For Vendors

Introduction

Northwestern University is a private, not for profit, nonsectarian, coeducational institution, created by Charter by the State of Illinois in 1851. The University has two lakefront campuses located in Evanston and Chicago. The Evanston and Chicago campuses cover approximately 240 acres and 25 acres respectively and includes approximately 175 buildings used for classrooms, labs, residential and administrative purposes. There are approximately 13,400 full-time students, 3,600 part-time students, and 7,700 faculty and staff. The University’s academic calendar consists of three quarters and one summer session. The administrative operations for the entire University are open and conduct business the entire year.

Purchasing Environment

The University maintains a decentralized purchasing environment. Purchasing Resource Services (PRS), which is part of University Services, exists to keep departments and schools informed of purchasing opportunities and help them make good, best value purchasing decisions. Our primary responsibilities are to bid out and establish Preferred Vendor Contracts, negotiate and establish Non-Exclusive Pricing Agreements, develop and maintain purchasing forms and templates, and to perform competitive solicitations and manage the procurement process on behalf of departments and schools.

Vendor Information

• The University buys a wide variety of goods and services in numerous categories (List of Schools and Commodities).
• The University issues purchase orders only. The University purchase order along with its terms and conditions is proof that a legitimate order has been placed. Vendors should make sure to get a hard or faxed copy of the purchase order before proceeding with order fulfillment.
• Purchase orders are matched with invoices for payment through the Accounts Payable Department. The University’s standard payment policy is Net 45.
• If a buying department chooses to use your services or purchase your products, vendors can contact Purchasing Resource Services to obtain University credit and trade information in order to establish an account for your new end user.
• Vendors that have been successful at the University have developed relationships with buyers in departments that use their goods or services. Familiarize yourself with the University, the campus layout and location of departments by reviewing the University’s website. The University on-line directory is a good way to find department numbers and contacts. Be patient and persistent.
• Parking is at a premium. On the Evanston campus, get a daily vendor parking pass at the University Police parking office, 1819 Hinman Avenue in order to park on campus. There are commercial parking lots near the Chicago campus.
• Northwestern University is a separate buying organization from Northwestern Memorial Hospital and Northwestern Medical Faculty Foundation. Those organizations should be contacted separately for purchasing and business matters.
• Department buyers network with each other. Your success with one department may lead to success with others by word-of-mouth.
• Minority-owned, woman-owned and local (Evanston) vendors may register for the University’s Supplier Diversity database. Fax or mail the General Information form found on the Supplier Diversity web site.