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Embry-Riddle Aeronautical University Vendor Guide

This information will acquaint you with the purchasing policies of Embry-Riddle Aeronautical University. Whether you are a regular or a new supplier, we feel that a better understanding of how we do business will benefit us both.

Embry-Riddle Aeronautical University (ERAU) was established on December 17, 1925, and organized as a corporation in the state of Florida on January 17, 1960. ERAU is a private, not-for-profit educational institution and is exempt from federal and state taxes. 

Our tax exempt numbers appear in the lower left-hand corner of all our purchase orders under the heading of INSTRUCTIONS. Individual state tax information is available online. Note: ERAU is not tax exempt in the state of Arizona.

As a matter of University policy, authority to commit University funds for materials and services is vested in Procurement Services. It is the responsibility of Procurement Services to conduct all negotiations affecting purchase price, terms and delivery of materials and services.

Under no circumstances are vendors to supply materials or services without authorization from Procurement Services. The University does not assume responsibility for any charges for materials or services ordered by unauthorized individuals. Any order placed by an individual without proper authorization will be considered a personal transaction between the vendor and the individual.

As general policy, competitive quotations are required for most purchases. It is the responsibility of Procurement Services to originate, control, and analyze vendor bids and quotations. All quotations or proposals must be submitted to Purchasing. The actual bid award is made by Procurement Services and pricing information solicited from vendors is considered to be confidential.

It is the policy of Embry-Riddle Aeronautical University that all personnel decline any gifts, gratuities or entertainment from vendors doing business or attempting to do business with the University.

ERAU does not provide any Personal Guarantees – this organization is not organized for the pecuniary profit of its directors, officers, or members; it not may issue stock, declare dividends, or distribute the same, and no part of its net income shall incur to the benefit of any director, officer or members. No Personal Guarantee is applicable.

It is the responsibility of Procurement Services to select sources of supply. Potential vendors are selected for their ability to serve the needs of the University in an economical and efficient manner on a continuing basis. Past performance of vendors, as well as competitive prices, quality, and timely delivery are important factors in vendor selection.

Procurement Services is committed to recruiting new vendors, including minority vendors. Whenever possible, more than one source will be sought and considered. Alternate or multiple sources of supply are maintained as a means of ensuring quality, service, minimum costs, and a favorable, competitive environment for the procurement of goods and services.

Delivery of samples or equipment for trial or demonstration must be authorized by Procurement Services.

Please download and read our general conditions regarding a request for a quote or bid.

 

The ERAU Procurement Department looks forward to establishing a successful relationship with our vendors. Once a Bid or Purchase Order has been completed please provide the following documents so that your record can be set up completely and accurately:

  1. Current Form W-9 or W-8 is required for IRS compliance. The name on the W-9 or W-8 form must match the firm name shown on the purchase orders issued.
  2. Vendor Setup Information form for remittance
  3. Certificate of Insurance as described: ERAU Insurance Requirement-Vendors with Professional Liability (i.e., Accountants, Architects, Auditors, Brokers, Computer Programmers, Consultants, Engineers, Environmental Consultants, Lawyers, Medical Professionals, etc.) ERAU Insurance Requirements-Vendors with Environmental Liability (i.e., hazardous substance/waste removal, environmental contamination remediation, etc.)
  4. Consulting Agreement for vendors providing consulting services

Send completed information to uasupmnt@erau.edu or mail to ERAU Accounts Payable, 600 S. Clyde Morris Blvd., Daytona Beach, FL 32114-3900

Vendors should insist on receiving a purchase order number for any order of equipment, supplies, or services (rental or maintenance contract) placed with you.

For prompt payment, invoices must reference the purchase order number and should be sent to:

Embry-Riddle Aeronautical University
Attn: Daytona Beach Accounts Payable Department
600 S. Clyde Morris Blvd.
Daytona Beach, FL 32114-3900
dbapsppt@erau.edu

or

Attn: Prescott Accounts Payable Department
3700 Willow Creek Road
Prescott, AZ 86301-3721
prap@erau.edu

Click here for more information on invoices and purchase orders. 

We will:

  1. Give first consideration to the objectives and policies of this institution.
  2. Strive to obtain the maximum value for each dollar of expenditure.
  3. Decline personal gifts or gratuities.
  4. Grant all competitive suppliers equal consideration insofar as state or federal statute and institutional policy permit.
  5. Conduct business with potential and current suppliers in an atmosphere of good faith, devoid of intentional misrepresentation.
  6. Demand honesty in sales representation whether offered through the medium of a verbal or written statement, an advertisement, or a sample of the product.
  7. Receive consent of originator of proprietary ideas and designs before using them for competitive purchasing purposes.
  8. Make every reasonable effort to negotiate an equitable and mutually agreeable settlement of any controversy with a supplier; and/or be willing to submit any major controversies to arbitration or other third-party review, insofar as the established policies of my institution permit.
  9. Accord a prompt and courteous reception insofar as conditions permit to all who call on legitimate business missions.
  10. Cooperate with trade, industrial and professional associations, and with governmental and private agencies for the purposes of promoting and developing sound business methods.
  11. Foster fair, ethical, and legal trade practices.
  12. Counsel and cooperate with National Association of Educational Procurement (NAEP) members and promote a spirit of unity and a keen interest in professional growth among them. www.naepnet.org 

A vendor wishing to furnish goods or services to the University can register with us and make an appointment to call on University Procurement Services:

The Procurement Department is located on the Daytona Beach Campus
600 S. Clyde Morris Blvd.
Corsair Hall Room 103
Daytona Beach, FL 32114-3900

Corsair Hall is located at the corner of Corsair Drive and Richard Petty Boulevard, less than a mile from the center of campus.

Hours of Operation: Monday to Friday 8:00 a.m. to 5:00 p.m. Eastern Time. Call to schedule a vendor appointment: 386-226-6525

We ask potential vendors to fill out a Vendor Data Sheet (registration). Complete the form and email it to us: dbpohelp@erau.edu or fax: (386) 226-6239.