Business and Finance
|
Purpose: To provide guidelines and processes to secure an agreement or contract for vendor services or products.
The University’s goal is to develop vendor direct programs in as many of the major commodities and service areas as possible. These up-front agreements allow the University to purchase directly from vendors who are being monitored and measured on various performance criteria.
These agreements are for products and services that are utilized by various Departments and Colleges/Schools. They are established based on:
- A formal competitive bid process managed by various Departments and Colleges/Schools and/or Business and Finance using various performance measurement criteria. Some criteria includes, e-commerce technology, advanced billing and invoicing processes, service excellence, product quality, etc.
- Sometimes they are established based on a thorough evaluation by Drake of an existing competitively awarded agreement that may be available to the University through various higher education purchasing consortia or an agreement that was competitively bid and established by another Department/College/School at Drake University.
Departments and Colleges/Schools are strongly encouraged to utilize Preferred Vendor Agreements for the following reasons:
- It has been determined that preferred vendor agreements deliver the best overall value to the University based on price, delivery capabilities, quality, past performance, training, financial stability, etc.
- Consolidation of usage drives up volume and creates buying leverage, which is what provides incentive for vendors to offer the best possible price to the University.
- It minimizes duplication of effort. Departments and Colleges/Schools are not required to solicit other bids when choosing to utilize a Preferred Vendor Agreement because this activity has already been performed by Business and Finance.
- Various key Departments and Colleges/Schools will be asked to participate in a Vendor Selection Committee to review the various bids/request for proposals/reviews of various vendor services/products.
If you are interested in reviewing any of the documentation relative to the awarding of a Preferred Vendor Agreement that Business and Finance has negotiated, please contact Business and Finance at 515-271-3116 to make an appointment.
Some preferred vendor contracts that are established may be exclusive. These contracts are usually for very specific purposes and only the resulting contract will be used for that particular product or service. Exclusive contracts are established as a result of a formal competitive solicitation that may be handled by Business and Finance or by an individual Department or College/School with final review by Business and Finance. These contracts represent a much higher level of commitment on behalf of the University. All contracts over $5000 are to be reviewed by the Vice President of Business and Finance.
-
Intercampus Bus Service (Drake Direct)
-
Vending (Sodexho)
-
Institutional Food Service (Sodexho)
-
On-campus Banking Services (U.S. Bank)
-
Recycling Pick-Up (Iron Mountain)
-
IT & Telecom related Products and Services (SCT, Apple, etc.)
Non-Exclusive Pricing Agreements
These agreements are established based on an informal negotiation between the vendor and Business and Finance (normally not as a result of a formal competitive solicitation). These agreements are established with vendors that do business with the University.
The purpose of establishing these agreements is to achieve special discounted pricing and advantageous delivery terms for the Departments and Colleges/Schools that need to purchase products and services from these vendors, e.g., rental car discounts, equipment rentals, etc. Another benefit is that Drake University and the vendor will have agreed on the terms and conditions governing the agreement. Copies of these types of agreements need to be forwarded to the Office of Business and Finance.
Departments and Colleges/Schools are NOT exempt from having to perform a competitive solicitation with at least three vendors if the product or service needed is available on a Non-Exclusive Price Agreement but the cost will be $5,000 or more. Departments and schools are encouraged to include vendors that have Non-Exclusive Price Agreements with the University in the bid process.
For legal and ethical considerations, the vendor benefits to Drake cannot include arrangements or agreements that are reciprocal in nature. We cannot knowingly do business with a supplier or enter into agreements with a supplier solely because donations are made to a particular department or the University.
Below are Website links to:
- Preferred Vendors List and Websites
- Email Business and Finance Feedback on Performance of our Service/Product Providers
| Send guideline comments to: Web Administrator Responsibility for Administration: Vice President for Business and Finance Department Policy Resides in: Business and Finance |