Supplier-Related Policies and Procedures

• Catalogs, Literature and Sample Files

  Procurement Services maintains product/vendor files and, upon request, will make available or secure catalogs, literature and/or samples necessary for department reference to satisfy University requirements. However, the preferred method for sharing vendor information is for vendors to register through the Procurement Services website and include a website and email address for contact reference.

• Correspondence with Vendors

  It is the University’s practice that contact and/or correspondence with vendors concerning prices, terms, and conditions pertaining to procurements shall be carried out by Procurement Services. Direct correspondence by faculty and staff is appropriate on all other subject matter, such as availability of specified requirements, technical information, requests for literature, etc.

• Interviews

  To eliminate unnecessary interruptions to the University staff, it is University practice to receive vendor sales representatives at Procurement Services. In the event that a member of the University staff desires to discuss his requirements with a sales representative, or if, in the opinion of the procurement officer, a discussion would be pertinent, arrangements will be made for such a discussion at the convenience of the staff member.

• Public Relations

  It is the intent of Procurement Services to maintain excellent public relations, both with vendor sales representatives and user departments. By having a close working relationship with the user department, the needs of the department can be filled more quickly. By having a good relationship with the vendors, the agency will receive better delivery and service.

• SC or American Made Preference

  Clemson University's bid package includes an area where the vendor may indicate the origin of the end product solicited.

• Vendor Complaints

  When a department feels a vendor has not satisfactorily delivered the goods/services as requisitioned, the procedure listed below is followed:

  • Departments must build a detailed file on each contract, documenting specific dates and occurrences. Records of conversations, copies of correspondence, deadline dates versus completion dates and other significant data that may provide the necessary supporting documentation for filing a complaint.
  • The Procurement Specialist must make the initial contact with a contractor, and this communication should occur as soon as a problem is realized.
  • In the event that the Procurement Specialist and the contractor are unable to resolve the problem in a timely manner, the Procurement Specialist must register the complaint with the contractor in writing. A copy of the complaint must be forwarded to the Material Management Office or Information Technology Management Office, whichever is applicable. The desired corrective action must be stated in the letter.
  • The contractor is required to respond to the complaint in writing within seven (7) days after receipt of the complaint. The response must be sent to both the Procurement Specialist and the Materials Management Office or Information Technology Management Office.
  • If no response is received within the required time frame, the Procurement Specialist is to notify the Materials Management Office or Information Technology Management Office. Upon such notification, MMO or ITMO will issue cure letters or show cause letters to the contractor in an effort to resolve the controversy.
  • If a mutually acceptable resolution between all parties cannot be achieved by MMO or ITMO, the aggrieved party can protest to the Chief Procurement Officer as defined in Section 11-35-4210 and Section 11-35-4210-30 of the South Carolina Consolidated Procurement Code.
  • If the situation is not resolved by the Materials Management Office, the procedure as described in the Code, Section 11-35-4220, regarding vendor suspension and debarment, is initiated by the Director of Procurement.
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  Vendors may require a hearing with the Procurement Review Panel within ten (10) days of suspension or debarment. Code Sections 11-35-4230(5) and 11-35-4410(6) apply.
• Vendor Ethics

  “It is unwise to risk dealing with suppliers who are known to have questionable ethics. The buyer who knowingly associates with such firms exposes himself to the probability of being ‘known by the company he keeps.’ Such a reputation, however unjustified, can drive away valuable, reliable, competitive sources.

  In addition, the buyer may expose his company to a number of serious business risks. An unethical supplier may reveal proprietary information to competitors or use it himself. He may knowingly bid low to ‘buy in,’ only to raise his price later at a crucial point in the schedule—in effect performing blackmail. He may knowingly promise a delivery that cannot be made in order to get an order. He may claim the ability to produce a product that is beyond the capability of his firm, fully intending to ‘shop’ the order to other firms. He may even resort to commercial bribery in an attempt to achieve a supply position that is not warranted by his firm’s real ability.

  Even though there may appear to be short-term advantages to special ‘deals’ with unethical sources, it is poor policy to succumb to the temptation, since long-term objectives will often be jeopardized. In fact, it is seldom that the supposed short-term advantages actually materialize.”

• Vendor Selection

  Procurement Services selects vendors in accordance with the South Carolina Consolidated Procurement Code. Vendors may register through the Procurement Services website to be included in the Vendor/Bidder list. Procurement Specialists use our bidders list, the Internet, or catalog file for selecting potential vendors.

Links to Other Policies