INFORMATION FOR VENDORS
Location and Organization of University Procurement Office
Directions and Parking
Purchase Order Requirements
Shipping and Delivery Instructions
Conflict of Interest
Demonstration of Equipment/Samples
Use of University Space for Demonstrations
Gifts to Individuals not Acceptable
Donations do not Influence Decisions
The University of Montana's Business Services - Procurement Office (UM Procurement Services) is located in Office Suite EL261 of the Emma B. Lommasson Center on the corner of University Avenue and Arthur Avenue. The mailing address is 32 Campus Drive, Missoula, Montana 59812-2304. The central phone number is (406) 243-6260. The FAX number is (406) 243-2529. The office hours are Monday through Friday, 8 a.m. – 5:00 p.m. (except University holidays). Vendors are seen by appointment only during these hours. Click here for the UM Procurement Office Organization Chart.
For information concerning directions and parking including detailed campus maps, click here.
If a vendor ships products to the University of Montana without prior receipt of an authorized University purchase order or purchasing card number, The University of Montana reserves the right to reject and return any products received at the vendor's expense. Vendors who perform services for the University of Montana without prior receipt of an authorized University purchase order or purchasing credit card number jeopardize future business opportunities with the University of Montana as well as removal from the University's preferred vendors list, if applicable. At no time is the vendor authorized to ship product to or perform service at a location other than what is stated on the official University purchase order or requested at the point-of-sale by the authorized purchasing card cardholder.
Vendors 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 number or purchasing card number. The University will not be responsible for orders accepted or shipped by Vendors without that required authorization. The appropriate purchase order number should appear on all correspondence to include invoices, packages, bills of lading, and packing lists.
The University policy for freight and product ownership is: All deliveries to the University of Montana 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 UM Procurement Office.
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.
- The department name/"attention to" name.
- Room number/location if 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.
At no time is a vendor authorized to submit a purchase order invoice directly to an individual or the ordering department. Except where stipulated otherwise on the purchase order, address all invoices to:
University of Montana
32 Campus Drive
Missoula, MT 59812-2304
or send via email to email@example.com. Invoices sent via email must meet these requirements:
b. All invoices must be PDF attachments with scan image quality of at least 300dpi.
c. UM will accept multiple PDF attachments in a single email.
3. Do not send correspondence to firstname.lastname@example.org as any text or additional information in the email will be discarded.
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 Procurement Officer in the UM Procurement Office. Vendor's can faciliate prompt, accurate payment with the following components of an "ideal" invoice:
- Vendor name in header of invoice (a match for the Purchase Order name).
- Vendor remit to address.
- PO#, Vendor invoice# and invoice date
- Payment terms matching the Purchase Order payment terms
- Sufficient itemization to know what goods / services were provided
- Billing name: University of Montana and/or name of Campus e.g. University of Montana - Western
- Billing amount
Unless otherwise noted in the solicitation document, contract, or purchase order, the University is allowed 30 days to pay invoices in accordance with Montana State Law. (MCA 17-8-242). Vendors that utilize the University's electronic payment method will maintain a preferred vendor status with the University of Montana. Vendors can select from one of the following payment terms:
- Accounts Payable Direct Program (ePayables)
- 2% 10 NET 30
- NET 60
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 81-6001713.
Invitations for Bid (IFB) and Requests for Proposals (RFP)
The Invitations for Bid (IFB) or Requests for Proposals (RFP) listed within the attached link above are the current bidding opportunities of UM Procurement Services. Download bidding packages from the website or obtain them from the listed buyer. If you have questions about bid procedures, or specific bid opportunities, contact the listed buyer directly. Read the bid carefully and contact the listed buyer if you require referenced attachments to be sent to you directly.
Important Note: It is incumbent upon the bidder to obtain the complete bid package.
It is the bidder's responsibility to check the site for any addenda, which may be issued. Failure to download or obtain and incorporate all addenda into the bid may result in the rejection of the bid. Each of the bid opportunities is linked to an IFB or RFP document. If you wish to participate, fill out, and submit the completed document to UM Procurement Services.
The following activities create a conflict of interest and are not allowed:
- Purchasing goods or services: An employee participates in decisions to purchase goods or services for UM in a manner which violates applicable federal or state purchasing laws, plus applicable UM or Montana University System purchasing policies.
- Improper employment relationship: An employee receives a significant, undisclosed financial interest or other benefit in return for employing another person on a UM project.
For complete details on the University of Montana's Conflict of Interest Policy and Financial Disclosure, click here.
Vendors 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 of Procurement Services, 32 Campus Drive, Missoula, MT, 59812-2304.
UM Procurement 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. The University of Montana 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.
The use of the University of Montana'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 writing and in advance by the University's Director of Procurement.
University of Montana's conference, teaching, and laboratory space is a scarce resource and must be conserved for the institution's educational, research, and laboratory functions. Therefore, it is the policy of the University not to provide space to Vendors for the purpose of general marketing demonstrations. Vendors are free to invite staff to off-site locations for general marketing presentations.
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 Vendors' continued support in terms of providing the University with quality products and services at low prices. Vendors who wish to donate to the University are welcome to address their gifts or inquiries about donations to the University of Montana Foundation. As a matter of principle, a Vendor'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.
University of Montana Foundation efforts provide all prospective donors the opportunity to contribute to the University. 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 vendors to the University and businesses that are not.
- How do I make contact with someone in Procurement Services?
- Who has the authority to procure goods and services?
- How do I get on a bid list?
- Are all orders competitively bid?
- How do I review bids after an order is placed?
- Why should I work with UM Procurement Services?
- Must I have Worker's Compensation Insurance?
- Do I have to register with the Secretary of State?
- What is GrizMart?
- How/when will I get paid or who do I contact for payment related questions?
A list of procurement officers and the products and services they are responsible for can be found on our Procurement Homepage.
The State of Montana's Department of Administration provides delegation of authority throughUniversity Procurement Services to the Director of Procurement Services. By institutional policy, only authorized University of Montana personnel may commit University funds for goods and services.
The University of Montana leverages the State of Montana's Vendor List and OneStop Vendor Portal for all formal solicitations. Register as vendor by visiting the State of Montana's Vendor List website. For detailed information on how to do business with State of Montana, visit the State of Montana's OneStop Vendor Information Portal.
Competitive bids are required for most purchases exceeding $5,000.00. It is the obligation of the UM Procurement Office to secure timely delivery of quality goods and services at the most cost-effective price. The UM Procurement Office encourages competition while promoting ethical business practices.
Contact the UM Procurement Office; bid results are only given out after the award of the contract.
UM Procurement Services Staff are eager to identify potential opportunities and explain the procurement process. They will also provide advice, resources, and answers to questions about the University.
Vendors are required to comply with the provisions of the Montana Workers’ Compensation Act while performing work for The University of Montana in accordance with sections 39-71-401, and 39-71-405, and 39-71-417 MCA. Proof of compliance must be in the form of workers’ compensation insurance, an independent contractor's exemption, or documentation of corporate officer status. Neither the Vendor nor its employees are employees of the University. This insurance/exemption must be valid for the entire term of the contract. A renewal document must be sent to University Procurement Services, upon expiration.
Any business intending to transact business in Montana must register with the Secretary of State. Businesses that are incorporated in another state or country, but which are conducting activity in Montana, must determine whether they are transacting business in Montana in accordance with sections 35-1-1026 and 35-8-1001, MCA. Such businesses may want to obtain the guidance of their attorney or accountant to determine whether their activity is considered transacting business. If businesses determine that they are transacting business in Montana, they must register with the Secretary of State and obtain a certificate of authority to demonstrate that they are in good standing in Montana. If you are conducting business under your own full legal name, you do not need to register with the Secretary of State.
GrizMart is the University’s online electronic procurement system. It is a web portal hosted by SciQuest which allows campus faculty and staff to easily search and shop online for products and services.
Please visit the Accounts Payable webage for the applicable Accounts Payable contact information to further assist you.