Purchasing

UD Procurement is pleased to announce the launch of the UD Master Fedex account.

In order to take advantage of significant Fedex savings, you must create a department account which is linked to the UD master account. Please follow the instructions in this document which walk you through set up with FedEx using the New Fedex Account Request Form, which will take approximately 7-10 days. Once your account is set up, this document will also supply you with information on scheduling shipments and Fedex customer service. Additional customer support and contact information can be found here.

If you already have an established Fedex account, there is no action to take at this time. All existing UD accounts with FedEx have been moved under the Omnia pricing contract. 

For further questions, please reach out to Dennis DeMarino, Associate Director of Procurement (UD) at ddema@udel.edu or Del Walker, Senior Account Executive (Fedex) at dwalker@fedex.com.  

Fedex New Account Form

Instructions for Fedex New Account Setup

Fedex Customer Service Guide

Campus Liaisons partner with business units on campus to support their high-level purchasing initiatives and major projects.

General Procurement inquiries should be sent to procurement@udel.edu.

Procurement Services is dedicated to assisting UD business units with obtaining goods and services in the most cost-efficient and convenient manner within University policies. 

Our Strategic Sourcing team is available to collaborate with business units to identify and select suppliers, facilitate the RFP (request for proposal) process, validate supplier bids, negotiate contracts, and manage UD's supplier relationships.

Do you have an upcoming large or complex purchase that could benefit from the support and expertise of Procurement Services?

Our new Sourcing Event Request (SER) form in UD Exchange will help you communicate and submit your purchase/project needs in a streamlined manner. Join Procurement for a Zoom info session on February 22, 2024 at 9 am, or contact your dedicated Campus Liaison with questions. *Note: All IT solutions must be submitted through the Technology Request process first.

The Procurement Contracting team partners with the Strategic Sourcing Team, Senior Buyers, and campus stakeholders to manage procurement contract review, negotiation, and execution. This includes ensuring compliance with UD's terms and conditions to maximize value and minimize risk. For more complex contracts, review may take up to 60 days or longer when involving other collateral reviewers such as General Counsel, Risk Management, IT, etc. Please remember no supplier can begin work or deliver goods until there is an executed contract, and/or until a purchase order is issued. Contracts can only be signed by those authorized on the Table of Authority signatory matrix or Procurement Services.

Types of Contracts

There are several types of contracts units may use to enter into a procurement agreement with suppliers:

• UD Statement of Work (SOW): To help streamline contracting, a Statement of Work (“SOW”) template can be used for services and/or goods that require a detailed description of deliverables to be rendered. End Users will provide a SOW outlining the nature of the purchase; this may also include a quote/letter of engagement/supplier provided SOW provided it contains no terms and conditions. The UD SOW incorporates UD's standard procurement terms and conditions for added protection against risk and expedites purchasing practices. You will attach the forms to the requisition, Procurement will review and facilitate signature, and a purchase order will be generated upon Procurement Services' approval. Based on the dollar amount of the contract obligation, procurement authority may still be needed for each SOW.
• UD Master Service Agreement – a contract that may result from an RFP or a supplier request. These contracts are negotiated through Procurement Services.
  1. Master Service Agreement (MSA): a University-wide, multi-departmental, or unit-specific engagement with a supplier.  The University enters into this contract when the unit repetitively purchases goods or services from the same supplier(s). There are two purposes for which UD utilizes a MSA:
     1. A master set of Terms & Conditions that governs all unique SOW/order forms; there is usually no defined scope or pricing
     2. A master set of Terms & Conditions that also includes: 1) a defined Statement of Work (SOW); 2) a Price Schedule (e.g. copiers, office supplies, lab supplies etc.); 3) additional Service Level Agreement (SLA) or Key Performance Indicators (KPI).         

• Supplier Agreement (on supplier paper) – a supplier requests the University to sign a separate contract, which may be the quote containing the supplier’s terms and conditions. The request requires review and negotiation by Procurement Services and potentially other Stakeholders and collateral reviewers.

Contracts+

Procurement Services and the Office of General Counsel are working together to provide contracting services to the university community. Procurement is now managing and supporting the Contracts+ system within UD Exchange. What does this mean:

• Non-Procurement contract parties (vendors not being paid):
  • Can now be requested via the “2nd Party Supplier Request” form/tile on the Shopping Home Page in UDX.
  • Procurement will add contract second parties to the system for non-procurement requests and will provide system and technical troubleshooting support.
• Procurement suppliers (vendors being paid) should continue to follow the existing W-9/W-8 onboarding process.
• Procurement will continue to support contract needs for the acquisition of goods and/or services.
• OGC will remain the primary contact for legal and contracting template advisement as well as non-procurement contract inquires.

For information on purchasing thresholds and the associated purchasing methods, please refer to Guided Buying.

Procurement Authority refers to the minimum documentation required for Procurement Services to approve your purchase in UD Exchange. 

Procurement Authority must be established for each purchase of goods and services at UD.

Based on dollar thresholds, the Procurement Authority required for your purchase could range from obtaining a quote (or multiple quotes) to a Request for Proposal (RFP) or Waiver of Bid.

Final signature authority for a certain transactions is determined by the dollar amount.Your purchase may require a signature from another UD employee.

A listing of required signatures based on the dollar amount of the purchase is included in the Table of Authority linked within the UD policy on Authority to Sign Financial Documents.

The University has a DocuSign account to facilitate electronic signatures on contracts and other documents. If you need to create DocuSign envelopes to circulate documents for electronic signature, please email procurement@udel.edu to request an account. The Docusign help guide can get you started.

A DocuSign account is not needed to sign documents, but you may receive documents requesting your signature. If you have a question about whether a document is legitimate and was sent by UD, please contact Procurement at procurement@udel.edu.

To familiarize yourself further with DocuSign, you can create a free demo account. Additional reference materials and training guides are available at DocuSign University and DocuSign Support.

Purchasing IT Hardware

OMB Uniform Guidance Overview