University of Nebraska Kearney

Dealing with Vendors

(Revised 4-20-2006)
Departments are encouraged to seek information on products and services from vendor representatives. They are a valuable source of information.  To help you in dealing with vendor representatives, the following guidelines are suggested:

1. Plan ahead.  Be realistic regarding the expected delivery date.
   
2. Contact Business Services, in advance, to assist in locating vendors and a procurement plan.
   
3. Contact more than one vendor whenever possible.
   
4. Give the same information to all vendors.  Each vendor should have an equal opportunity to compete.
   
5. Research all aspects of product usage, such as maintenance, supplies, guarantees, and warranty coverage.
   
6. A complete description of the item or items should be stated on the purchase requisition.  Please attach any additional information to the requisition.  If an electronic requisition is submitted, indicate in the comments field that additional information will be forwarded through campus mail.
   
7. Only a signed Purchase Order can commit the University.  Do NOT commit by telling a sales representative that he or she has the order.
   
8. Never accept gratuities of any kind from vendors.
   
9. Beware of vendor created crisis, such as “Price goes up next month,” “This is the last one in stock,” or unrealistically low prices if we act immediately.  Report any claims of this sort to Business Services.
   
10. Do not place an order with a vendor that is a result of an unsolicited phone call to you.