4. Once the application is reviewed and references are checked, we verify the vendor using the vendor s Federal Identification number with the IRS.

Transcription

1 Thank you for your interest in working with the University of Richmond. Below are the procedures to follow when applying to become a vendor for the University. Vendor Applicant Procedures 1. Interested vendors may complete the University vendor application in its entirety including references. The application can be found at: 2. Applications may be submitted to the Procurement and Strategic Sourcing Office via at procurement@richmond.edu or by fax at Unsolicited applications are logged and forwarded to the appropriate business unit for review. If the business unit is interested or would like to add the vendor to the University bid list, Procurement will proceed to the next step in the application process. If the business unit is not interested, the application is kept on file for three years. 4. Once the application is reviewed and references are checked, we verify the vendor using the vendor s Federal Identification number with the IRS. 5. Once the vendor has been cleared with the IRS, the application will be finalized and approved. 6. Caterers - The University has exclusive rights to conduct catering at the University. However, exceptions to this right may be granted. In the event that catering cannot be provided by the University, clients may secure the services of an Approved Vendor. Insurance Requirements University requires evidence in the form of a Certificate of Insurance from all Providers (individuals or organizations that either provide goods or services to the University, such as vendors, contractors, consultants and service providers) or Users (those using the University premises and/or facilities prior to the commencement of any work and/or scheduled event on behalf of the University). Coverage must be kept in full force and effect at all times with no lapse in coverage. If for any reason insurance coverage is not kept in force, vendor will not be permitted to provide services to the University until an acceptable Certificate of Insurance is provided. In addition, Catering and Foodservice vendors will be removed from the Approved Catering/Foodservice vendor list until coverage is resumed. All Providers and Users should have the following minimum insurance limits, unless approved in advance by Safety Services and Risk Management. The University reserves the right to require higher limits from a particular contractor or vendor for a particular project or event due to the overall nature of an event, venue or anticipated number of event attendees. Minimum Insurance Limits 1. Limits of not less than two million dollars ($2,000,000) combined single limit (CSL) for bodily injury and property damage unless an Umbrella Excess Liability Policy is in place where the sum of the Commercial General Liability (CSL) Policy and the Umbrella Excess Liability Policy total two million ($2,000,000). Page 1 a. Florist - Limits of not less than one million dollars ($1,000,000) combined single limit (CSL) for bodily injury and property damage unless an Umbrella Excess Liability Policy is in place where the sum of the Commercial General Liability (CSL) Policy and the Umbrella Excess Liability Policy total one million dollars ($1,000,000) 2. Umbrella Excess Liability with limits set at an amount that will make the sum of the Commercial General Liability (CSL) Policy and the Umbrella Excess Liability Policy total two million dollars ($2,000,000). 3. Comprehensive Automobile Liability, including bodily injury and property damage, $1,000,000 combined single limit per occurrence (if applicable to goods or services provided). 4. Workers' Compensation, following Virginia statutory limits (if applicable to goods or services provided). Certificate Data Requirements: 1. Name and address of agent, phone number and fax number. 2. Name of insurance company and policy numbers. 3. Policy period and policy number. 4. Name and address of the insured including doing business as (DBA).

2 5. Certificate to reference: General Liability, Auto, and Umbrella. 6. Description of coverage(s). 7. The amount of coverage and the effective dates of the policy. 8. Signature of a duly authorized representative of such insurance companies, authorized to do business in the Commonwealth of Virginia and regulated by the Virginia Bureau of Insurance. Specific Language Requirement for Certificate of Insurance 1. The University must be named as Additional Insured on all general liability and automobile liability policies, as insurance is extended to entities named as Additional Insured on a policy. 2. The University must be shown or listed as the Certificate Holder. Maintenance Responsibility It is the responsibility of the vendor to ensure that Certificates of Insurance, Business License, and VA Department Health Permits are forwarded to these offices prior to expiration date in order to maintain vendor status and uninterrupted services to the University of Richmond. Submission of Applications and Required Documents The Vendor Application, Certificates of Insurance, and Business License (if applicable) must be submitted to the University of Richmond Procurement and Strategic Sourcing Office. Applications can be submitted via mail, or fax. Certificate Holder Name: University of Richmond Physical Plant Suite B Richmond, VA Attention: Wendy Burchard Telephone: Fax: procurement@richmond.edu Dining Service Vendors, Caterers and Temporary Licensed Food Event Vendors Catering and temporary food event vendors must submit their Certificate of Insurance, Department of Health Permit, and Business License and if applicable, a copy of the event VA ABC License to the address below. All required documents are date sensitive and must be current for a vendor to remain on the University s Approved Dining and Events Vendors list. Certificate Holder Name: University of Richmond Heilman Dining Center 34 Wilton Way Richmond, VA Attention: Cathy Moran, Director, Campus Services Purchasing Telephone: Fax: cmoran@richmond.edu In addition, temporary food event vendors must apply for a Temporary Health Permit with the Commonwealth of Virginia, Richmond City Health District. COMMONWEALTH OF VIRGINIA RICHMOND CITY HEALTH DISTRICT 400 East Cary Street, Suite 322 Richmond, VA (804) FAX (804) A copy of this permit must be submitted to Campus Services Purchasing as well. Page 2

3 Application Timeline If an order is pending, this process will be completed within seven business days. If an order is not pending, the process could take up to 45 business days. Be advised that your submission of a vendor application does not create any obligation on the part of the University of Richmond to engage you as a vendor or to include you on any list of bid recipients. Page 3

4 Application Type: New Renewal Date: Vendor Type: Small Business Minority Owned Women Owned Government Entity Non-Profit Educational Institution Professional Association Business Classification: Distributor Wholesaler ii Retailer ii Manufacturer ii Contractor ii Service Establishment Individual Corporation ii Partnership ii LLC ii Sole Proprietorship University of Richmond Affiliation: Department you are working with: Alumni/Alumnae or Friend Contact: Company Information: Name: Legal Name/DBA: Telephone No: Fax Number: Toll Free: Web Contact Person: Telephone No: Federal ID No. Fiscal Year Ends: Has company ever filed for bankruptcy? Yes No If Yes, when? Have there been any judgments filed against company? Yes No If Yes, when? Tax Status: Please complete the following information. We are required by law to obtain this information from you for tax reporting purposes. Complete Part 1 by completing the row that corresponds to your tax status. Complete Part 2 if you are exempt from Form 1099 reporting. Complete Part 3 by signing and dating the form. Part 1: Tax Status Corporation Name/Entity: Individual Name: Sole Proprietor/Owner Name: Partnership Name: EIN# SS# SS or EIN# EIN# Page 4

5 Tax Status Continued: Part 2: Exemption Exempt from Form 1099: Yes No Reason: Part 3: Certification Person Completing this Form: Signature: I certify under penalty of perjury that the Tax Identification Number and all information I have provided are correct. Phone: Date: References: Please provide three (3) references: 1. Company: Contact & Title: 2. Company: Contact & Title: 3. Company: Contact & Title: Page 5

6 VENDOR ACH AUTHORIZATION FORM (Direct Deposit Authorization) I authorize the University of Richmond and the financial institution listed below to electronically deposit payments into my bank account. If monies to which I am not entitled are deposited into my account by the University of Richmond, I authorize the university to direct the bank to return said funds. This authorization will remain in effect until it has been canceled in writing. Social Security or Employer Identification Number Business Name Street Address ACH Coordinator or Contact Person Telephone Number Authorized Signature/Title Telephone Number Financial Institution Name Financial Institution Address Bank Routing Number (ABA#) Account Type (check one) Checking Savings Bank Account Number Initial here: Yes, my financial institution can accept PPD ACH formats. We cannot offer you the ACH option if your financial institution does not accept this format. Please direct deposit notice to: Or mail direct deposit notice to: RETURN COMPLETED FORM TO: University of Richmond, Accounts Payable, G-13 Maryland Hall, University of Richmond, VA At least 10 business days are needed between receipt of the authorization and your first ACH payment. Call (804) for assistance. Page 6

7 Please check all commodities and/or services that you are able to provide to the University: Academic Regalia Admission Services Suppliers College Fair Recruiting Advertising & Public Relations Appliances Appliances, Repair Services Appliances, Parts and Supplies Architectural Services/Design Art Artwork Art Restoration Athletic Supplies Exercise Equipment Team Sports Uniforms Repair/reconditioning Audio Visual Pre-recorded Media Capital Equipment Equipment Rental Video/film Processing Film rental/purchase Supplies Awards Badges, Decals & ID s Banking Services Cable TV Cable TV Installation Cable TV Service Carpentry Doors Cash Registers Charitable Organizations Chemicals Custodial Scientific Collection Agency Clothing and Apparel Computer Hardware Repair & Maintenance Network Equipment Installation Repair & Maintenance Software Computer Services Computer Room Cleaning Supplies Construction/Contractor Asphalt Brick Concrete Fencing Irrigation Painting Roofing Equipment Page Consulting Services Copiers Equipment Custodial Custodial Services Cylinders & Gases Dry Cleaning/Laundry Education, Seminar, Training Educational Material/ Media Education Seminar, Training Electrical Batteries Light bulbs Lighting Equipment Wires, Switches/Supplies Elevator Engineering Services Entertainment Equipment Rental Events Athletic Admission Equipment Services On Campus Exterminating Fabric Facilities Maintenance File Equipment Supplier Flags/Banners Floor Covering Carpet Tile and Other Installation Florist Food Service Catering Concession Distributor Equipment Framing, Pictures Fuel Coal Diesel Gasoline Oil Propane Furnishings Computer Classroom Custom Dorm Mattresses Laboratory Library Lounge & Miscellaneous Case Goods Files Seating Outdoor Metal, Other Stone Benches/Markers Repair/refinishing Graphic design HVAC Hardware Supplies Tool/Equipment Rental Hazardous Waste Removal Hotel/Lodging Insurance Investment Services Jewelers & Jewelry Landscape Arboriculture Contractors Equipment Irrigation Non-Power or Hand Tools Power Mulch Plants Flowers Trees/Shrubs Seed, Fertilizer, Pesticides Top-Soil/Sand/Gravel Legal Services Legal Aid Library Books Inter-Library Loan Supplies Linen Purchase Rental Lumber Mailing Equipment Services Manufacturing Media Newspaper Clipping Service Radio Television Medical Capital Equipment Pharmaceutical Non-capital Equipment Medical Service Provider Supplies and Sundries Membership Mirrors/Glass Motors/Transmission Moving Companies Music Instruments Licensing Publishers Supplies

8 Office Equipment Maintenance Office Supplies Religious Supplies Pagers Paint Painting Services Supplies Paper Continuous Feed Copier Food Service Janitorial Medical Office and Other Photographic Equipment Developing Supplies Plumbing Police Related Capital Equipment Non-capital Equipment Supplies Training Printing Duplicating Forms Continuous Non-continuous Scanner Color Process Four Color Process In-house Embossing/Foil Stamping Web Presses Typesetting Professional Organization Professional Services Athletic Team Financial Study Abroad Accreditation Other Promotional Items Publisher Journal Magazine Map Newsletter Newspaper Statistical Information Textbook Yearbook Radio, 2-way Research Services Retail Store Reupholsters Safety Equipment Weapons Scales Industrial Scientific and Medical Page Scientific Lab, Capital Equipment Lab Non-Capital Equipment Laboratory Supplies Laboratory Animals Search Firms Admission Executive Athletic Recruiter Law Signage/Plaques Social, Fraternal, Honorary iiiiiiorganizations Storage Subscriptions Surplus Equipment Buyer Seller Telecommunications Carriers Local Long Distance Cellular Installation Local Equipment & Software Repair Supplies Wire and Cable Equipment & Software Theatre Capital Equipment Costume Sales Rentals Special Events Planning Supplies Transportation Air Bus Rail Taxi Service Water Boat Charter Boat Storage Leasing/Rental Shipping/Delivery Service Travel Services Uniforms Utility Vehicle Carts Gas or Electric Repair Supplies & Equipment Volunteer Waste Removal Capital Equipment Non-capital Equipment Service Recycling Service Water Treatment Web Page Design Window Treatment Other