Contracts and Suppliers

Our aim is to partner with campus users to identify and qualify suppliers so that we can negotiate best-value agreements that will maximize the purchasing power of the University and reduce the overall cost of goods and services. Questions may be directed to Hugh Elwood.

Information on University contracts for frequently purchased goods and services is currently in development. These contracts offer the best value on goods and services and do not require additional quotes. In the meantime, please direct inquiries to Hugh Elwood.

Contract Management System

The UR Contract Management system, provided by ESM Solutions, has robust contract management functionality. It provides individuals who manage contracts for their divisions or units with an automated workflow that ensure their contracts are appropriately written, reviewed and approved.

Once a contract has been executed, the system will generate automatic reminders to the contract manager regarding key aspects of the contract or related records. For example, it will generate reminders when the renewal period for the contract is approaching or when certificates of insurance or other required documents must be updated.

By maintaining all University contracts in a central repository, users across campus can access contracts that fulfill a common need, such as rental car or office supply agreements. This allows the campus community to more readily identify vendors with whom the University has preferred relationships, which allows the University to leverage its combined purchasing power in negotiating future arrangements.

If you would like to request training or have any questions, email Wendy Burchard.

Information for Vendors

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  • Supplier Guidelines

    The University of Richmond values its suppliers and appreciates the essential services they provide. Suppliers are selected based on their ability to meet the University’s needs while delivering high-quality goods and services in an economical and efficient manner. The University is committed to conducting business in full compliance with all applicable professional and ethical standards.

    Suppliers are invited to participate in competitive bids based on their experience and expertise in their industry. Vendor quotations and bids are evaluated on multiple factors, including product quality, technical compliance with specifications, total cost, service, and the supplier’s reputation and credentials. Awards are made in the best interest of the University.

    Suppliers interested in doing business with the University are encouraged to contact the relevant department and share their qualifications and expertise. To become an approved supplier, vendors must be invited and recommended by University personnel.

  • Insurance Requirements

    The University requires a Certificate of Insurance with the University of Richmond listed as Additional Insured from vendors and contractors who perform work or services in or on University facilities, as well as from users who use the University premises and/or facilites. The department managing the contract or transaction is responsible for maintaining the Certificate of Insurance for the duration of the contract or transaction. Vendors who are only shipping goods to the University and who will not physically be on campus may not be required to provide a Certificate of Insurance. 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, the vendor will not be permitted to provide goods or services to the University until an acceptable Certificate of Insurance is provided. In addition, catering and events vendors will be removed from the Approved Dining and Events Vendors list until coverage is resumed.

    All insurance coverage must be provided by insurance companies authorized to sell insurance in Virginia by the Virginia State Corporation Commission. All contractors/vendors should have our minimum insurance limits, unless approved in advance by 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.

  • Purchase Order Terms & Conditions
    • Purchase Orders are issued to Suppliers through the University Finance system to the Purchase Order email provided by the supplier. To change the supplier purchase order, the email needs to be changed; please contact the accounts payable office at acctpay@richmond.edu.
    • By accepting and processing an order, the vendor agrees that the price(s) include(s) shipping FOB destination unless otherwise stated in the order.
    • Substitutions, changes, or deviations on orders may be made only with the prior approval of the requisitioner.
    • Delivered equipment, supplies, or materials are subject to inspection and/or test upon receipt. If they are rejected, goods remain the property of the supplier.
    • The University of Richmond’s federal identification number is 54-0505965.
    • The University of Richmond is a not-for-profit educational institution. Payment of tax on tangible personal property purchased for University business in the Commonwealth of Virginia is not required. The University of Richmond’s Commonwealth of Virginia tax exemption number is SE540505965F10272026.
    • If applicable, the supplier must provide a current Material Safety Data Sheet (MSDS) on each delivered product containing any substance defined or described by the United States Federal Hazard Communication Standard 1910.1200. MSDSs should be sent to the University of Richmond, Environmental Health and Safety Office, Special Programs Building, 490 Westhampton Way, Richmond, VA 23173.
    • For payment, invoices must be forwarded to: University of Richmond, Accounts Payable Office, 110 UR Drive, Suite G24, Richmond, VA 23173.
    • Unless prearranged, payment will be NET 30. Payments will be issued within 30 days of the invoice date.
    • To receive payment, a valid University of Richmond Purchase Order number must be shown on all invoices and shipments associated with a Purchase Order or Blanket Purchase Order.