health effects and take into consideration
costs asociated with the full product life
cycles.
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Vendor Fairs
Each Spring, the Procurement and
Contracts Department hosts its annual Vendor
Fair, showcasing over 100 vendors and their
products to more than 500 campus users. Housed
in the Butler Board Room, the vendor fair is
aimed at providing contract vendors with the
opportunity to show their products, make new
contacts, and achieve new business with the
university. Special sections are organized for
vendors offering environmentally friendly products
and ergonomics vendors.
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Specific Services on Campus
All vendors performing on-site
services may not enter University property unless
they are insured in accordance with the University's
established insurance requirements
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Terms and Conditions
1. OFFER AND CONTRACT:
The following terms, conditions and certifications
apply to all American University Purchase
Orders, in addition to any terms set forth
on the face of an individual purchase order
(the “Order”), and any plans,
specifications or other documents attached
or incorporated by reference therein. American
University (“AU”) hereby gives
notice of its objection to any different or
additional
terms. Purchase Orders are valid only as written.
If price, terms, shipping date or any other
expressed condition of the Order is not acceptable,
AU must be notified and must accept in writing
any variation prior
to shipment or delivery. AU will not be responsible
for payment of goods or services furnished
without a written or electronic Order or Agreement.
Seller warrants that it is the sole owner
of the described goods
and services and has the unrestricted right
to convey a clear title to AU with no encumbrances.
2. ACCEPTANCE: The Order
shall be deemed to have been accepted (i)
in the absence of written notification of
non-acceptance by the Seller within a reasonable
period of time, or (ii) upon timely delivery
of the products identified herein to the shipping
address specified on the face of the Order.
3. CONFIRMATION OF ORDERS: Confirmations
of orders should be sent to the Procurement
& Contracts Department, American University,
4400 Massachusetts Ave., N.W., Washington,
D.C. 20016-
8063.
4. CHANGES: AU may make changes
to the Order at any time by giving written
notice to Seller. If such changes affect the
pricing or amount of the Order or the time
required for performance of the Order, then
an equitable adjustment in the price or date
of delivery or both will be made. No change
by Seller is allowed without written approval
of AU. Nothing in this paragraph excuses Seller
from delivering the
goods and services described in the Order.
5. ASSIGNMENT: No part of
the Order may be assigned, transferred, or
subcontracted by Seller without AU’s
prior written approval.
6. TERMINATION FOR CONVENIENCE OR
CAUSE: AU may terminate the Order
or any part thereof for its sole convenience.
Seller shall be paid a reasonable termination
charge consisting of a pro rata percentage
of the Order price reflecting the percentage
of work performed prior to notice of termination,
plus actual direct costs resulting from termination.
Seller shall not be paid for work performed
or costs incurred after receipt of notice
of termination, or for costs incurred by Seller's
suppliers that Seller reasonably could have
avoided. AU may terminate the Order or any
part hereof for cause if Seller defaults,
fails to comply with any terms and conditions
of the Order, becomes insolvent or files for
bankruptcy protection.
7. DELIVERY: The Purchase
Order number must appear on all packing slips
and packing materials. If delivery of goods
or services is not complete within the time
specified, AU may, without liability, terminate
the Order, by notice effective when received
by Seller, as to goods not yet delivered or
services not yet rendered. Acceptance of any
part of the Order shall not bind AU to accept
any future shipments nor deprive it of the
right to return goods already accepted. All
shipments are FOB Destination unless otherwise
specified. The Central Receiving Department
may redirect delivery on the campus without
additional payment. Receiving Hours are from
9am to 5pm EST. Sellers/Carriers must request
a delivery appointment 24 hours (48 hours
when over a weekend or holiday) in advance
of delivery to Central Receiving (202) 885-2050.
Sellers are responsible for informing Carriers
of this notification requirement.
8. NONCONFORMANCE: All goods
and services not in compliance with the specifications
of the Orders or shipping instructions, or
quantities specified, or shipping containers
may be rejected by AU and returned
to Seller at its expense and risk. Purchaser
may charge to Seller all expense of inspecting,
unpacking, examining, repacking, storing,
and reshipping any goods rejected as aforesaid.
These remedies afforded to
Purchaser shall not be exclusive.
9. CONFIDENTIALITY: Seller
will keep information communicated by AU confidential
using at least the same effort it would use
to keep its information confidential. The
Seller will treat all such information as
confidential, whether or not it is identified
as confidential. Seller will not disclose
to any third party or use any reports recommendations,
opinions, and/or conclusions which Seller
may provide to AU as part of
his/her goods and services.
10. INDEMNIFICATION: Seller
shall defend, indemnify and hold AU harmless
from and against all claims, demands, actions,
causes of action, judgments, costs and reasonable
attorneys’ fees and expenses of any
kind or nature for bodily injury, death, property
damage, or other damages of any kind incurred
by AU, its employees, or third parties arising
under this Agreement.
11. FORCE MAJEURE: AU may
delay delivery, performance, or acceptance
of the goods or services ordered hereunder
in the event of causes beyond its control.
AU shall be responsible only for Seller's
direct
additional costs incurred by holding the goods
or delaying performance of this Agreement
at AU's request.
12. WARRANTIES: Seller expressly
warrants all goods delivered under the Order
to be free from defects in material and workmanship
and to be of the quality, size and dimensions
ordered. This express warranty
shall not be waived by reason of the acceptance
of the goods or payment therefore by AU.
13. INVOICING & PAYMENT:
Payment is net 30 unless otherwise specified.
Net 30 will be defined as payment 30 days
after the receipt of an invoice referencing
a valid AU Purchase Order Number. The
original and two copies of each invoice must
be submitted to AU. Invoices should be mailed
to Accounts Payable/Office of the Controller,
AMERICAN UNIVERSITY, 4400 Massachusetts Ave.,
N.W.,
Washington, D.C. 20016-8020. AU shall pay
all undisputed invoices within thirty (30)
days of receipt. Invoices must clearly identify
the items provided, AU Purchase Order Number,
Seller Invoice Number,
Serial Numbers of items provided (if applicable),
Service Date and the remittance address for
check mailing. The Controller may reject any
invoice which does not contain the required
data. Payment for
goods or services provided under the Order
shall not constitute acceptance thereof.
14. DISCOUNT PERIOD: Discount
period will start upon the receipt of the
goods and/or services at the designated delivery
point or receipt of proper invoice whichever
is later. Invoices are considered paid on
the date of the check.
15. INDEPENDENT CONTRACTOR:
If Seller's obligations under the Order require
the performance of work by Seller, its employees,
agents suppliers or subcontractors on AU property
or elsewhere, Seller
agrees that such work or services shall be
performed by Seller, its employees, agents,
suppliers or subcontractors as independent
contractors, and not as employees of AU, and
that such persons doing such work shall not
be considered or represent themselves as employees
or agents of AU.
16. TAX EXEMPTION: AU is
a District of Columbia nonprofit, tax-exempt
corporation and is exempt from paying sales
tax in Virginia (Cert. # 0019751511-E), Maryland
(Cert. # 31142145), and District of Columbia
(Cert. # 8299-11606-04) and federal excise
taxes (Cert. # 53-0196549). Seller shall not
charge AU for such taxes. Proof of exemption
is available upon request.
17. GOVERNING LAW: Purchase
orders and acceptance thereof shall be deemed
made in the District of Columbia and be governed
by laws thereof.
18. COMPLIANCE WITH LAW:
The Seller and Shipper shall be responsible
for proper packing, marking, and preparation
of documentation to insure compliance with
all laws, rules, regulations, or other requirements
of the District of Columbia, state, and federal
governments which govern the manufacture,
sale, or delivery of the goods and supplies
contemplated by the Purchase Order including
but not limited to those applicable laws and
regulations regarding Hazardous and environmentally
Hazardous Material.
19. COMMITMENT TO AFFIRMATIVE ACTION
/ EQUAL OPPORTUNITY: AU is an equal
opportunity, affirmative action institution
and, as such, operates in full compliance
with the laws of the United States and the
District of Columbia Human Rights Act of 1977.
The policies of equal opportunity, affirmative
action, and non-discrimination apply to every
aspect of the University’s operations
and activities generally and that extends
to admissions, employment, and access to University
programs and services.
20. INSURANCE: If this Agreement
contemplates Seller performing work either
at AU or its customers’ sites, then
throughout the term of this Agreement, Seller
shall maintain the following minimum amounts
of
insurance with an insurance carrier having
an A.M. Best rating of A-X or better: (i)
workers’ compensation, with employer’s
liability of $500,000 per accident, $500,000
per employee, and $500,000 aggregate, with
a waiver of subrogation in favor of AU; (ii)
commercial general liability with $1,000,000
per occurrence, and $1,000,000 general aggregate
with AU as an additional insured; and (iii)
automobile liability for all owned, hired,
and non-owned automobiles with $1,000,000
combined single limit with AU as an additional
insured. Prior to starting any work under
this Agreement but in no case later than ten
(10) days after the Effective Date, Seller
shall provide AU with a certificate which
confirms that Seller has the above coverages
and states that AU shall be notified thirty
(30) days prior to any cancellation or nonrenewal
of any such coverages. If this Agreement does
not contemplate Seller performing work either
at
AU or its customers’ sites, then throughout
the term of this Agreement, Seller shall maintain
insurance in amounts that are reasonable for
the work to be performed by Seller.
21. LIMITATION OF LIABILITY:
In no event shall AU be liable to Seller for
any loss of Seller’s profits or for
any incidental, special, exemplary, or consequential
damages incurred by Seller.
22. PUBLIC RELEASES: Seller
may not use the name, logo, or other proprietary
identifying symbols of AU in any way without
the prior written consent of AU.
23. FEDERAL ACQUISITION REGULATIONS:
The following clauses of the Federal Acquisition
Regulation (48 CFR Chapter 1) are incorporated
herein to the same extent as if they were
set out herein in
full text: (a) FAR 52.222-26 (“Equal
Opportunity”, E.O. 11246): (b) FAR 52.222-35
(Affirmative Action for Disabled Veterans
and Veterans of the Vietnam Era”, 38
U.S.C. sec.4212; and (c) FAR 52.222-36
(“Affirmative Action for Workers with
Disabilities”, 29 U.S.C. sec793). Copies
of these clauses areavailable online at www.arnet.gov/far.
24. COMPETITION OF DOCUMENTS:
The terms and conditions stated herein prevail
over any conflicting documents.
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Delegation of Purchasing Authority
Additionally, The Trustees have delegated
certain authority for purchasing within the
following select functional areas:
-
Employee Benefits -
Food Services -
Insurance
Legal Services
Library Books
Subcontracts Sponsored Research - Office
of Sponsored Programs
Auxiliary Services
Facilities Inventory - small purchases
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