1-Purchasing Terms and Conditions.pdf

Purchasing Terms and Conditions Last Updated 03/05/2026

All purchases are subject to the State of Utah Procurement Code and the University’s Procurement policies. For the purposes of this document, a “bid” can mean a quote, proposal, or any other requested document or material as defined by a purchasing solicitation.

By submitting a bid you agree to the following provisions. Any bids that do not comply with the provisions may be rejected or disqualified. Solicitations may specify additional requirements or waive any of these provisions, if a solicitation contradicts any provision, the language in the solicitation supersedes.

GENERAL RULES

1. Bidders may not communicate with anyone outside of Purchasing Services during a solicitation.

2. Bidders must fully disclose any potential conflicts of interest with any staff or students of the University.

3. Late Bids will not be accepted. The University is not responsible for internet constraints/issues.

4. Gratuities of any form cannot be accepted.

BIDS

1. Bids must clearly indicate details of all costs associated with the solicitation, including: quantity, description, unit price, extended price, freight, and any other fees. If any items/services are variable, clear indication of the rate must be provided (e.g. $xx.xx per hour; $xx.xx per user, etc)

2. All items must be new and in stock

3. Sales tax must be excluded. Sales tax certificate can be obtained by emailing: purchasing@utahtech.edu

4. Any request for prepayments must be indicated with the bid. The University discourages prepayments.

5. Equivalent items may be substituted if ALL specs of the equivalent items meet or exceed ALL specs of the requested items.

Any equivalent items must be clearly marked as such. It is the bidder’s responsibility to ensure any equivalent items meet or exceed the requested specifications, if it is discovered that any alternate items are not equivalent or better than the requested specifications then the entire bid may be disqualified. If it’s discovered after the award/purchase, the items may be returned at the bidder’s expense.

6. Pricing must be guaranteed for at least ninety (90) days

7. Alternate/Multiple bids are allowed assuming all bids meet or exceed the specifications

8. If the solicitation includes the University’s Terms and Conditions, they must be incorporated into any agreement.

Bidders may elect to red-line the Terms and Conditions as part of their bid, but must do so before the bid is submitted.

9. If samples are requested it is assumed they are property of the University. Samples may be returned to the bidder if requested and at the expense of the bidder.

10.Bids are considered public information and may be requested by anyone via GRAMA. If your bid contains any proprietary information then a redacted version of the bid may be submitted and identified as such.

AWARD OF BIDS:

1. The University only notifies the awarded vendor. A Purchase Order (PO) will be issued to the awarded vendor before any work is performed or any order is initiated. The University may increase or decrease quantities before placing an order without re-soliciting; however, the University will request an updated quote if applicable.

2. The University is encouraged to purchase from State of Utah Contracts, items/services available on State Contract will have preference over those items/services that are not.

3. The University selects vendors based on “Best Value” judgements as opposed to cost alone.

4. If the University’s supplemental terms and conditions apply, preference may be given to vendors who accept them over vendors who redline them or reject them altogether.

5. The University may cancel the solicitation at any time and is not required to award it.

6. Multiple vendors may be awarded in some situations mailto:purchasing@utahtech.edu

PROTESTS

Protests must be submitted within seven days after the person knows; or should have known, the facts giving rise to the protest. They must be formal, written, and emailed to malia.tafua@utatech.edu, including objective details of any discrepancies or violations of procurement policy. General complaints without supporting details will be noted but will not be considered. Requests for official information must be submitted through GRAMA and may be subject to applicable fees.

PARTICIPATING ENTITIES – COOPERATIVE PURCHASING

All USHE member institutions may, at their option, purchase off of the resulting contract by either signing a Participating Addendum to the resulting contract/agreement or entering into a separate, direct contract with the awarded offeror: Salt Lake Community College, Utah State University, Weber State University, University of Utah, Snow College, Utah Valley University, Southern Utah University, Utah Tech University, Bridgerland Technical College, Davis Technical College, Ogden-Weber Technical College, Southwest Technical College, Uintah Basin Technical College, Dixie Technical College, Mountainland Technical College, Tooele Technical College, and any other institution of higher education that the State of Utah may form in the future. After reviewing the awarded proposal and contract, each institution may choose not to proceed with a procurement or enter into any agreement.

INVOICING

1. Utah Tech University's standard payment terms are Net 30. The University discourages and generally does not allow prepayments, deposits, or advance payments unless explicitly approved in writing prior to award. Progress payments may be requested in accordance with contract terms and are tax-exempt.

2. No work may begin without an official Purchase Order (PO) issued by the University’s Purchasing Department. Purchase Orders are issued on a fiscal-year basis (July 1 – June 30). Multi-year engagements require a new PO each fiscal year

3. Invoices must be itemized and include quantity, unit price, and total amount due. Each invoice must reference a valid Purchase Order number and be emailed to accounts.payable@utahtech.edu with the PO number included in the subject line (re: PO#) to ensure timely processing. Payment via ACH is strongly encouraged.

OTHER

1. By submitting a bid, bidders certify that they are not presently debarred by any governmental department or agency, including other institutions of higher education.

2. By submitting a bid, bidders certify that there are no outstanding tax liens issued by the state or federal government.

3. When applicable, the vendor shall maintain comprehensive liability insurance. The bidder shall also maintain all employee-related insurances. The limits of this insurance will be no less than one-million dollars per occurrence and three-million dollars aggregate.

4. If the solicitation is for the performance of services, participation in E-Verify is required to verify the work status eligibility of all staff and its subcontractor’s staff (Utah Statute 63G-12-302)

5. Vendors with 10 or more employees providing over $100,000.00 must certify that they are not currently engaged in a boycott of the State of Israel and agrees not to engage in a boycott of the State of Israel for the duration of the contract (if awarded). By submitting a bid, the offeror is certifying they are in accordance with this statute (Utah Statute 63G-27-101)

6. When evaluating bids, the University may consider any public reviews as part of the evaluation.

ACKNOWLEDGEMENT:

Signature Date

Name & Title

Company Name Phone Number mailto:malia.tafua@utatech.edu

PROTESTS

PARTICIPATING ENTITIES – COOPERATIVE PURCHASING

All USHE member institutions may, at their option, purchase off of the resulting contract by either signing a Participating Addendum to the resulting contract/agreement or entering into a separate, direct contract with the awarded offeror: Salt Lake Community College, Utah State University, Weber State University, University of Utah, Snow College, Utah Valley University, Southern Utah University, Utah Tech University, Bridgerland Technical College, Davis Technical College, Ogden-Weber Technical College, Southwest Technical College, Uintah Basin Technical College, Dixie Technical College, Mountainland Technical College, Tooele Technical College, and any other institution of higher education that the State of Utah may form in the future. After reviewing the awarded proposal and contract, each institution may choose not to proceed with a procurement or enter into any agreement.

INVOICING

OTHER

ACKNOWLEDGEMENT: