Supplier Management

The supplier management process includes, but is not limited to:

Supplier Evaluation

• When a completed and properly-authorized Requisition has been prepared, the process of identifying, developing, evaluating, and selecting a supplier begins. In the case of routine items for which supplier relationships have already been developed, little additional investigation may be required to select a good source. The purchase of, or contract for, a new or high-value good or service, on the other hand, may require a lengthy investigation of potential suppliers. After selecting a preliminary group of potential sources, the purchaser may employ the techniques of competitive bidding or negotiation or both to help select a supplier.

•If an order is placed with a new supplier, select vendor ID number 09999 on the on-line Requisition. Select "VND" from standard comments and complete the basic information about the supplier to all Purchase Order dispatch. The Accounts Payable Office will fax or mail the supplier a Supplier Profile form. The new supplier is required to complete this form. This form provides the University the needed information to add the supplier to our database.

•For subcontract service receiving grant funds, the Grants Accounting Office will determine that the suppliers are not on the List of Parties Excluded from Federal Procurement or Non-procurement Programs issued by the General Services Administration.

•Suppliers and contractors receiving award to do business with Baylor University for $25,000 or greater will be required to submit written certification that the organization and its principals are not debarred, suspended, or proposed for debarment by the Federal Government. In addition, suppliers and contractors granting first-tier sub-awards (contracts) for $25,999 or greater will be required to obtain a written certification at the time of award of the subcontract, stating that neither the subcontractor nor its principals is debarred, suspended, or proposed for debarment by the Federal Government. This requirement is in accordance with Executive Orders 12549 and 12689, "Debarment and Suspension" (Circular No. A-110 Revised).

Competitive Bidding

• When competitive bidding is used, the purchaser initiates the procedure by requesting bids from a selected group of suppliers with whom the University is willing to do business. The bid form typically contains the same basic information that is included on the Purchase Order and is sent to a minimum of three potential suppliers. When utilizing competitive bidding, the purchaser will award the purchase to the supplier submitting the lowest evaluated bid.

•The lowest evaluated bid is that proposal which represents the optimal combination of quality, delivery, service, price, and any other factor critical to the purchase. When all bids are evaluated in this manner, selection of the lowest evaluated bid will result in acquiring maximum value for Baylor at the lowest total cost.

•With regard to the competitive bidding process, the Baylor purchaser must respect and maintain the integrity of the competitive bidding process by:
•Requesting bids from only those suppliers to whom the purchaser is willing to award an order or contract.
•Notifying prospective bidders of all factors that will be evaluated in selecting the successful bid and awarding the order or contract to the lowest evaluated bidder according to those terms.
•Maintaining confidentiality of all supplier information.
•Treating all bidders alike, ensuring that all clarifying information is given to all potential bidders.
•Not accepting bids after the announced bid closing date and time.
•Not taking advantage of apparent mistakes in a supplier's bid.
•Not "shopping" or conducting auctions for lower prices by pitting bidders against one another after bids have been submitted.

•It is ethical for the purchaser to work with the lowest evaluated bidder in an effort to identify methods to allow the supplier to reduce its cost structure and pass the resulting savings on to Baylor.