Vendor Information
West Chester University Procurement
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.
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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.
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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.
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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.
SourcePoint \ SAP Ariba
West Chester University utilizes PASSHE's SAP Ariba, (branded internally as SourcePoint), which is a cloud-based Procurement solution that helps PASSHE and Suppliers to meet on a single network. The Ariba Partner program enables you with tools, resources, and benefits to help build, run, and grow your business.
SAP Ariba has many benefits for our suppliers such as real-time PO delivery, use of online catalogs, invoice automation, and potential new business opportunities on the Ariba Network. POs and invoices will be transmitted using this platform, so you will need to register on the Ariba Network to take advantage of the SAP Ariba features when working with West Chester University.
There is no cost to register, however, based on the volume of transactions you have on the Ariba Network across all customer relationships, you will have the opportunity to upgrade to an Enterprise account with additional benefits (fee required). Any potential fees may be offset by the many benefits of the Ariba Network mentioned above. However, suppliers new to the Ariba Network generally start transacting on the Ariba Network for free with a Standard account. To learn more, please visit SAP Ariba Subscriptions and Pricing.
Supplier Registration Instructions
Detailed information and instruction for supplier registration can be found in the "PASSHE SourcePoint Training Guide: Official Supplier Guidebook".
If you have already submitted a registration or have any questions about where your request is in the workflow, please contact the West Chester University Purchasing Department at Purchasing@wcupa.edu.Competitive Bidding
As a public entity and a member of the Pennsylvania State System of Higher Education (PASSHE) certain bidding requirements are either mandated or have been adopted by West Chester University as good business practice. The Commonwealth Procurement Code commonly known as ACT 57, requires that bids be solicited for all purchases equal to or exceeding the defined bid threshold with a few specific exceptions.
The Bid Threshold as of January 1, 2024 is $23,200.
Please visit the West Chester University Policy Library for current policies, including the university's Purchasing Policies and Contracting Policy.
Bidding Opportunities
PennBid
West Chester University utilizes PennBid for bids, request for quotes, and request for proposals. Suppliers are encouraged to register online. When bid opportunities are posted to the e-bid system, registered suppliers will be notified and given the opportunity to bid online. There is no cost for the supplier to register.
Although solicitations are available for public viewing, in order to submit a proposal, interested suppliers MUST register on the bidding website. This includes suppliers for bids for both the Purchasing Office and the Construction Procurement Department. Registration is a one-time free process that takes only a few minutes. Once registered, suppliers may obtain all solicitation documents, receive notification of solicitation updates, and submit and update their confidential proposals online.
Other Bidding Opportunities
The majority of bids will be advertised on the PennBid website, however:
Some opportunities may be found on the Department of General Services eMarketplace website.
Please go to PA eMarketplace to review any bid opportunities at West Chester University. You will need to enter "Chester" in the county search field.
Some may be found on the Ariba Discovery network.
Detailed information and instruction for supplier registration can be found in the "PASSHE SourcePoint Training Guide: Official Supplier Guidebook".
Sole Source
A contract may be awarded for a construction item without the necessity of bidding when the Contracting Officer determines in writing that one of the following statutory conditions exists:
- Only a single contractor is capable of providing the construction;
- A federal or state statute or federal regulation exempts the construction from competitive procurements;
- The total cost of the construction is less than $10,000.00,
- It is clearly not feasible to award the contract on a competitive basis;
- The services involve the repair, modification or calibration of equipment and the work is to be performed by the manufacturer of the equipment or by an authorized dealer, provided the Contracting
Officer determines that bidding is not appropriate under the circumstances,
or
The contract is in the best interest of the Commonwealth.
Please visit the West Chester University Policy Library for the current purchasing policies.
Emergency Contracts
Emergency Contracts are permissible when the Contracting Officer or his designee’s determines that there is a threat to public health, safety and welfare or circumstances outside the control of the University create an urgency of need which necessitates the suspension of normal bidding and review requirements. When possible two bids should be secured. These do not have to be in writing. However, written determination of the basis for the emergency and for the selection of the contractor must be included in the contract file and sent in the form of a certification when the contract is submitted for legal review after the work is completed.
Please visit the West Chester University Policy Library for the current purchasing policies.
Supplier Diversity
West Chester University through its procurement professionals are committed to the development of business relationships with diverse suppliers that can add value to West Chester University and help it achieve its goal to strengthen its commitment to diversity. West Chester University through its Supplier Diversity Program will strive to increase the number of diverse business enterprises that supply goods and services to the University. In keeping with this commitment, our Supplier Diversity Program is designed to provide procurement opportunities to qualified diversity businesses. The University actively encourages participation by minority and women owned business as well as small and under-utilized businesses in its purchasing programs.
Supplier Diversity Program
Supplier diversity is a business strategy to expand the vendor base to include all qualified vendors and to enhance an organization’s cost-saving opportunities. This is accomplished by fostering an inclusive procurement system that invites the broadest possible participation of all vendor sources. The Supplier Diversity Program will strive to increase the number of diverse business enterprises that supply goods and services to all PASSHE campuses. There will be no compromise in quality and service.
Supplier Diversity Includes:
- Minority-owned business
- Women-owned business
- Small disadvantaged business
- Veteran-owned business
- Others, as defined by the Small Business Administration
Goals of the Supplier Diversity Program Include:
- Increasing the utilization of minority and women owned business, as well as small disadvantaged businesses in the procurement of goods and services at West Chester University.
- Expanding the vendor base to enhance cost-saving opportunities to West Chester University.
- Fostering collaboration with diverse vendors and West Chester University.
Find Out More
West Chester University's Strategic Goals: Diversity & InclusionAdditional Information
Pennsylvania Department of Bureau of Diversity, Inclusion, and Small Business OpportunityPennsylvania State System of Higher Education (PASSHE) Small Diverse Business Program
Pennsylvania State System of Higher Education (PASSHE) Strategic Sourcing
African American Chamber of Commerce of PA, NJ and DE
Women's Business Enterprise Council of PA, NJ and DE
Frequently Asked Questions
How do I get in touch with someone at the university with a question?
Please reach out to the West Chester University procurement staff by emailing Purchasing@wcupa.edu.
Where can I see the university's purchasing policies?
Who is authorized to sign contracts on behalf of the university