Materials Management - Purchasing
Purchasing Home Information for Vendors Purchase Order and Service Order Terms and Conditions
Information for Vendors
Terms and Conditions
Employee Perks Program
Purchasing Authority The Purchasing Department is the sole entity authorized to make commitments against Rosalind Franklin University accounts for the Purchasing of goods and services. All purchase orders must be created and submitted to vendors by the Purchasing Department, except those orders initiated by approved Purchasing Credit Card holders.
Order Confirmation When a vendor receives an order for goods and/or services, a confirmation is required. This confirmation shall include the price to be charged, any associated fees (such as shipping and handling, installation charges, and/or setup fees), anticipated date of delivery, and order confirmation number. Should the vendor forego the confirmation process, then the prices and terms put forth by the University are considered "agreed upon" by the vendor and will represent the legally binding contract for the purchase. When orders are placed with a University Purchasing Card, this confirmation can be made verbally at the time of the order.
Purchasing Department Contacts For a complete list of Purchasing Department staff, please click here. Vendors must schedule an appointment with the appropriate Purchasing Department staff member or University employee prior to visiting the University. General inquiries can be sent to purchasing@rosalindfranklin.edu.
Helping You Succeed The Purchasing Department staff is committed to helping all qualified vendors have a mutually beneficial business relationship with Rosalind Franklin University. We recommend you call and schedule an appointment prior to visiting an employee of the University, including any Purchasing Department staff. Our Purchasing Department staff will be better prepared to meet with you and discuss business opportunities. The Purchasing Department assists University Departments by identifying qualified bidders, preparing competitive bid documents, coordinating the bid process, and analyzing vendor bid responses. It is in the University’s best interest to continually search for new sources and to foster new business relationships. If you are contacted directly by a faculty or staff member, please contact the appropriate Purchasing Department team member, as listed in the Purchasing Department Contacts link above. This will ensure the proper University policies and procedures are followed and will save you time and effort. The Purchasing Department assists prospective vendors by identifying potential opportunities, sharing vendor information with Departments, and helping vendors understand University policies and bidding procedures. The Purchasing Department also assists vendors in resolving problems regarding the Purchasing process and purchase orders.
University Vendor List Vendors wanting to be added to the University’s potential vendor list must submit their company information, along with a completed Vendor Registration Form and W9 Tax Form, to the Purchasing Department. Information received by the Purchasing Department will be evaluated for applicability and kept on file for current/future projects. Submitting a Vendor Registration Form does not guarantee the University will purchase your goods or services.
Vendor Code of Conduct Rosalind Franklin University of Medicine and Science has a longstanding commitment to sound, ethical, and socially responsible practices. In aligning its purchasing policies with its core values and practices, the University seeks to recognize and promote basic human rights, appropriate labor standards for employees, and provide a safe, healthful, and sustainable environment for workers and the general public. Vendors and their subcontractors shall comply with all applicable federal, state, and local laws, rules, and regulations in providing goods and services under any agreement with the University. Vendor and vendor’s suppliers and subcontractors must further comply with all applicable University rules and regulations when on University premises and when conducting business for the benefit of the University.
Quotation & Bids It is Rosalind Franklin University’s practice to solicit bids for procuring goods and services exceeding $10,000. For purchases greater than $10,000, a formal Request for Proposal (RFP) will be released by the Purchasing Department to a minimum of three vendors. Decisions in awarding purchase orders are based on a vendor's compliance with University specifications, price, delivery, service, terms and conditions, locations or other relevant factors. For Purchasing of goods and services under $10,000, purchasing authority has been delegated to the University Departments, although competitive bids may be solicited from vendors. All correspondences during the RFP process must be directed to the Purchasing Department.
Tax Exemption Status Rosalind Franklin University of Medicine and Science is tax exempt under Department of Treasury, Internal Revenue Service Section (501)(c)(3), Section 509 (a)(1), and section 170 (b)(1)(a)(ii), as well as under Illinois Department of Revenue Identification Number E9991-1728-05.
Shipments All shipments to Rosalind Franklin University of Medicine and Science should be directed to Dock 2, which is located on the south side of the campus, unless otherwise noted. The Receiving Department hours are 8:00 a.m. to 4:00 p.m., Monday through Friday.
Visiting the University Rosalind Franklin University of Medicine and Science is located at 3333 Green Bay Road in North Chicago, Illinois. All visitations by vendors or their representatives must be pre-scheduled with the person or department being visited. No cold calls will be accepted. When visiting the University, please park in the Visitor Parking Spaces located on the west side of the main building. Enter the facility via the Main Entrance doorway. All visitors must register with the attending Security officer. University Security is prompt in issuing tickets for illegally parked cars, or for visitors who surpass the 2-hour parking limit. Please notify Security upon your arrival if you are planning on staying longer than 2 hours.