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Purchase Orders

 

The Purchase Order is the primary ordering document for university purchasing activity. It is a formal written offer to a vendor or contractor containing all terms and conditions of a proposed transaction. Once accepted by a vendor, it becomes a legally binding contract between both parties.

Expenditure of Funds

All funds of the university, regardless of source (e.g. grants), must be managed in accordance with university policy. 

Although departments are allocated funds in their budgets for a given period, this allocation is only an authority to requisition, not to purchase.  As such, Cost Center Approvers must initiate requests with consideration for the Purchase Requisition to Purchase Order Process.

 

Organization and Objectives

Mission

Provide a professional business function at Bentley University for the procurement of goods and services; contract administration; operations advisement; asset and property management; the development of vendor, community and customer relations, resulting in the efficient utilization of university resources.

These objectives are achieved through combined teamwork, sound business practices, policy, procedure and state of the art technology.

 

 

Purchasing Policy

The purchasing policy and procedure as stated were developed to accomplish the procurement process for Bentley University. The responsibilities for implementing the the policy and procedure have been delegated to the Cost Center Approvers of each department.

All Department Heads and Deans are responsible for the dissemination of policy and procedural statements to the appropriate people within their organization and the adherence to all stated specifics.

Equal Opportunity Statement

Bentley University expects all vendors to have Equal Opportunity policies consistent with those of the university.  Vendors must not discriminate in their employment practices on the basis of race, color, religion, sex, sexual orientation, gender identity and/or expression, marital status, age, national origin, citizenship status, disability, genetic information, military or veteran status. 

In addition, Bentley will not condone any form of sexual harassment, either in internal employee relationships or with Bentley employees and students.

Bid Award Criteria

Purchasing, Administrative and Campus Services strives to achieve excellence in fair and ethical business practices.  Multiple criteria are considered in award decisions, weighted in accordance with the situation.

Such criteria may include: service offerings; price, including freight and installation charges; responsiveness of account representative; warranties; ability to meet lead times; industry experience; experience with Bentley University; references; and health of organization, both financial and operational.

Construction Contractors Prequalification Questionnaire

Construction contractors interested in working with the institution are required to submit company literature using standard AIA document A305: 
Contractor's Qualification Statement.  Please ensure the information below is provided in this package. 

Qualification packages may be mailed to:

Bentley University
Purchasing, Administrative and Campus Services
175 Forest Street
Waltham, MA  02452

  1. What is the form of your organization?

     

Contractor's Guide to Safety

Safety Policy

Bentley University is committed to protecting the integrity of the university's human, physical, and financial resources. We recognize our responsibility to manage our business in such a way that these resources are conserved and utilized effectively and safely. Accordingly, our policy is to:

Vendor Terms

Dear Vendor:

In an effort to maintain a good working relationship with our preferred suppliers, I would like to take this time to review some of the policies which Bentley asks you to keep in mind when dealing with the university, including student organizations:

  1. A Purchase Order number must accompany all orders placed with a supplier unless the order does not exceed $5,000.00. This rule also applies to any business conducted by student organizations.

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