Contracts and Vendors

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. If you have strategic sourcing questions or suggestions contact 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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  • General Policy

    The University of Richmond is committed to conducting its affairs in complete accordance with all applicable professional and ethical standards. All University personnel who purchase on behalf of the University are obligated to avoid conflicts of interest and perceived conflicts of interest in the procurement of goods and services.

    Procurements for goods and services are entered into solely on the merits of each transaction. It is the policy of the University to obtain competitive price quotations or bids whenever practical. Requests to vendors are conducted in a manner that provides, to the maximum extent possible, open and free competition.

    Vendor quotations and bids are evaluated based on product quality, technical compliance with specifications, total price, service and reputation, and credentials of the vendor. Vendor awards are made in the best interest of the University. Any and all quotations and bids may be rejected when it is in the University’s best interest to do so. Prices secured on quotations and bids are considered confidential and should not be discussed with other vendors by University personnel prior to the award of the transaction. The University values its vendors and appreciates the services they provide.

  • 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.

  • Purchasing Terms & Conditions
    • 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 federal identification number is 54-0505965.
    • The University of Richmond’s Commonwealth of Virginia tax exemption number is SE540505965F10272026.
    • If the University can take a cash discount for early payment, that cash discount will be specified on the order. The University will compute cash discounts either from the date of the delivery of the goods at destination after inspection and acceptance; from the date of the completion of services; or from the date the correct invoice is received, whichever is later, or as may be agreed between the University and the supplier or contractor. The cash discount will be taken if payment is made within the specified timeframe.
    • Substitutions, changes, or deviations on orders may be made only with the prior approval of the ordering individual.
    • By accepting and processing an order, the vendor agrees that the price(s) include(s) shipping FOB destination unless otherwise stated in the order.
    • 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 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: Safety and Risk Management, Special Programs Building, University of Richmond, Richmond, VA 23173.
    • For payment, invoices must be forwarded to: Accounts Payable, 110 UR Drive, University of Richmond, VA 23173.
    • Unless prearranged, payment will be NET 30. Payments will be issued 30 days from the date the goods are received or 30 days from the date a valid original invoice is received in Accounts Payable, whichever is later.
    • 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.