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JHU Vendor Guide


 


Purpose

History

Supply Chain Shared Services' Organization

Supply Chain Shared Services' Objectives

Statement of Behavior In Contractual Relationships

Supply Chain Shared Services' Procedures

Bidding Procedures

Small Business Programs
Signature Authority
Payment Procedures
Tax Exemption Status
Parking
Now That You Know Something About Us...
 

Purpose

The Office of Supply Chain Shared Services is responsible for implementing and directing all University procurement policies and procedures. The purpose of this information is to provide you with a concise introduction to the University and its procurement policies.

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History

Privately endowed, The Johns Hopkins University was founded in 1876. Johns Hopkins is a center for undergraduate and graduate study and research. Its academic divisions are: the School of Arts and Sciences; the Whiting School of Engineering; the School of Professional Studies in Business and Education; the Peabody Institute; the School of Hygiene and Public Health; the School of Medicine; the School of Nursing; and the Nitze School of Advanced International Studies.

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Supply Chain Shared Services' Organization

University Purchasing Services reports to the senior vice president for administration. To facilitate a productive working relationship with the University, we recommend all salespersons come to University Purchasing Services on their first visit to the University. Our office is located Johns Hopkins at Keswick, 3910 Keswick Road, North Building, Suite N4300, Baltimore, MD 21211.  A visit may be conveniently arranged by calling our office 443-997-1000 and scheduling an appointment with the buyer responsible for procuring the product or commodity you sell.

Each member of our buying staff is a specialist assigned responsibility for procuring specific products or commodities such as: laboratory equipment and supplies; office furniture; computer hardware and software, etc. We will try to make your visit a pleasant and productive one, doing our best to see that your time and ours is well-spent. Our buyers will distribute information about your goods and services to appropriate University personnel. If a meeting with a potential using department or a product demonstration would be beneficial, the buyer can make the necessary arrangements for you.

We are here to help you. In return we ask that you keep us informed of all pricing and other information you convey to individuals and departments at the University, and notify us before delivering any equipment to departments on a trial basis.

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Supply Chain Shared Services' Objective

To procure materials and services of suitable quality, in the proper quantity, at the lowest ultimate cost in the time required.

To maintain good relations with University suppliers and to procure their goods and services on a fair and competitive basis.

To promote fair, ethical, and legal trade practices. The Johns Hopkins University endorses the Code of Ethics and Principles advocated by the NAEB and NAPM.

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Supply Chain Shared Services' Procedures

Supply Chain Shared Services is the office of the University authorized to negotiate for the procurement of materials, supplies, equipment, and services used by its academic divisions. The University does not assume obligation or liability for goods or services ordered or furnished to departments or individuals without prior approval from Supply Chain Shared Services. SCSS has extended limited authority to departments to place confirming purchase orders with vendors. These departmental placed purchase orders are restricted to a total value of $2,500 and will be confirmed by SCSS. Departments are not permitted to place confirming purchase orders exceeding $2,500 without the prior approval of SCSS.

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Bidding Procedures

Where vendor bidding is required, Supply Chain Shared Services will issue a "Request For Quotation" (RFQ) to a minimum of three (3) suppliers. The University's competitive bid limit is $5,000.00. Vendors interested in being considered for future bidding should submit a letter indicating their interest to SCSS on their company letterhead. All awards are closed and confidential. The University reserves the right to reject all or any part of any RFQ without further obligation. All goods offered for purchase must meet OSHA Regulations, and all bidders must be in compliance with all applicable Federal Affirmative Action laws.

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Small Business Programs

It is the policy of the University that Small and Small Disadvantaged Businesses be extended the maximum practical opportunity to compete for its material and service needs.

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Signature Authority

The Director of Purchasing is authorized by the University's Board of Trustees to sign and enter into business agreements for the procurement of goods and services. Individual faculty members and employees are not authorized to sign such agreements, or to bind the University in any manner.

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Payment Procedures

If you are selected to furnish goods or services to the University you will receive an official University purchase order signed by the Director of Purchasing. All invoices, indicating the appropriate purchase order number, should be mailed in duplicate to the Accounts Payable Department, P.O. Box 33499, Baltimore, Maryland 21218. If your invoice is not paid in a reasonable time, direct your inquiries to the Accounts Payable Department. They may be contacted by telephone at 443-997-6688.

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Tax Exemption Status

The University is exempt from Federal Excise and Maryland Sales Taxes. A PDF version of the Maryland Sales and Use Tax Exemption Certificate is available online.

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Parking

Visitor parking is available at metered parking spaces located throughout the University's Homewood campus. Parking at the University's East Baltimore campus, the Peabody Institute, and the School of Advanced International Studies is available nearby at off-street parking facilities, and on-street metered parking spaces.  Maps of the University's various campuses identifying the locations of buildings and available parking can be obtained from http://webapps.jhu.edu/jhuniverse/information_about_hopkins/visitor_information/how_to_get_here/index.cfm.

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Now That You Know Something About Us...

Informing you about the University and its procurement organization is important to us. We always seek to broaden our knowledge of the goods and services available in the marketplace, and the vendors that provide them. Perhaps you will be able to bring us helpful information about a new product, or introduce us to a new source of supplies that will prove valuable for years to come. By advising you about our procurement policies and procedures, we hope to lay the foundation for a strong and productive relationship between the University and your company.

We look forward to doing business with you.

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Last updated 03/21/2013

 

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