Meet the Buyers Gayla Brasher gbrasherbsuedu Dining Food Related Meet the Buyers Tim Hagen thagenbsuedu Marketing Services Athletics Equipment Supplies Electronics Medical Equipment Supplies ID: 668403
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Slide1
How To Do Business With Ball StateSlide2
Meet the Buyers
Gayla
Brasher – gbrasher@bsu.edu
Dining
Food RelatedSlide3
Meet the Buyers
Tim Hagen – thagen@bsu.edu
Marketing Services
Athletics Equipment, Supplies
Electronics
Medical Equipment, SuppliesSlide4
Meet the Buyers
June Sanders – jasanders3@bsu.edu
Architect & Engineering Services
Janitorial
Equipment, Supplies, Services
Machinery – Commercial, Industrial
Vehicles
Appliances – Commercial Dining & Kitchen
Construction
BSU
Logo – Clothing, PromotionalSlide5
Meet the Buyers
June Sander – jasanders3@bsu.edu
Electrical equipment supplies and services
Wire/Cable Bulk
Furniture
Copiers/MFP equipment and supplies
Security equipment and supplies
Hardware
Tools
Shredders-services, equipmentSlide6
Business Practice:
the Purchasing ProcessSlide7
Business Practice
MWBE Certification
Ball State does not require MWBE’s to be certified, but we may require proof that you are a MWBESlide8
Business Practice:
Bid PoliciesSlide9
Bid Process
There are several types of bids
Public Works
Advertised
Available to all – over $25,000
Advertised - over $150,000
Bid by Invitation
Formal Bid
Generally no negotiation – lowest and best wins
RFP (Request for Proposal)
RFS (Request for Services)
RFQ (Request for Qualifications)Slide10
Responding to a Formal Bid
Fill out the bid document in its entirety.
Feel free to offer additional information, but make sure you give us what we are asking for
Provide references from other large businesses or universities if this is the first time you are attempting to do business with us
Name and phone number of a contactSlide11
Responding to RFP, RFS or RFQ’s
If responding to a formal RFP, RFS or RFQ be sure to follow all requests outlined in the document
Pay attention to the details
Inquiry period
Due dates – do not be late – your bid will not be considered
The final offer
Price is not the only factorSlide12
How do I find out what is available to bid on?
Call on us – we need to know who you are
Participate in MWBE events
Consider 2
nd
tier opportunities
Other sources of information
Newspaper:
Muncie Star Press
www.thestarpress.com
Anderson Herald Bulletin
www.heraldbulletin.com
Indy Star
www.indystar.com
Fort Wayne Journal Gazette
www.journalgazette.com
Public Works Projects are advertised
BSU web site –
www.bsu.edu
Slide13
Consider the Size and Scope of the Job
Make sure what you are bidding on:
Fits your business plan
Your company is capable of fulfilling
Consider suggesting alternatives if you cannot fulfill the whole requestSlide14
Be Diligent and Patient
Keep checking in
Especially if you perceive a future need
Concentrate your efforts on getting the opportunity to bid
Understand that it takes time
Be aware of the University’s ethics policySlide15
How do I Get Paid?
The University is obligated to pay only when there is at least one of the following:
A valid PO number
A valid University Credit Card number
A contract signed by an authorized signatorySlide16
Steps to Getting Paid
Send Invoices to Accounting:
Accounts Payable Office
Administration Building G4
2000 University Avenue
Muncie, IN 47306
Be sure to include:
The PO number
There is no pre-paymentSlide17
Please visit us on the web at
www.bsu.edu/purchasing