Procurement Procedure P-200 - Supplier Relations

PURPOSE

To define procedures concerning supplier relations.

SCOPE

This policy applies to all purchase transactions.

GENERAL

It is College and departmental policy to maintain and practice the highest possible standards of business ethics, professional courtesy, and competence in all our dealings.  At all times, applicable laws must be scrupulously observed.  In this regard, the following should be observed when dealing with suppliers and their representatives.

A.  Accord prompt and courteous reception, as well as fair and equal treatment to all suppliers and their representatives.

B. Provide equal opportunity for all suppliers to make price and specification quotations.

C. Decline to take advantage of obvious and legitimate seller errors; afford consideration for seller's difficulties by cooperating with them whenever possible.

D. Avoid putting seller to unnecessary expense or inconvenience on returned goods.

E. Explain as clearly and fully as possible to suppliers the reason for rejection of their quote/bid/proposal.

F. Remain scrupulously free from obligations to any supplier.

G. Keep informed about sources of supply, methods, services and materials, and encourage their testing.

H. Keep suppliers informed about College products and methods.

I.  If, for any reason, one supplier is permitted to re-quote, all competitors will be given the same opportunity.  Re-quoting should be restricted to an absolute minimum.

Last updated 10/23/2023