Purchasing

How to do Business with Lincoln University

The Purchasing Department is responsible for the procurement of all equipment, services, materials, and supplies utilized by the University.

Policy Statement

Purchasing has the responsibility to conduct all negotiations concerning price and condition of sale for all purchases and anticipated purchases for the University. Individual departments or employees are not authorized to sign or enter into a contract with outside vendors.

Minority, Women-Owned and Small Business

It is the intent of Lincoln University to seek and encourage participation by minority, woman-owned, and small businesses. In order to qualify as a minority vendor (including woman-owned businesses) vendors must be certified as such through the State of Missouri. directory.oswd.oa.mo.gov/

Visiting hours for vendors

Visiting hours by sales representatives are between 10:00 a.m. and 3:00 p.m. Monday through Friday. It is strongly recommended that an appointment be made prior to the visit. Exceptions are made when a vendor is calling for the first time.

Vendors

Vendors are permitted to visit departments upon authorization from the Purchasing Department, vendors must recognize that such visits may be informational only. Departments are not authorized to enter into contracts or place purchase orders with outside vendors.

Vendor Selection

Selection of reputable and reliable vendors is the responsibility of Purchasing. Vendors who have not previously done business with Lincoln University are advised to contact Purchasing where they will be referred to the Buyer. Lincoln University endeavors to conduct its business in a fair and most equitable manner. Purchases will be made on the basis of quality, service, delivery, and price. New vendors are asked to complete a vendor registration application form from our records.

Purchase Orders

An official purchase order containing an authorized purchase order number is the only method of purchase for goods and services obligating Lincoln University funds. In the event of an emergency, Purchasing may place an order by telephone or fax, however, in all instances, a purchase order number must be assigned to be followed by confirming order.

The Bidding Process

Lincoln University conducts an open competitive bidding process. Depending on the dollar value of the order, this bidding process may take the form of:

Informal bids:

  1. Telephone
  2. FAX
  3. Request for Quotation (RFQ)
  4. Catalog comparison

Formal bids

  1. Invitation for Bid (IFB)
  2. Request for Proposal (RFP)

Bids will be awarded to the lowest and best bidder meeting the required specifications. Other factors considered are:

  1. Quality of goods & services to be supplied
  2. Delivery
  3. Reliability
  4. Responsibility and experience

Vendors are cautioned when completing the bid/ proposal form. All instructions given in the bid/ proposal must be followed and the bid/ proposal must be returned to the Purchasing Department by the time specified on the bid document. Bids are opened at 2:00 p.m. on the date due and the bid opening is public. Late or improperly delivered bids/ proposals will not be considered.

Notice of solicitations can be obtained by contacting the Purchasing Department directly at 573-681-5418 Notices are also posted on the bid board which is located in Purchasing. Additionally, purchases over $ 25,000 are advertised in two (2) or more widely read newspapers in the State of Missouri.

Tax Status

Lincoln University, as an agency of the Sate of Missouri, is exempt from all sate and federal taxes. Each purchase order issued makes reference to the tax exempt status. An exemption certificate will be furnished upon request.

Information

For further information, contact us.