Vendor Guide
Doing Business with
WesternWashingtonUniversity
333 32nd street, PURCHASING DEPARTMENT, Bellingham wa 98225
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DOING BUSINESS WITH WESTERN WASHINGTON UNIVERSITY
The Purchasing Department has provided a brief guide for doing Business with Western.
We value suppliers who can help us simplify the order fulfillment, invoicing and payment processes. It is important our vendorsoffer competitive prices, provide tools to ensure product information is easily available, and have efficient ordering and delivery systems.
Purchasing and Contracts is the official buying and contracting arm for the University and authorizes college and department personnel to make purchases within current policies. University personnel havepurchasing thresholds set by either University policy or their College or department. These limits can vary but are under $5,000, with the majority of Departmentbeing lower. Departments and Colleges do not have authority to sign any document that obligates the University contractually.
All purchases made by University employees must reference a purchase order number or be paid with an official University credit card. It is your responsibility to verify that the purchaser is an employee of the University. Vendors are encouraged to request identification. Vendors having questions may call purchasing at 360-650-3340.
Location:
The Purchasing, Accounts Payable, Contracts and Travel departmentsare located off campus.
PHYSICAL LOCATION( PACT )FACILITIES PURCHASING
333 32ND Street915 26TH sTreet
Suite 140Bellingham
Bellingham
Mailing addresses
Western Washington University
Purchasing Department
516 High ST MS 1390
Bellingham WA 98225-1390
Western Washington University
Accounts Payable – MS 1420
PO Box 29420
Bellingham WA 98228-1420
Contracting with the University:
When entering into a contract with Western, Contractors must be licensed to do business in the State of Washington, and prepared to provide their firm’s contractor’s license number, Unified Business Identifier Number (UBI), any bonding, certificate of insurance, and Federal Tax Identification Number.
Personnel authorized to sign contractual agreements on behalf of the University is very limited. College administrators, faculty and department personnel do not have the authority to sign agreements on behalf of the University. Please contact Purchasing if you have questions.
Advertisement of Bids:
Western Washington University posts bids over $3500 for goods and services on Washington’s Electronic Business Solution (WEBS).
Registered Vendors:
The University uses Washington Electronic Business Solutions (WEBS) as our vendor registration. WEBS is an Internet vendor registration and bid notification system. The University does not maintain a local vendor list. The system offers a single online site where vendors can register to receive bid notifications from Washington State Agencies. Registration is free to participate in the WEBS bid notification system. Any vendor interested in doing business with the University should register on the state wide system.
For more information about WEBS and to register go to:
Architect and Engineering Services:
Every year in January, the University will place an advertisement in the Daily Journal of Commerce and the Bellingham Herald to solicit qualification for architect and engineering services. A roster of all qualified firms will be established and kept on file for one year at the Office of Facilities Management.
All firms legally engaged in the State of Washington in the practice of architecture, engineering, landscape architecture, interior design, planning and related services are encouraged to submit a completed standard Federal 254 form with a cover letter (certified minority or women’s business enterprises shall indicate that status in their cover letter and attach a copy of their certification letter from the Washington State OMWBE).
For small projects: (consultant fees less than $300,000), repairs and emergency work, the University may select consultants directly from the standard Federal 254 file without further notice.
For major projects: (fees in excess of $300,000), advertisements will appear in the Bellingham Herald and Daily Journal of Commerce indicating the intent of the University to select a consultant for a specific project.
Public Works Construction Projects:
Construction, remodeling, and maintenance contracts are awarded through a competitive bidding process. Generally these types of projects have a mandatory pre-bid walk through requirement to which you need to send a representative who is qualified to address the technical aspects of the project.
Public Works Projects are advertised in the Bellingham Herald and Seattle Daily Journal of Commerce. Plan sets & Bid specifications are available through Builder’s Exchange on-line plan room.
Free-of-charge access is provided to Prime Bidders, Subcontractors, and Vendors by going to and clicking on “Posted Projects”, “Public Works”, and “Western Washington University”. Bidders must “Register” in order to receive automatic email notification of future addenda and to be placed on the Bidders List. Contact Builders Exchange of Washington at (425) 258-1303 for assistance.
A listing of current public works projects is available on the Contract Administration web site
Bid Bonds: When the sum of the base bid plus all additive bid alternates exceeds $25,000.00 a certified check, bank cashier’s check or original bid bond, made payable to Western Washington University for an amount equal to at least five (5%) of the total bid, shall accompany each bid as evidence of good faith and as a guarantee that if awarded the contract, the bidder will execute the contract and give a 100% payment and performance bond.
Payment and Performance Bonds: For construction contracts over $35,000.00, the contractor must furnish a 100% payment and performance bond.
Liability Insurance: Minimum liability insurance coverage and limits are established by the Risk Management Department. Routinely, these amounts are two million dollars each for General Liability and Automotive Liability. Insurance requirements for major projects are determined on a case-by-case basis by Risk Management and Purchasing.
Method of Payment:
Invoices
Western Washington University pays by invoice. Submit an original and one copy of each invoice, referencing your purchase order number to Accounts Payable.
Western Washington University
Accounts Payable – MS 1420
POS Box 29420
Bellingham WA 98228-1420
Invoices may also be emailed to
Vendors should not send invoices direct to departments.
Payment Terms
The University’s standard payment term is Net 30, unless different terms are specified in the University signed contract. Earlier payment may be made to take advantage of any discount terms. Invoices will not be processed for payment nor will the period of cash discount commence until all invoiced items are received,a proper completed invoice has been received by our Accounts Payable office and satisfactory performance of Vendor has been attained.
Sales Tax
The University is not exempt from sales tax.
P-Card
The University offers Vendors the opportunity to be paid through the VISA procurement card (pcard) program. A Vendor’s acceptance and the University’s use of the p-card, however,isoptional. Purchasing transactions utilizing the p-card will usually result in payment to a Vendor in three days, upon receipt of a properly completed invoice and satisfactory performance of Vendor has been attained.
To participate, a Vendor must be capable of accepting VISA.
Vendor Conduct:
On Campus: To assist with the efficient operation of the University and to ensure the safety and well being of the University, the following rules of conduct are expected. Violations include, but are not limited to:
- Unauthorized use and /or possession of intoxicating beverages, narcotics or drugs on University premises.
- Threatening, intimidating or harassing others on University property.
- Carrying weapons on University premises, unless specifically preauthorized to do so,i.e.,employees of Public Safety.
- Behaving in an overtly discourteous, abusive or disrespectful manner towards employees or students of the University.
- Stealing, unauthorized removal, use, loss, damage or destruction of property belonging to the University, its visitors, students and employees.
- Demonstrating any conduct or behavior that constitutes sexual harassment, racial abuse, or discrimination.
Compliance with Applicable Laws and Regulations including Ethics in Public Service Act.
Vendors are expected to conduct their business activities in full compliance with all applicable laws and regulations, including environment laws and internationally adopted restrictions concerning bribery and corruption. The Ethics in Public Service law (RCW 42.52) applies to all state employees at Western Washington University (WWU). It is expected that our Business partners be held to this same high Ethical Standard.
Conflict of Interest
Conflicts of interest between a Vendor and University employee, and the appearance thereof, should be avoided.
Environment
The University is committed to purchasing products and services whose environmental impacts are found to be less damaging to the environment and human health. The University expects suppliers to continuously develop price competitive and safe products and services that help us achieve our environmentally preferred purchasing objectives.
Privacy and Security
Vendors shall comply with all federal and state laws and regulations as well as University policies, procedures and guidelines relative to the confidentiality and privacy of University employees and students.
Other Laws
Vendors will comply with all applicable local, national and international laws, regulations, treaties and industry standards, including, without limitation, those pertaining to the manufacture, pricing, sale and distribution and safety of the relevant products and/or services. Vendors will safeguard the intellectual property, and ensure the information security, data protection, and privacy, of all work and communications relating to the University.
Supplier Diversity Program
The Universityhas a long tradition of support for programs which foster diversity in our institution and expects our suppliers to mirror our commitment to expand opportunities for diverse businesses.
Visitation Policy
When visiting University facilities and department, suppliers shall comply with University building visitation and access policies. For guidance, contact Purchasing.
Publicity
Advertising, including use of the University marks and logos, press releases, or any other general public announcement by a supplier, stating the availability of its products or services to University employees is strictly prohibited unless the supplier has obtained prior written authorization.
Loan of Demonstration Equipment
Vendors should not loan equipment or leave demonstration equipment on campus without approval of the Purchasing Department.
Vendor Solicitation
In accordance with WAC 516-24-110 Door-to-door on-campus solicitation is prohibited. All unsolicited sales contacts shall be restricted to the office of the division of purchases (Purchasing Department.)
Parking
Vendors are expected to obey all parking policies and that includes purchasing parking permits. The University has no central receiving location and the limited twenty minute loading and unloading areas are strictly enforced. More information available from parking services at:
We hope you find this brief guide helpful.
Additional information in this guide
- List of PACT Personnel
- Credit Letter Information
- Standard Purchase Order Terms and Conditions
- General Guidelines for Insurance
For additional information please contact any of the PACT Personnel
P a c t PERSONNEL:
Sally McKechnie, Director of Business Services
Phone: (360) 650-3127
PURCHASING
Each Procurement Specialist listed below specializes in specific commodity areas but all are available to assist in answering vendor questions. For current assigned commodities information visit
Name / Title / Phone / EmailBarbara Lewis / Procurement Specialist / 650-3068 /
Brenda Ancheta / Procurement Specialist/Pcard Administrator / 650-3561 /
Debbie Hutchinson / Procurement Specialist / 650-3426 /
Facilities Purchasing
Dolapo Akinrinade / Procurement Specialist / 650-2065 /
Rita Sinclair / Procurement Specialist / 650-3559 /
Susan Banton / Procurement Supervisor / 650-2430 /
Claire Chouaniere Procurement Support 650-3340
Contract administration
Jennifer HansenContract Administrator650-3036
Kellen RileyContract
Leslie GeigerContract
Accounts payable department
Donna
Debbi BaughnTravel
Van Ho Vendors
Gretchen KulpaVendors
Terri McKinnonVendors
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WESTERN WASHINGTON UNIVERSITY - CREDIT LETTER
Dear Vendor:
WesternWashingtonUniversity is an agency of the State of Washington and receives biennial appropriation from the state as legislated into law and therefore has the full faith and credit backing of the State of Washington. The University is also listed in Dunn and Bradstreet, and credit information may be obtained using this service.
Federal Tax ID Number Washington UBI Number DUNS
91-6000562 371010319 07-925-3134
Bank Reference:
Wells Fargo Bank, NA (206) 292-3606
Contact at Susan J Hendrixson, Vice President and relationshipManager
Trade Reference:
Bank & Office InteriorsSeattle, WA, ph (800) 762-8002
Hardware SalesBellingham, WA ph (360) 734-6140
SodexhoBellingham, WA ph (360) 650-2970
Purchasing Information:
All purchases made by University employees must reference a purchase order number or use a University credit card. It is your responsibility as the vendor to verify that the Purchaser is an employee of the University by requesting identification, or you may call 360-650-6340.
Accounts Payable Information:
Western Washington University pays by invoice. Submit an original and one copy of each invoice, referencing your purchase order number to:
Western Washington University
Accounts Payable – MS 1420
PO Box 29420
Bellingham, WA 98228-1420
Payment will be made within 30 days of receipt of a valid invoice, unless other terms are agreed to by contract between the University’s representative and the vendor. Earlier payments are made to take advantage of discount terms.
Taxes:
The University is not tax exempt and must pay sales tax on all taxable items. If you have a tax presence within the State, be certain to include the appropriate taxes on your invoices.
Sincerely,
Sally McKechnie
Director of Business Services
Purchasing, Accounts Payable, Contract Administration, & Travel
Standard Terms and Conditions:
The Purchasing contract incorporates the following Terms and Conditions and Includes, but is not limited to, the invitation to bid, request for quotations, specifications, plans and published rules and regulations of the Division of Purchasing and the Laws of the State of Washington, which are hereby incorporated by reference.
(1) CHANGES:
No alteration in any of the terms, conditions, delivery, price, quality, quantities, or specifications of this order will be effective without written consent of the Supervisor of the Division of Purchasing.
(2) HANDLING:
No charges will be allowed for handling which includes, but is not limited to, packing, wrapping, bags, containers or reels, unless otherwise stated herein.
(3) DELIVERY:
For any exception to the delivery date as specified on this order, Vendor shall give prior notification and obtain written approval thereto from the Supervisor of the Division of Purchasing. With respect to delivery under this order, time is of the essence and the order is subject to termination for failure to deliver on time. The acceptance by Purchaser of late performance with or without objection or reservation shall not waive the right to claim damage for such breach nor constitute a waiver of the requirements for the timely performance of any obligation remaining to be performed by Vendor.
(4) PAYMENTS AND ASSIGNMENTS:
All payments to Vendor shall be remitted by mail. Purchaser shall not honor drafts, nor accept goods on a sight draft basis. Furthermore, the provisions or monies due under this contract shall only be assignable with prior written consent of the Supervisor of the Division of Purchasing.
(5) SHIPPING INSTRUCTIONS:
Unless otherwise specified, all goods are to be shipped prepaid, FOB Destination. Where shipping addresses indicate room numbers, it will be up to the vendor to make delivery to that location at no additional charge. Where specific authorization is granted to ship goods FOB Shipping Point, Vendor agrees to prepay all shipping charges, route cheapest common carrier, and to bill Purchaser as a separate item on the invoice for said charges, if routing instructions are not included on Purchase Order. Each invoice for shipping charges shall contain the original or a copy of the bill indicating that the payment for shipping has been made. It is also agreed that Purchaser reserves the right to refuse COD Shipments.
(6) INSPECTION AND REJECTION:
The Purchaser’s inspection of all materials and equipment upon delivery is for the sole purpose of identification. Such inspection shall not be construed as final acceptance, or as acceptance of the materials or equipment, if materials or equipment does not conform to contractual requirements. If there are any apparent defects in the materials or equipment at the time of delivery, the Purchaser will promptly notify the Vendor thereof. Without limiting any other rights, the Purchaser and/or the state at its option, may require the Vendor to:
- Refund the price of any or all of the damaged goods;
Or
- Accept the return of any or all of the damaged goods.
(7) ACCEPTANCE:
THIS ORDER EXPRESSLY LIMITS ACCEPTANCE TO THE TERMS AND CONDITONS STATED HEREIN. ALL ADDITIONAL OR DIFFERENT TERMS PROPOSED BY VENDOR ARE
OBJECTED TO AND ARE HEREBY REJECTED, UNLESS OTHERWISE PROVIDED IN WRITING BY THE SUPERVISOR OF THE DIVISION OF PURCHASING
(8) IDENTIFICATION:
All invoices, packing lists, packages, instruction manuals, correspondence, shipping notices, shipping containers, and other written documents affecting this contract shall be identified by the applicable purchase order or field order number. Packing lists shall be enclosed with each shipment, indicating the contents therein.
(9) INFRINGEMENTS:
Vendor agrees to protect and save harmless purchaser against all claims, suits or proceedings for patent, trademark, copyright, or franchise infringement arising from the purchase, installation, or use of goods and materials ordered, and to assume all expenses and damages arising from such claims, suits or proceedings.
(10) NON-WAIVER BY ACCEPTANCE OF VARIATION:
No provision of this order or the right to receive reasonable performance of any act called for by the terms shall be deemed waived by a waiver by Purchaser of a breach thereof as to any particular transaction or occurrence.
(11) WARRANTIES:
Vendor warrants that articles supplied under this order conform to specifications herein and are fit for the purpose for which such goods are ordinarily employed, except if stated in a Special Condition, the material must then fit that particular purpose.
(12) TERMINATION: