Purchasing

201 Carter Drive, Suite 200
West Chester, PA 19383
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How to Do Business with West Chester University

West Chester University of Pennsylvania is a member institution of the State System of Higher Education.   As an instrumentality of the Commonwealth of Pennsylvania, its procurement practices are governed by the Commonwealth Procurement Code  (Act 57 and amendments) and other related statutes, rules, regulations and policies.

This guide has been prepared to assist you in your contacts with our Purchasing Office, Construction Procurement Office, Accounts Payable Office and other departments at the University.  We believe this information will help you to better understand our organization and its purchasing procedures.  Please do not hesitate to contact us with any suggestions or questions.  We look forward to doing business with you. 

All businesses are invited to deal with West Chester University.  Minority and women owned businesses are encouraged to apply. 

The dollar volume of West Chester University purchases and contracts is significant.  Procurement activity supports academic, administrative, advancement, information services and student affairs departments.  A central storeroom on campus augments the procurement and delivery system. 

Products and services commonly procured include scientific equipment, office supplies and furnishings, chemicals, repair and service agreements, construction projects, library holdings, art supplies, maintenance parts, automotive supplies, custodial supplies, fuels, and many other educational and plant support items. 

The Construction Procurement Office has primary responsibility for construction, rehabilitation & renovation procurement and real property transactions (leases, agreements of sale, rentals).  It also has responsibility for certain specialty contracts, such as Professional Service Agreements (Architectural, Engineering, Construction Management, etc.), and coordination of open-ended agreements initiated by the State System of Higher Education Construction Support Office.

The Purchasing Office has primary responsibility for the purchase of all goods and non-construction services on campus.  This includes all categories of supplies, equipment and furnishings.   Service contracts and other forms of contracts from this office include, but are not limited to: the provision of Food Service, Interpreter Services, Elevator Service, Library Acquisitions, Maintenance Agreements, Scientific Equipment Service, Consultant Services, Cash Transport, Refuge Collection and Disposal, Specialty Mailing Services, Pest Control, Turf Maintenance, Specialty Software, Graphics & Printing Services and Copier Acquisition/Services, etc.

The Accounts Payable Office has primary responsibility for verifying the authenticity of payment requests, obligations and liabilities for checks issued by the University.   The office is required to ensure regulatory compliance and adherence to the terms and conditions of properly executed orders and contracts.  Non-compliant, incomplete, or disputed issues will be referred by this office to the proper officials or returned without action. 

BASIC GUIDELINES:

    Please call ahead for appointments whenever possible.

    Make each visit a profitable one.  Bring us a new idea, approach, or product.   Help keep us up to date.

    Please keep social calls to a minimum.  As much as we like to visit with you, we do not have time for visits without a specific purpose. 

    Please do not accept orders or contracts without authorization from the Purchasing Office or the Construction Procurement Office. Call us when in doubt as to the authenticity of the order or person presenting it. 

    Please do not accept promises from other University departments that you will be given an order.  Purchase orders and contracts from the University will be honored only if issued by an authorized University Purchasing Card or a written/fax/electronic version from the Purchasing or Construction Procurement Offices after all bidding and administrative approval processes have been satisfied. 

    Please quote realistic delivery dates so we can base our planning on good, firm information. 

    You are expected to honor all specified terms and conditions, including pricing, delivery, service agreements and warranties. 

    Please conduct your business openly and frankly.   As a public, non-profit institution, all of our business transactions are a matter of public record. 

    Please call us if you have any questions. 

    Please do not offer any gifts or gratuities to any university employees. 

HOW WE BUY:

We will seek competitive quotes, competitive proposals or bids for services and goods whenever possible and as required by code or policy.  The request for quotes or bids may be verbal, telephonic, FAX, electronic or in writing depending on the potential dollar amount of the order and prevailing policies.   When you receive a request for bid or request for proposal be sure that your response is complete, signed, and returned to us by the time and date due.  Some bids may require an original signature (hard copy) document, so please be alert to the specific instructions that accompany each request.   Late or incomplete bids will not be considered.    The University reserves the right to cancel or postpone published bid openings if, in the sole discretion of the University conditions warrant. 

SUBMITTING BIDS:

When returning bids, indicate if your bid varies in any way from the item requested or specified by the University.  If the proposals indicate that we will accept bids on equal items, indicate the model number and manufacturer on the proposal of the item being supplied and give as much detail on those item(s) as possible.    For bids that require sealed envelopes, please make sure to clearly indicate the bid proposal number and bid due date and time on the face of the envelope.   

INVOICE PROCESSING: 

It is our practice not to pay for partial deliveries unless agreed to in advance by the Purchasing or Construction Procurement Offices.  Upon receipt of satisfactory goods or services and with complete and accurate invoices that correspond to the exact terms and conditions of properly approved orders or contracts, the payment will be made promptly.  Non-compliant or incomplete invoices may be returned without action.  Inquiries regarding payment can be directed to:

    Disbursements Manager (Accounts Payable Office)
    (610) 436-2922
     

OFFICE LOCATIONS: 

The following offices are located at 201 Carter Drive, Suite 200, West Chester University, West Chester, PA  19383.  

    • Contracts
    • Construction Procurement
    • Purchasing
    • Accounts Payable

From Route 202, take Matlack Street (exit with traffic light) West for approximately 4/10 of a mile to Carter Drive (on the right).   From South High Street (West Chester), take Rosedale Avenue East for approximately 3 blocks and turn right onto Matlack Street.  Go approximately 2/10 mile on Matlack Street to Carter Drive (on the left).

How to Find Us

GETTING ON THE BID LIST:

If you wish to be added as a prospect to University bid lists, send a letter indicating the specific products or services you offer to either the Purchasing Office or Construction Procurement Office mentioned above.  

Questions or inquiries can also be directed to:       

Name Position Phone

Email

Marianne B. Peffall Director of Business Services 610-436-2705
Robert Malone Manager of Purchasing 610-436-1019

rmalone@wcupa.edu

West Chester University of Pennsylvania is committed to providing equal education, employment and economic opportunities for all persons without regard to race, religion, sex, age, national origin, ancestry, life style, affectional or sexual orientation, handicap, or veteran status.  The University is additionally committed to affirmative action and will take positive steps to provide such educational, economic and employment opportunities.  Inquiries may be directed to: 

    Director of Social Equity
    13/15 University Avenue
    West Chester University
    West Chester, PA 19383
    Telephone (610) 436-2433

Additional information regarding the University made be found via its homepage: www.wcupa.edu

RESEARCH & PROCESSING OF REQUESTS:

The University encourages research of products and services at the department level, which also must approve budget commitments.  The departments submit purchase or service requests to the Purchasing Office or the Construction Procurement Office which maintain the official bidder lists and will competitively bid, encumber, and award all purchase orders and contracts.  These offices also secure additional approvals of governing authorities when needed - depending upon the value and nature of the contract instrument. 

It is important for vendors to register with the Purchasing Office and/or the Construction Procurement Office to maintain their firm on the active bidder lists.  It is also important for vendors to respond to bid invitations - even when not bidding - in order to remain on the active bidder lists. 

Please keep the Purchasing Office and/or Construction Procurement Office aware of your activities on campus, and always copy them when making quotations or proposals to individual departments for their preliminary consideration.  This will help us to better understand the products and services you offer so that we may share such information with other interested departments.