Supplier Contracts and Agreements

Supplier Contracts and Agreements Breadcrumb Home Division of Finance and Administration University Financial Services Supplier Contracts and Agreements Explore show menu hide menu University Financial Services Home Disbursement Center Accounts Payable PurCard Travel and Expense Reimbursement Financial Accounting, Costing and Treasury Services Billing and Accounts Receivable Costs on Sponsored Agreements Effort Management and Reporting Endowment Accounting Financial Reporting Movable Equipment Petty Cash Space Survey Treasury Services Payroll and Tax Services Payroll Tax Services Purchasing Services hide menu Supplier Contracts and Agreements UVM Purchasing Services negotiates contracts with suppliers to secure the best pricing, terms, and service to all users. Beyond pricing, UVM has negotiated many other benefits, including guaranteed performance levels, no-hassle returns, free delivery, volume incentives, and liability and insurance protections. Key Resources Key Resources Body Submit a Contract Review Footprint Staples Office Supplies Sustainable T-Shirt Purchasing Guidelines Purchasing Thresholds, Requirements and Approvals (PDF) Purchasing and Payment Methods Reference Guide (PDF) UVM Contracted Suppliers (Excel) UVM Lodging Agreements (PDF) Purchase Order Terms and Conditions (PDF) Policies and UOPs Policies and UOPs Body Automobile Rental Business Meals, Hospitality, and Amenities Contract Approval and Signatory Authority Employee vs. Independent Contractor Movable Equipment Purchase or Lease, Contract Approval, and Signatory Authority of Goods and Services Professional Consulting Services Travel Finance and business policies Forms Forms Body Employee vs. Independent Contractor Determination New Supplier W-9 (Word) New Supplier W-9 (PDF) Performance Agreement Instructions (PDF) Performance Agreement Template (Word) Quotation Evaluation (PDF) Service Agreement Templates Instructions (PDF) Services Agreement Template (Word) Technology Services Agreement Template (Word) Visual Media Services Agreement Template (Word) Amending a fully executed UVM Services Agreement Instructions (PDF) Single/Sole Source Justification (PDF) Speaker Engagement Letter Template Instructions (PDF) Speaker Engagement Letter Template (Word) UVM VT Sales Tax Exemption (PDF) Finance-related forms User Guides User Guides Body Adobe PDF (PDF) Purchasing Contract Review Process (PDF) Pre-paid Transactions (PDF) Requisitions, Purchase Orders, and Reviewing Payment Info (PDF) Video Tutorials Edit an Existing Requisition (Classic) (MP4, 4:24) Copy a Requisition (Classic) (MP, 2:58) Create a Requisition (Classic) (MP4, 5:04) Create a Blanket PO in Fluid mode (Requisition) (MP4, 4:48) More finance-related user guides Contact Purchasing Services Contact Purchasing Services Body purchasing@uvm.edu 802-656-6610 205 Waterman 85 South Prospect Street Burlington, VT 05405 How do I purchase goods and services? See the Purchasing and Payment Methods Quick Reference Guide (PDF ) . By purchasing from UVM's contracted suppliers, you take maximum advantage of UVM's purchasing power and support our ability to negotiate improved pricing and terms in the future. Use of mandated suppliers is required and Purchasing Services strongly encourages the patronage of our preferred suppliers and pricing agreement partners. UVM’s Contracted Supplier List (Excel) includes pricing agreements, and approved, mandated, and preferred contracts that have been competitively bid by the University of Vermont, the State of Vermont (SOV), or one of our member consortia (EandI, MHEC). If you don't see what you are looking for or have questions about specific commodities and/or services, please contact the applicable Purchasing and Contracting Specialist who can help you choose a supplier. Diverse Suppliers and Small Business Enterprises The University encourages doing business with diverse suppliers and small business enterprises whenever possible. We continue to identify these suppliers and businesses in our supplier files. UVM departments can reach out to Purchasing Services for a recent list of these suppliers already doing business with UVM. The State of Vermont's directory of self-certified minority and women owned business enterprises (MWBE) is also available. Sustainable Purchasing Initiatives “Sustainable purchasing” means making decisions about purchases and services based not only on quality and cost, but also on environmental and social aspects. These aspects include reducing waste, recycling, having organic or recycled content, fair trade, and minimizing greenhouse gas emissions. Below are summaries of several campus-wide programs and systems incorporating principles of sustainable purchasing. Sustainable Purchasing Initiatives Printer and Toner Cartridges Body UVM’s average spend on desktop toner cartridges each year was over $100,000 before Covid-19! Now, we are averaging about $55,000 each year, and that spend continues to decline. We have made great strides in lowering our printing since going remote in 2020. We hope to see our desktop toner usage continue to decline, both from printing less and from having less desktop printers. Reduce Purchasing Services strongly discourages desktop printers and recommends using only the multi-function printers (MFPs) leased by your department. MFPs use less toner, less electricity, are better for the environment, and are more secure than a desktop printer. They will also save your department money, as toner is already included in your Kyocera lease. There are impacts to the machines we use, you can make a difference with your choices. MFPs are the sustainable choice! Re-Use You can recharge your empty printer toner cartridge for less than buying a new one. Vermont Toner Recharge will pick up your empty toner cartridge and deliver you a new one. Not all models apply. Recycle The contract for leased Kyocera departmental multi-function copiers requires the vendor to accept and recycle all Kyocera multi-function printer cartridges. Customers can request recycling boxes from our Kyocera sales rep . The boxes are approximately 14”x14”x32” and include a prepaid UPS shipping label. Fill the boxes with depleted Kyocera toner containers, seal, and send to their recycling facility partner, Close the Loop. Staples accepts all used empty cartridges and toner for recycling, regardless of brand. These can be given to the Staples delivery person the next time a delivery is made, or they can be shipped for free to Staples . Used empty cartridges and toner bottles can be sent via campus mail to the recycling office, in original packaging if possible. Small items can be placed in campus Techno Trash bins. For larger toner items or that ditched desk-top printer, enter a Planon service request for pickup. See UVM's What to Recycle Guide . T-Shirts Body Purchasing Services has developed Sustainable T-Shirt Purchasing Guidelines for departments. Please look over our guidelines and incorporate them into your next purchase of t-shirts or clothing for campus. Our goal is to convince departments (you!) to switch to sustainable clothing. Swag Giveaways Body With the abundance of promotional products being given away regularly on campus, consider consulting this SWAG Hierarchy first. Fleet Vehicles Body If your department is looking to purchase a new or used vehicle, your starting point is UVM’s fleet vehicle procurement procedure . This procedure ensures that vehicles are only purchased when needed, are rightsized for the job, and that selection decisions take into account the short- and longer-term environmental impacts. Learn more about UVM’s efforts to green the fleet and what highly efficient or alternative fuel vehicles (AFVs) will meet your department’s or school’s needs. Copier and Print Paper Body The University of Vermont is committed to purchasing recycled copier paper in support of our campus sustainability goals. We try to stay green by purchasing 100% recycled paper through our Staples Advantage office supplies contract . Cleaning Products Body Custodial Services requires that custodial supplies be Green Seal Certified. Additionally, Custodial Services has changed its cleaning methods to eliminate the use of cleaning chemicals and the generation of waste where possible, such as using odorless ozonated water for most routine cleaning. Food Services Body University Dining Services emphasizes foods and beverages that are both good for one’s health and socially and environmentally responsible. Examples include purchasing local, organic, and fair trade food and decreasing packaging and food waste on campus using the Environmental Protection Agency (EPA) Waste Management Hierarchy to guide its waste reduction initiatives on campus. Information Technology (IT) and Equipment Body All the computers, laptops and iPads available through the UVM Bookstore’s TechStore conform to the EPA’s EPEAT program that promotes sustainable purchasing for electronic equipment. EPEAT provides lifecycle accounting on energy use, greenhouse gas emissions, solid waste generation and toxic materials. All laptops and monitors from the TechStore are EPEAT gold certified. Carpeting Body The University of Vermont is committed to purchasing sustainable carpeting in support of our campus sustainability goals. You can access great pricing on sustainable flooring products for any size job with our two preferred vendors – Interface and Shaw. Share our contract number with your local installer, and they will be given UVM’s sustainable options and pricing for your quote. See our UVM Contracted Suppliers (Excel) list for contract numbers and contacts. Additional Resources Purchasing Services Quotes and Bids Contract Review Purchasing Methods Doing Business with UVM Purchasing Services Team