Vendor FAQ

 

 

What does the University buy?

Since the University must provide for administrative, academic, research, and individual student needs, many different products and services are purchased. Check our Staff Commodity List on our web site to view the types of items we purchase and the purchasing agent responsible.
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How does the University buy?

Depending on the amount of the purchase and availability of the item in the marketplace, the University makes purchases using a written competitive process for larger purchases, and solicits phone, letter and e-mail quotes for smaller purchases as competition warrants. For most of our repetitive procurement needs, annual term contracts and purchase agreements are formulated.

Most of our term contracts and purchase agreements are competitively bid in the spring and awarded effective July 1, the beginning of ISU's fiscal year. The awarded suppliers will then provide the authorized items during the contract period at the quoted prices. The benefits to the University of a term contract or a purchase agreement are consistent quality, quantity pricing, immediate access, and consistency of supply.
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Which Buyer is responsible for a particular commodity?

Refer to the Staff Commodity List section of our web site.
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Is there a list of Procurement Services employees?

Yes, Refer to the Staff Listing section of our web site.
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How do I contact Procurement Services?

Procurement Servies can be contacted by phone at 515-294-4860, by fax at 515-294-9606 or via e-mail at procurement@iastate.edu. Individual purchasing agents can be contacted at their respective phone numbers and e-mails available on the Staff Listing section of our web site.
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How do suppliers become eligible to do business with Iowa State University?

Your firm must be added to the University's vendor file. To be added, simply complete the vendor registration form.
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How does a supplier get on a bid list?

Suppliers, who have not already done so, should complete an ISUBid registration and indicate the goods and services that they provide. This commodity information aids purchasing agents in determining a list of potential vendors for bid solicitations.

When each competitive purchase is initiated, the Buyer will select prospective bidders from that list in a number proportionate to the dollar value as well as those firms that he/she has evaluated as offering a maximum effort in competition and service. Being added to our vendor database does not guarantee you will be invited to bid on ISU projects. However, by completing a vendor registration, you will become eligible for automated notices of any bids going out in your selected commodity areas. You may also check our current bid solicitations page on ISUBid for bid opportunities that are currently available.

It is suggested that you contact a Buyer by phone after registering if you wish to provide additional information for evaluating your firm's potential as a bidder and to familiarize them with your products.

When a bid inquiry is sent to you be sure to respond, even if only to indicate "no bid". In the event you do not respond to three consecutive bid inquiries, your firm's name may be removed from future bid lists since it becomes prohibitively expensive to continuously send bid inquiries to unresponsive firms.
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How does a supplier find out if they have won an award?

ISU posts the awarded vendor or vendor(s) for each bid solicitation on our Recently Awarded Bid Solicitations Page. For further information on any bid solicitation award, the award process or evaluation of the bid, please contact the Agent who initiated the bid process. Their name should be indicated on the bid paperwork and is also available on the page listed above.
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How are bid award decisions made by Central Purchasing?

Bids are awarded to the bidder that best meets the specifications and/or criteria identified in the bid solicitation. When service, delivery, and other factors are to be considered in addition to price, they are stated in the bid specifications. The bidder that best meets all of the specifications and/or criteria (which includes price) will receive the award. In addition, a low bidder who does not comply with all or part of the specifications may not be awarded on that basis.
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What can a supplier do to ensure that their bid is correct?

It is important to carefully read a bid inquiry. Be sure to sign your bid. Return the entire original bid packet by the indicated deadline. Make sure your unit costs and totals agree and your delivery terms and terms of payment are clearly stated.

Note that many high-dollar or complicated bids contain instructions to follow in the event you wish to contact the Buyer regarding questions.
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Does the University have a minority Business Enterprise Development program?

Yes. Refer to the Targeted Small Business link and the Vendor Diversity Initiative in the vendor section of our web site
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Who makes the actual buying commitments?

The University has 14 procurement professionals in the Procurement Services Department who are the only employees authorized to commit the University for purchases. The only exception to this is the University Purchasing Card program. University employees who have received a purchasing card have the authority to make purchases up to a specified dollar limit on their cards.

If a University Purchasing Card is not being used, vendors should always be sure to obtain a signed Purchase Order or authorized purchase order number before shipping or providing items/services to a University Department.

Refer to the Staff Listing section of our web site for specific Buyer names and commodities/services for which they are responsible.
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Is the University tax exempt?

Yes. The University is an instrumentality of the State of Iowa and is therefore exempt from sales tax in the State of Iowa and is exempt from certain Federal excise taxes. Requests from suppliers for tax exemption forms should be submitted here.

Depending on reciprocity laws in other states or if the delivery point is outside of the State of Iowa, orders from suppliers located outside of Iowa may involve payment of sales tax to other States. The general assumption is no sales tax is due. When in doubt, contact the appropriate Buyer in Procurement Services.
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When will a payment for an invoice be received?

Payments are made generally in less than 30 days on most invoices. Other factors may come into play that may delay payment. These may include receipt of incorrect items, incorrect invoices, damage in shipment, invoices sent to wrong address, etc. ISU tries to resolve these issues with the vendor in an expedient manner so as not to delay payment unreasonably.
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Where should invoices be sent?

Invoices should reference the appropriate purchase order number and be sent to the "Bill To" address indicated on the purchase order.

This address is:

Purchasing Payables
3617 Administrative Services Building
Iowa State University
Ames, Iowa 50011-3617

or invoices can be e-mailed to invoices@iastate.edu
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How do I check the payment status of an invoice?

You may contact the accounts payable department at (515) 294-5211. Please reference the Purchase Order number that relates to the invoice you are inquiring about.
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