Supplier's Information
Table of Contents
Introduction
Location and Organization of Corporate Purchasing
Directions and Parking
Small Business Supplier Diversity and Equal Opportunity Statement
Purchase Order Requirements
Shipping and Delivery Instructions
Invoices
Tax-exempt status
Bid Procedure
OSHA
Hazard Communication Statement
Conflict of Interest
Grievance Procedure
Demonstration of Equipment/Samples
Product Endorsements
Use of University Space for Demonstrations
Gifts to Individuals not Acceptable
Donations do not Influence Decisions
Access to University Offices and Departments
The purpose of these supplier guidelines is to acquaint prospective and current suppliers with the business practices and policies of the University of Rochester and its Strong Health system. A supplier's understanding of the University's business practices and policies will benefit both the institution and the supplier community through improved procedural efficiency, more timely communication and improved customer-supplier relations. Clearly, we at the University and Medical Center need world-class suppliers and products in order to achieve the high quality standards and service goals we have established. We encourage the participation of all suppliers that will help to achieve our mission and vision.
Sincerely,
Phil Profeta
Corporate Director, Purchasing
Location and Organization of Corporate Purchasing 
The University of Rochester's Corporate Purchasing is located at 70 Goler House, Rochester, New York 14627-8901. The central phone number is (585) 275-2002. The FAX number is (585) 273-1241. The office hours are Monday through Friday, 8 a.m. - 5:00 p.m. (except University holidays). Suppliers are seen by appointment only during these hours.
Directions and Parking
From the East:
NYS Thruway (I-90) to Exit 46; I-390 North to Exit 16 (W. Henrietta Rd.); right on W. Henrietta Rd. (Rte. 15); two miles to left on Elmwood Ave.; Parking garage will be on the left. (Goler House is behind the parking garage.)
From the West:
NYS Thruway (I-90) to Exit 47; I-490 East to I-390 South to Exit 16A (E. River Rd.); right on East River Rd. and right on Kendrick Rd.; bear left onto Lattimore Rd.; one block to Crittenden Rd.; take right on Crittenden. Parking garage will be on the left. (Goler House is behind the parking garage.)
From the South:
I-390 North to Exit 16 (W. Henrietta Rd.); right on W. Henrietta Rd. (Rte. 15); two miles to left on Elmwood Ave. Parking garage will be on the left. (Goler House is behind the parking garage.)
Parking:
Suppliers visiting the University of Rochester Medical Center-Strong Memorial Hospital are asked to use designated visitor parking areas only. Suppliers visiting Corporate Purchasing should park in the Hospital's main visitor parking garage. Contractors or service technicians requiring special parking arrangements for the Medical Center should contact the Medical Center Parking Office at 585-275-4524. Contractors and service technicians visiting the River Campus for a single day will be issued a one-day permit for a specific day, by the attendant at the Visitors Information Booth. Those visiting the River Campus on a more permanent basis are asked to contact the Parking Services Office in Fauver Stadium at 585-275-3983 to make more permanent arrangements.
Supplier Diversity and Equal Opportunity Statement
As the University of Rochester envisions itself as a community that welcomes, supports and embraces inclusiveness, we are committed to the principles of diversity and equal opportunity. Clearly, this includes our purchasing activity and the objective of being an integral contributor to the overall health of the business community in which we operate. We encourage the participation of suppliers classified as small, small disadvantaged; small women-owned, small veteran-owned, small service–disabled veteran-owned and small HUBZone business concerns (collectively referred to as “Small Business Concerns”) as a means of strengthening and developing our supplier community. They are the entrepreneurs that have made and continue to make this country great. They foster innovation, creativity and competition. As with the supplier community in total, small business concerns will bring lower operational costs, world-class quality and customer focused service to allow the University to pursue its mission of education, research and patient care.
We encourage all of our supplying organizations to have a Small Business Supplier Diversity & Development Process within their company. To that end, we encourage our large suppliers to develop goals equal to ten percent (10%) of its annual sales to the University be supplied from a small diverse supply base. Through focused efforts and collaborative processes, we can continue to build a solid business environment.
It is University of Rochester goal to take affirmative steps to give interested and qualified small business concerns the maximum practicable opportunity to participate under UR purchase orders and subcontracts for materials, supplies and services consistent with Federal government requirements and effective, economic purchasing practices. Corporate Purchasing has a Supplier Qualification/Size Self Certification Process on this Web site (“Qualification” on the Supplier Tab) that provides us with a potential bid file of qualified suppliers by size and commodity/service. We encourage all current and potential UR suppliers to complete the supplier/bidder qualification process. http://www.urmc.rochester.edu/purchasing/qualify.cfm
Small Business Concerns are encouraged to register with the SBA Central Contractor Registration (CCR) Website http://www.ccr.gov/
Purchase Order Requirements
Merchandise should not be shipped or any service rendered unless a purchase order number has FIRST been obtained from the University. Suppliers are cautioned against acting on oral or written requests for supplies, equipment, or services from any department or individual unless accompanied by a specific purchase order or check-with-order number. The University will not be responsible for orders accepted or shipped by Suppliers without that required authorization. The appropriate purchase order number should appear on all invoices, packages, bills of lading, and packing lists.
Shipping and Delivery Instructions
The University policy for freight and product ownership is:
All deliveries to the University of Rochester are F.O.B. DESTINATION. By definition, this means that title (ownership), and accordingly risks of loss or damage, passes to the Buyer (University) upon receipt at designated delivery points, and/or point of service areas as determined by the University department. It is also understood that there shall be no minimum delivery requirements. The Seller (Supplier) pays and absorbs all freight costs, including handling fees and charges
Specific shipping and delivery instructions are found on each purchase order. Shipments are accepted between the hours of 8:00 and 4:30 p.m., Monday through Friday (except University holidays).
All Packages Must Show:
- The purchase order number or check-with-order number.
- The department name/"attention" to" name.
- Room number/location if in the Medical Center as stated on the purchase order.
Shipments that are inadequately labeled will be refused. All shipments that require special handling must be coordinated with the appropriate department in advance.
Following are general instructions for individual areas within the University:
Departments on the University's River Campus:
Deliveries must be made to the building and department designated on the purchase order, University of Rochester, Rochester, New York 14627
Medical Center-Strong Memorial Hospital Central Receiving Dock:
575 Elmwood Avenue
Rochester, New York 14642
Phone: 585-275-2022
Eastman School Of Music:
26 Gibbs Street
Rochester, New York 14604
Phone: 585-275-3011 or 585-275-4029
Nuclear Structure Research Lab:
271 East River Road
Rochester, New York 14623
Phone: 585-275-4945
River Road Buildings:
300 East River Road
Rochester, New York 14623
Phone: 585-275-2448
Laboratory For Laser Energetics:
250 East River Road
Rochester, New York 14623
Phone: 585-275-4516, 585-275-3957, 585-275-5101
Memorial Art Gallery:
500 University Avenue
Rochester, New York 14607
(Loading dock located parallel to Prince Street)
Phone: 585-473-7720
Highland Hospital:
1000 South Avenue
Rochester, NY 14620
Phone: 585-473-2200
Invoices
Except where stipulated otherwise on the purchase order, address all invoices to: University of Rochester-Accounts Payable 1325 Mt. Hope Ave, Suite 260 Rochester, NY 14620. Problems regarding invoices can usually be resolved by calling Accounts Payable directly at 585-275-3483. Invoices that do not correspond to the purchase order's specifications, that are out of the ordinary, or require contract interpretation should be referred to the appropriate team in Corporate Purchasing. Unless otherwise stipulated on the purchase order or contract, the University's payment terms are Net 30 days.
Tax-Exempt Status
The University is a tax-exempt organization and thus is not required to pay sales tax on materials, supplies, equipment, or services purchased for official use by or at the University. The University tax exempt number is 125542.
Bid Procedure
It is University practice to obtain a competitive quote on transactions totaling over $2,500. Bid information is kept confidential and not revealed to competitors or to the public. Bids are awarded to the responsible Supplier who offers the University the best overall value. If a Supplier declines to bid, a written explanation is requested for use in formulating future bid lists. Informational quotations provided directly to departments are not acceptable as formal quotations and are subject to re-bid by Corporate Purchasing. Informational quotes should be copied to the appropriate Corporate Purchasing Manager at the same time they are submitted to the department.
OSHA Regulations
All equipment and goods purchased by the University of Rochester for use by its employees must be manufactured and delivered in full compliance with the Occupational Safety and Health Act of 1940.
Hazard Communication Standard
The University of Rochester has a Hazard Communication Program in support of OSHA Standard 1910.1200 and has information available to Suppliers on hazardous chemicals which may be present in the work area, on precautionary measures, and on labeling systems. On request, Environmental Health and Safety will provide information for all hazardous substances for which the University is responsible. Suppliers shall seek such information through University Environmental Health and Safety at 585-275-3241. Suppliers shall assure that Material Safety Data Sheets are readily available at the work site for all hazardous materials used onsite in the performance of the work.
Conflict of Interest
Acquisitions, including temporary services and materials from a business enterprise, whether or not incorporated, in which a University of Rochester employee has a significant proprietary interest or control are prohibited unless a full disclosure of the background facts is presented in writing to the Senior Vice President for Administration and Finance and Chief Financial Officer University of Rochester and prior written permission for the acquisition is given. There is deemed to be significant proprietary interest if a single University of Rochester employee or the employee's family (the employee, spouse, and un-emancipated and minor children) owns 10 percent of the assets of an unincorporated organization or 10 percent of the outstanding stock of a corporation.
Grievance Procedure
Suppliers who have questions or concerns related to the business practices of the University in general or regarding a specific situation should address written inquiries or requests to: Director, Corporate Purchasing, 70 Goler House, Rochester, NY 14627-8901
Demonstration of Equipment/Samples to Departments
Corporate Purchasing must approve and provide documentation (a purchase order for demonstration equipment) for any samples or trial equipment prior to delivery to any area of the University. Samples and trial equipment intended for delivery to the University of Rochester Medical Center-Strong Memorial Hospital must also have the approval of the Material Management department as well as University of Rochester Corporate Purchasing. The University of Rochester cannot accept any responsibility for equipment or supplies left without prior approval and proper documentation. Such merchandise may be considered a donation and no further obligation for it will be assumed by the University.
Product Endorsements
The use of the University of Rochester's name or that of any of its officers, faculty, divisions or departments in promotion of commercial products or services is not permitted unless expressly approved in advance by the University's Director of Corporate Purchasing.
Use of University Space for Product Demonstrations
University of Rochester's conference, teaching, and clinical space is a scarce resource and must be conserved for the institution's educational, research, and clinical functions. Therefore, it is the policy of the University not to provide space to Suppliers for the purpose of general marketing demonstrations. Suppliers are free to invite staff to off-site locations for general marketing presentations.
Gifts to Individuals Are Not Acceptable
Gifts to University faculty and staff at any time of the year are unnecessary and unacceptable, and will not improve the business relationship. We appreciate the sentiment behind such offerings, but we place greater value on Suppliers' continued support in terms of providing the University with quality products and services at low prices. Suppliers who wish to donate to the University are welcome to address their gifts or inquiries about donations to the University's Development Office. As a matter of principle, a Supplier's donation has no bearing on his eligibility to sell to the University or the nature, volume, or terms of his business with the University.
Donations Do Not Influence Corporate Purchasing Decisions
University development efforts provide all prospective donors the opportunity to contribute to the University. University development efforts will be conducted without regard to present or prospective business relationships which the University may have with donors. The fact that a Company (or a firm member or representative) donates to the University or does not do so will have no bearing on the firm's eligibility to do business with the University. The University may on a regular or special campaign basis solicit support from the business community, both individual members of companies and the companies themselves, both businesses that are suppliers to the University and businesses that are not.
Supplier Access to University Offices and Departments
Suppliers wishing to obtain approved Supplier status at Strong Memorial Hospital must comply with all University Corporate Purchasing policies and procedures and register in the main information desk when visiting the Hospital. Access to departments is by appointment only. Door-to- door solicitation and random calls are not permitted anywhere on University of Rochester premises. Use of University of Rochester resources (bulletin boards, telecommunication systems and intramural mail) to solicit individuals or departments is strictly prohibited except where contractual exemption exists. Suppliers are required to comply with all rules and regulations set forth by the University of Rochester while on the premises and to comply with posted access restrictions. Violations of the above policies will jeopardize current and future business relationships with the University.