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Purchasing Department

 

SERVICES AVAILABLE

The Purchasing Department negotiates college-wide contracts and conducts bids on behalf of college departments. Smith Purchasing can issue Purchase Orders for capital equipment and services that the Smith College community needs. The department offers a wide range of useful services tailored to the individual needs of our internal customers. 

  • Conduct competitive bidding (RFQs), requests for proposals (RFPs), and negotiations on your behalf
  • Negotiate College wide contracts (negotiate campus contracts that aggregates the college's buying power to obtain favorable prices and contract terms).
  • Sign contracts and commit college funds as authorized agents of the college.
  • Ensure vendor compliance to contract performance and pricing requirements.
  • Manage and administer Procurement Card program.
  • Provide information on valuable MHEC and MA State contracts for many items that colleges and universities buy in common.
  • Provide information about products, prices, and suppliers.
  • Research new products and locate suppliers for you.
  • Monitor the marketplace and keep you informed of market conditions.
  • Issue Smith College Purchase Orders.
  • Expedite timely deliveries.
  • Resolve dispute with vendors.
  • Coordinate vendor liability insurance.
  • File credit applications for you with new vendors.
  • Manage the recycling and disposal of surplus items.
  • Manage the copier program.

Purchase Orders

A Purchase Order is an individually numbered business form that the Purchasing Department completes and issues to a vendor to legally commit the College to the purchase of goods or services.  The Purchase Order is a legal contract, containing standardized language, to ensure that:

  • the College gets beneficial terms and conditions
  • the vendor is bound to performance standards
  • the College's exposure to legal liability is carefully restricted

The College requires a Purchase Order for all transactions over $2,000.00 with exceptions as outlined below.

In order to have a Purchase Order issued, you must first complete an internal college form called a Requisition, get it promptly authorized, and send it to the Purchasing Department with all supporting documentation that is required.

Purchase Orders are normally NOT issued for the following items:

  • Items less than $5000 in total cost; use the Procurement MasterCard if accepted by the vendor.
  • Registration fees for conferences and other events.
  • Travel arrangements such as hotels, rental cars, air fares, etc.
  • Personal reimbursements of any kind.
  • Subscriptions.
  • Memberships in professional, trade, or other organizations.
  • Restaurants and catering services.
  • Any item purchased from a pre-printed order form.
  • Whenever immediate payment is required, unless the Purchase Order is needed to spell out terms of the contract.
  • If you have already received the item and the invoice.
  • Purchases for Student Organizations, unless the vendor requires it.  Contact Scott Morin ext 2226 for help with an accounts payable voucher.

See the Purchasing Guidelines for more information on when to use a Purchase Order.

For the complete Terms and Conditions of a Purchase Order, click here.

MHEC and Campus Contracts

The Purchasing Department has established Smith College Campus Contracts for items that are used by most departments. Please click on the contracts link to access the link to contracts page.

In addition, Smith College has a membership in the Massachusetts Higher Education Consortium that allows you access to over one hundred contracts that can save you valuable time and money,

See the Purchasing Guidelines for more information on when to use one of these contracts.

Credit Applications

The Purchasing Department will process credit applications from vendors upon request.  Pending and approved applications are kept on file in the Purchasing Department.