Introduction
This information has been designed to assist Suppliers by outlining policy and procedures for procurement of all goods and services at the University of Maine System.
The Office of Strategic Procurement
The Office of Strategic Procurement of the University of Maine System has the responsibility for obtaining maximum value from expenditures of all funds administered through University accounts, ensuring that all procedural requirements are met – legal and otherwise – and promoting fair, ethical, and legal trade practices.
Procurement Methods
Suppliers must obtain a valid Purchase Order number before providing goods and services to the University (bona fide emergencies excepted). The University reserves the right to delay or withhold payment related to goods or services provided without a Purchase Order number.
All purchases over $50,000 will be approved by the UMS Office of Strategic Procurement. University policy requires that purchases be made by competitive processes whenever practical and possible. There are several ways in which this is accomplished. Frequently, for items of lower value, quotations will be obtained by phone. For purchases with a value greater than $10,000, written quotes must be obtained. When a purchase is over $50,000 a formal sealed-bid process, further described below, is used. Occasionally, a product or service can only be obtained from one source. In this case the reasons are documented, and an order is placed after review and approval of a waiver of the competitive process. If you are requested to give a quotation directly to a department, be aware that you may have to quote again to the Office of Strategic Procurement.
Universities may place orders directly from contracts that have been competitively bid and approved by the Office of Strategic Procurement. These contracts may have been established by the State of Maine, Purchasing Cooperatives such as the E&I Cooperative and the Massachusetts Higher Education Consortium (MHEC), or the University itself. If you would like information on bidding for these contracts, please fill out our Potential Supplier Registration Form and we may send you bid information in your commodity areas when requests for bids are issued.
The following is a current list of all known Group Purchasing Organization/Consortia groups we are currently engaged via a participatory agreement (others may be added over time).
E&I Cooperative Services (External Site)
MHEC (Massachusetts Higher Education Consortium) (External Site)
NASPO Valuepoint (Formerly WSCA/NASPO) (External Site)
NCPA (National Cooperative Purchasing Alliance) (External Site)
OMNIA Partners (Formerly NIPA & US Communities) (External Site)
Sourcewell (Formerly NJPA) (External Site)
State of Maine (External Site)
State of Massachusetts’ Operational Services Division (OSD) (External Site)
TIPS-USA (External Site)
Purchase Order Terms and Conditions
Please click here for the University’s standard Purchase Order Terms and Conditions
Contracting Considerations
The University of Maine System due to its public nature, as an agency and instrumentality of the State of Maine, will not agree to:
- Provide any defense, hold harmless or indemnity;
- Waive any statutory or constitutional immunity, including protections provided under the Maine Tort Claims Act (14 M.R.S.A. ‘8101, et seq.);
- Apply the law of a state other than Maine or of a country other than the U.S.A.;
- Procure types or amounts of insurance beyond those UMS already maintains or waive any rights of subrogation.
- Add any entity as an additional insured to UMS policies of insurance;
- Pay attorneys’ fees, costs, expenses or liquidated damages;
- Promise confidentiality in a manner contrary to Maine’s Freedom of Access Act;
- Permit an entity to change unilaterally any term or condition once the contract is signed;
- Accept any references to terms and conditions, privacy policies or any other websites, documents or conditions referenced outside of the contract; or
- Agree to automatic renewals for term(s) greater than month-to-month.
Payment
Invoices must contain a Purchase Order number, invoice number, date and a remit-to address. The University does not, in general, pay from statements; each purchase must be invoiced individually.
Invoices MUST be billed to and reference the “University of Maine System.”
Invoices should be mailed to:
University of Maine System
Accounts Payable
PO Box 3955
Scranton, PA 18505
207-581-2695
Invoice submission via email (recommended): UMAP@maine.edu
AP/Invoicing questions: UMSCentralAP@maine.edu
Independent Contractors
If you are an individual providing services to the University, you may have to be paid as an Independent Contractor and must have a valid Services Contract on file before providing services.
Insurance
All Suppliers who are doing work on our premises are required to carry Workers Compensation, Public Liability, and Property Damage Insurance (and in some cases, Product Liability or Professional Liability). Details on amounts required are included with bids or may be obtained by contacting the UMS Office of Strategic Procurement.
COVID-19
The University consistently seeks to take steps to minimize the risk of COVID-19 infections (or any other spread of disease) in accordance with applicable law, regulation, and guidance provided by health authorities. These efforts may include policies and safeguards implemented by the University such as symptom checks, social distancing, use of facial coverings, and isolating and quarantining when required. Despite these efforts, the University cannot categorically guarantee that any person entering University campuses or facilities will not contract COVID-19 or any other communicable disease and any such person must assess and accept the risks of illness or injury for themselves.
Bids
When a need for goods or services arises, the Office of Strategic Procurement develops specifications for that need and issues either a Request for Bid (RFB), Request for Proposal (RFP), or other solicitation. The document is sent to Suppliers in our existing database known to be able to provide what is needed. The solicitation includes everything a supplier should need to develop a bid/response. A response date and time are given in the document.
Click here for Potential Supplier Registration Form (External Site)
To receive bid/proposal documents, suppliers should fill out our potential supplier registration form listing the products and services they provide, to request to be placed on the appropriate solicitation lists. Solicitations will be advertised in an appropriate newspaper when additional suppliers are sought, and when a solicitation has a value of $50,000 or more.
Click Here for Capital Construction Project Bidding Information
Read the entire solicitation document carefully to know exactly what will be expected of you should you be awarded the purchase or contract!
Solicitation specifications include general information about the bidding process, contract terms, and a complete description of the products or services required. Brand names are sometimes used, and specifications will explain whether an alternate may be provided or whether the brand name specified is the only product acceptable. If alternates are proposed, the University will be the sole judge of equivalency. The specifications and solicitation documents will inform bidders who to contact if additional information is needed.
The University may set up a pre-bid conference when information must be conveyed to bidders that would be difficult to include in the specifications, when a site inspection is needed or when extensive questions are expected from suppliers. The conference may be mandatory for bidders to attend; this will be stated in the solicitation documents. All necessary information about a pre-bid conference will be stated in the documents.
The specifications contain instructions for the return of bids and proposals. Bids must be received in the Office of Strategic Procurement by the date and time specified in the form and format specified. Late bids will not be accepted. We will consider a late bid as timely only if our office caused the delay. When it has been determined that further information, clarification, or correction is needed on a solicitation, an addendum will be sent out to all suppliers that have received a copy of the solicitation and will be posted on the University’s website. The University will not be bound by oral responses to suppliers’ questions about a bid or to written responses other than addenda.
Samples are occasionally requested for a bid. Instructions are included in the solicitation for submitting samples. Samples are to be provided at no charge to the University and may be held by the University to verify that any product received conforms to the samples. Samples should be sent to the University in a separate package from the bid response.
Bids may be withdrawn or amended by bidders at any time prior to the solicitation submission deadline. After the deadline, bids/responses may not be amended. If a large mistake has been made by the apparent low bidder, the bidder will be given the option of selling at the price given or withdrawing the bid. If an extension error has been made, the unit price will prevail.
Solicitations will not have a public “opening.” Except for proposals/bids selected for award, which are available to other respondents during the protest period only, the information contained in responses submitted for the University’s consideration will be held in confidence until all evaluations are concluded, and a respondent selected (the successful respondent), the award protest period has passed, and an Agreement is fully executed.
Bid awards are made to the most responsive and responsible bidder. An award is usually made to the bidder with the best price, all other things being equal; an RFP is awarded based upon a combination of price and other criteria listed in the solicitation documents. A “responsive bidder” is one who has submitted a bid or proposal which conforms in all material respects to the solicitation. A “responsible bidder” is one who has the capability in all respects to perform the contract requirements in a manner which will assure both reliability and good performance.
The University reserves the right to accept or reject any or all bids, in whole or in part and is not bound to accept the lowest bid if that bid is not in the best interest of the University. A bid may be rejected if it is in any way incomplete or irregular.
A bidder/respondent may protest an award by sending a letter within 5 days of receiving notice of the award to the Executive Director of Strategic Procurement & Chief Procurement Officer, or designee, outlining why the award is being protested. The award will then be analyzed to determine if it was made fairly and in the best interests of the University. If an error was made, the award may be changed, or a decision may be made to reissue the bid. If a protest is not resolved to the satisfaction of an aggrieved party, an appeal may be filed with the Vice Chancellor for Finance & Administration of the University of Maine System within 10 days of a decision by the Executive Director of Strategic Procurement & Chief Procurement Officer, or designee.
Equal Opportunity
It is the policy of the University of Maine System not to discriminate on the grounds of race, color, religion, sex, sexual orientation, transgender status or gender expression, genetic information, national origin or citizenship status, age, disability, or veteran’s status and to provide reasonable accommodations to qualified individuals with disabilities upon request. Contractors and subcontractors must also agree not to discriminate on these grounds.
Smoking Policy
The University must comply with the “Workplace Smoking Act of 1985″ and M.R.S.A. title 22, § 1541 et seq “Smoking Prohibited in Public Places.” In compliance with this law, the University has prohibited smoking in all University System buildings except in designated smoking areas. This rule must also apply to all contractors and workers in existing University System buildings. The Contractor shall be responsible for the implementation and enforcement of this requirement within existing buildings.
Several campuses within the University System are tobacco free campuses. In these instances, the use of tobacco and all smoking products is not permitted on any University owned property, which includes but is not limited to buildings, university grounds, parking areas, walkways, recreational and sporting facilities, and University owned vehicles. Should a Contractor provide any services on a University campus, the Contractor will comply with all applicable campus smoking policies and it will be the responsibility of the Contractor to determine which policies apply.
Taxes
In all its purchases, the University is tax exempt by Section 1760, Subsection II of the Maine Sales and Use Tax Law. The University is a Tax-Exempt Educational Institution as defined by Internal Revenue Code 501(c) and is currently regarded as such by the Internal Revenue Service.
Gifts
It is the policy of the University of Maine System that the acceptance of a gift from a supplier or potential supplier by any employee is strictly prohibited. It is requested that the value of any gift be reflected in cost savings on solicitations for the benefit of the University.
Conflict of Interest
If you are both a supplier and an employee of the University, your circumstances must be reviewed before any transactions can take place to avoid any conflict-of-interest situations or the appearance of conflict of interest.
Reservation of Rights
The University of Maine System reserves the right to make changes to this guide without prior notice to Suppliers. If a disparity occurs between this guide and bid documents or Purchase Orders, the bid or Purchase Order will govern.
Email us for more information:
Code of Ethics
The Office of Strategic Procurement is a member of the National Association of Educational Procurement and adheres to the NAEP’s code of ethics, which is as follows:
- Give first consideration to the objectives and policies of my institution.
- Strive to obtain the maximum value for each dollar of expenditure.
- Decline personal gifts or gratuities.
- Grant all competitive suppliers equal consideration insofar as state or federal statutes and institutional policy permit.
- Conduct business with potential and current suppliers in an atmosphere of good faith, devoid of intentional misrepresentation.
- Demand honesty in sales representation, whether offered through the medium of verbal or written statement, an advertisement, or a sample of the product.
- Receive consent of the originator of proprietary ideas and designs before using them for competitive purchasing purposes.
- Make every reasonable effort to negotiate an equitable and mutually agreeable settlement of any controversy with a supplier, and/or be willing to submit any major controversies to arbitration or other third-party review, insofar as the established policies of my institution permit.
- Accord a prompt and courteous reception insofar as conditions permit to all who call on legitimate business missions.
- Cooperate with trade, industrial, and professional associations, and with governmental and private agencies for the purposes of promoting and developing sound business methods.
- Foster fair, ethical, and legal trade practices.
- Counsel and cooperate with NAEP members and promote a spirit of unity and a keen interest in professional growth among them.