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Information for Vendors

General Policy

The University of Richmond is committed to conducting its affairs in complete accordance with all applicable professional and ethical standards. All University personnel who purchase on behalf of the University are obligated to avoid conflicts of interest and perceived conflicts of interest in the procurement of goods and services.

Procurements for goods and services are entered into solely on the merits of each transaction. It is the policy of the University to obtain competitive price quotations or bids whenever practical. Requests to vendors are conducted in a manner that provides, to the maximum extent possible, open and free competition.

Vendor quotations and bids are evaluated based on product quality, technical compliance with specifications, total price, service and reputation, and credentials of the vendor. Vendor awards are made in the best interest of the University. Any and all quotations and bids may be rejected when it is in the University's best interest to do so. Prices secured on quotations and bids are considered confidential and should not be discussed with other vendors by University personnel prior to the award of the transaction. The University values its vendors and appreciates the services they provide.

Insurance Requirements

The University requires a Certificate of Insurance with the University of Richmond listed as Additional Insured from vendors and contractors who perform work or services in or on University facilities, as well as from users who use the University premises and/or facilites. The department managing the contract or transaction is responsible for maintaining the Certificate of Insurance for the duration of the contract or transaction. Vendors who are only shipping goods to the University and who will not physically be on campus may not be required to provide a Certificate of Insurance. Coverage must be kept in full force and effect at all times with no lapse in coverage. If for any reason insurance coverage is not kept in force, the vendor will not be permitted to provide goods or services to the University until an acceptable Certificate of Insurance is provided. In addition, catering and events vendors will be removed from the Approved Dining and Events Vendors list until coverage is resumed.

All insurance coverage must be provided by insurance companies authorized to sell insurance in Virginia by the Virginia State Corporation Commission. The University reserves the right to require higher limits from a particular contractor or vendor for a particular project or event due to the overall nature of an event, venue, or anticipated number of event attendees. Unless approved in advance by the Office of Safety and Risk Management, we require the following minimum insurance limits:

Commercial General Liability
  • Limits of not less than two million dollars ($2,000,000) combined single limit (CSL) for bodily injury and property damage unless an Umbrella Excess Liability Policy is in place where the sum of the Commercial General Liability Policy and the Umbrella Excess Liability Policy total two million ($2,000,000)
  • Florists - Limits of not less than one million dollars ($1,000,0000 combined single limit (CSL) for bodily injury and property damage unless an Umbrella Excess Liability Policy is in place where the sum of the Commercial General Liability Policy and the Umbrella Excell Liability Policy total one million dollars ($1,000,000)
Umbrella Excess Liability
  • Limits set at an amount that will make the sum of the Commercial General Liability (CSL) Policy and the Umbrella Excess Liability Policy total two million dollars ($2,000,000)
  • Florists - Limits set at an amount that will make the sum of the Commercial General Liability (CSL) Policy and the Umbrella Excess Liability Policy total one million dollars ($1,000,000)
Comprehensive Automobile Liability
  • Including bodily injury and property damage
  • $1,000,000 combined single limit per occurrence (if applicable to goods or services provided)
Workers Compensation
  • Virginia statutory limits (if applicable to goods or services provided)
Purchasing Terms and Conditions
  • The University of Richmond is a not-for-profit, educational institution. Payment of tax on tangible personal property purchased for University business in the Commonwealth of Virginia is not required.

  • The University of Richmond's federal identification number is 54-0505965.

  • The University of Richmond's Commonwealth of Virginia tax exemption number is SE540505965F12222021.

  • If the University can take a cash discount for early payment, that cash discount will be specified on the order. The University will compute cash discounts either from the date of the delivery of the goods at destination after inspection and acceptance; from the date of the completion of services; or from the date the correct invoice is received, whichever is later, or as may be agreed between the University and the supplier or contractor. The cash discount will be taken if payment is made within the specified timeframe.

  • Substitutions, changes, or deviations on orders may be made only with the prior approval of the ordering individual.

  • By accepting and processing an order, the vendor agrees that the price(s) include(s) shipping FOB destination unless otherwise stated in the order.

  • Delivered equipment, supplies, or materials are subject to inspection and/or test upon receipt. If they are rejected, goods remain the property of the supplier.

  • The supplier must provide a current Material Safety Data Sheet (MSDS) on each delivered product containing any substance defined or described by the United States Federal Hazard Communication standard 1910.1200. MSDSs should be sent to: Safety and Risk Management, Special Programs Building, University of Richmond, Richmond, VA 23173.

  • For payment, invoices must be forwarded to: Accounts Payable, G-13 Maryland Hall, University of Richmond, VA 23173

  • Unless prearranged, payment will be NET 30. Payments will be issued 30 days from the date the goods are received or 30 days from the date a valid original invoice is received in Accounts Payable, whichever is later.

  • To receive payment, a valid University of Richmond Purchase Order number must be shown on all invoices and shipments associated with a Purchase Order or Blanket Purchase Order.

Apply to be a Vendor

Vendors interested in conducting business with the University of Richmond are required to complete the New Vendor Enrollment Form. Please contact our Procurement & Strategic Sourcing Office to request the form by sending an email to procurement@richmond.edu.

The email requesting this form must contain your company's full legal name, federal taxpayer identification number, address, description of goods/services, website (if applicable), the company's contact information (contact person name, phone, email), and the name of the University of Richmond employee with whom you will be conducting business (if applicable). Requests will not be fulfilled without this information. Construction contractors must complete the Additional Form for Contractors.  Upon receipt of this information, the Procurement office will verify the need for the goods and/or services provided within the University.  If a need exists, we will email the New Vendor Enrollment Form to you. If a need does not exist, you will receive an email notification to advise you of this, as well.

Upon approval of the New Vendor Enrollment Form, you will be added to the University’s vendor database and will be eligible to do business with the University. This process is normally completed within five business days of receiving all required documents, if an order is pending. If there is no order pending, the process may take up to 45 business days.

Be advised that your submission of a New Vendor Enrollment Form does not create any obligation on the part of the University of Richmond to engage you as a vendor or to include you on any list of bid recipients.

For questions, to update your information in our database, or to obtain a sales tax and use exemption certificate, contact procurement@richmond.edu.

Vendor Gift Policy

Vendors sometimes seek to express their appreciation for the University's business through gifts. The best way for vendors to show their appreciation, however, is to continue to provide high-quality goods and excellent, reliable services at the best possible prices.