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Vendor Contract Release Procedure

Important Note: General Obligation Bond Funds can only be spent through the formal requisition/purchase order process, and will require advance Board of Public Works (BPW) approval. Ref. State Finance and Procurement Article 8-301. Therefore, such funds cannot be spent using any delegated purchasing tool (purchasing card, small procurement order, or Vendor Contract release).

 

Vendor Contract Definition

 

A Vendor Contract is a contract between the University and a supplier that has been established by the Department of Procurement and Strategic Sourcing after a competitive procurement process. Departments may purchase specified goods or services covered by a Vendor Contract directly from the contract vendor without going through Procurement, and without further competition. Unlike other delegated procurement processes that limit expenditures to $5,000, a Vendor Contract Release has no dollar limit.

 

General Vendor Contract Procedure

 

Vendor Contract Summaries are available online at http://www.purchase.umd.edu/general/morders/vendor_contracts_page.htm . Please note that effective 2/4/2010 a UID and Password are required to access the Vendor Contracts. This is the same UID and password used to access other UM systems (PHR, ARES, etc). Please contact Procurement and Strategic Sourcing at 301-405-5813 should you need assistance.
The summaries are listed in by commodity or service grouping, then in alphabetical order by commodity or service. The name of the vendor and contract number are listed across from the commodity/service. Click on the contract number to view the summary. The summary identifies pertinent information about the vendor, the contract specialist who established the contract, the scope of the contract, and the pricing structure. The contract number is located in the upper most right hand corner of the summary. Give this number to the vendor to ensure you get the contract pricing regardless how you pay for the purchase.


Releases from Vendor Contracts

 

Releases from Vendor Contracts may be made using your UM Purchasing Card for releases within delegated purchasing authority (up to $5,000) or by using the Vendor Contract Release form available in ELF (no dollar limit). Note that Small Procurement Orders (SMs) may not be used in conjunction with a Vendor Contract.

 

Using Your Purchasing Card

 

To purchase from Vendor Contracts within your delegated purchasing authority of $5,000, contact the vendor as listed on the contract, state that you are making a purchasing from the Vendor Contract, specify the item(s) or service(s) you are requesting, then the provide your purchasing card information as payment. Do not issue a Vendor Contract Release when paying with your Purchasing Card.

 

Using the Vendor Contract Release

 

Ensure that the purchases you make are within the scope of the contract. Example: If the contract identifies certain pieces of equipment only, then services may not be purchased under the Vendor Contract release. Should the total exceed $5,000, complete the Vendor Contract Release form in ELF. The Vendor Contract Release is approved by the person(s) within your department who is authorized to sign requisitions. Distribute copies of the Vendor Contract Release as noted in the “send to” box on the electronic form. A unique, pre-identified Vendor Contract Release Number will be assigned to the release. Print and send the Vendor Contract Release to the vendor, by fax, email or snail mail, to place your order.

 

Payment

 

Payment to the vendor is made by Accounts Payable after receipt and matching of the invoice and the Vendor Contract Release.

 

Department Responsibility

 

It is the responsibility of the using department to monitor releases made against the Vendor Contract for consistency with the items, prices and terms of the contract. Only those items and/or services included under the scope of the contract are to be purchased using the Vendor Contract release process. By issuing a release against a Vendor Contract, the person authorized to sign the release certifies that sufficient authorized funds are available and, in accordance with Federal OMB Circular A 110, existing equipment has been screened and is not available for use.

 

Training/Questions

 

Electronic Forms (ELF) training sessions are provided by the Manager of Accounts Payable. Some of the training is in the format of formal classes while others are provided in an informal setting. To request a training session, please visit http://ares.umd.edu/Elf/requestTraining.html.

 

Contact Us
Unit Phone # Fax #
Procurement 301-405-5828 301-314-9565
Construction 301-405-3373 301-314-3011

 

 

 
     
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