Information for Vendors


Invitations for Bid (IFB) and Requests for Proposals (RFP)

The Invitations for Bid (IFB) or Requests for Proposals (RFP) are listed within the State of Montana eMacs website.  To see what the State of MT is currently asking for bids on please go to bids.mt.gov.

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.

Conflict of Interest

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.

University of Montana's Conflict of Interest Policy and Financial Disclosure.

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Grievance Procedure

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.

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Demonstration of Equipment/Samples to Departments

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.

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Product Endorsements

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.

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Use of University Space for Product Demonstrations

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.

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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 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.

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Donations Do Not Influence Procurement Decisions

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.

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Vendor FAQs

  1. How do I make contact with someone in Procurement Services?
  2. Who has the authority to procure goods and services?
  3. How do I get on a bid list?
  4. Are all orders competitively bid?
  5. How do I review bids after an order is placed?
  6. Why should I work with UM Procurement Services?
  7. Must I have Worker's Compensation Insurance?
  8. Do I have to register with the Secretary of State?
  9. What is GrizMart?
  10. How/when will I get paid or who do I contact for payment related questions?
  11. How do I access current solicitations that UM has issued?

1. How do I make contact with someone in Procurement Services?

A list of procurement officers and the products and services they are responsible for can be found on our procurement homepage.

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2. Who has the authority to procure goods and services?

The State of Montana's Department of Administration provides delegation of authority through University 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.

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3. How do I get on a bid list?

The University of Montana leverages the State of Montana's Vendor List and OneStop Vendor Portal for all formal solicitations. Register as a 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.

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4. Are all orders competitively bid?

Competitive bids are required for most purchases exceeding $10,000.00. 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.

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5. How do I review bids after an order is placed?

Contact the UM Procurement Office; bid results are only given out after the award of the contract.

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6. Why should I work with the UM Procurement Services?

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.

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7. Must I have Worker's Compensation Insurance?

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.

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8. Do I have to register with the Montana Secretary of State?

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.

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9. What is GrizMart?

GrizMart is the University’s online electronic procurement system.  It is a web portal hosted by Jaggaer which allows campus faculty and staff to easily search and shop online for products and services.

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10. How/when will I get paid or who do I contact for payment related questions?

Visit the Accounts Payable webpage for the applicable Accounts Payable contact information to further assist you.

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11. How do I access current solicitations that UM has issued?

Please visit the State of Montana's One-Stop Vendor Information Portal to view all active University of Montana Invitation for Bids and RFPs. 

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