2306 Contract Compliance

Procurement Services is authorized to negotiate and execute procurement agreements with suppliers that provide the University with the least–total–cost and/or best total value for the procurement. Best total value considers several criteria including, but not limited to:  

• Total cost inclusive of pricing, cost to acquire/implement/transition, incentives, etc. 
• Quality of products and services 
• Risk associated with supplier or its goods or services 
• Customer service and support
• Economic inclusion impact 
• Environmental sustainability
• Supplier warranties 

Procurements made by Schools and Centers with federally sponsored funds must be made in accordance with funding source rules, which generally require a least-total-cost determination as well as the preclusion of geographic preference when selecting the supplier. 

Supplier contract pricing and performance are often based on the University’s commitment to an overall anticipated volume of purchases during a contract period. In addition, certain spend has been consolidated to support specific University policies or initiatives.  In order to assure the University community of best total value of products and services, and to fulfill the University’s interest to aggregate certain spend University departments are expected to order certain products or services in specific spend categories as outlined in Policy #2305.  

Supplier contract information, including pricing, is private, proprietary information and therefore confidential.  Contract information may not be used for any purposes other than official University business. Misuse of supplier data will be considered improper handling of institutional data.  

Procurement Services is responsible for publicizing University-wide contract agreements and monitoring compliance.  

Certain product/service categories are governed by University policies or strategies that require administrators to direct purchases in accordance within those policies and guidelines.  Those categories include the following: 

• Catering/Food Services – To help ensure food safety and responsibly mitigate risk, all catering services must be purchased through the University’s list of Approved Caterers. Each of these suppliers is active in the Penn Marketplace and a list can be found on the Procurement Services website. 
• Books, Supplies, Course Packs for University Course Work– All recommended and suggested course books and all other educational supplies and course packs required, recommended or suggested for use by students as part of their University course work, must be purchased through the Penn Bookstore as per the University’s contract with Barnes & Noble College Booksellers. 

• Chartered Transportation Services – To help ensure passenger safety and mitigate risk, all chartered transportation services for group ground travel must be arranged through Penn Transit Services. 
• Laboratory Supplies – The University has established a strategic, preferred relationship with the partnership between EMSCO Scientific and Fisher Scientific (EMSCO/Fisher).  Along with providing excellent direct value to the University, this relationship represents an important local solution.  It also allows Penn and EMSCO/Fisher to partner on initiatives that further promote economic inclusion; positively impact environmental sustainability; and further enhance service offerings to the University.  Procurement Services has therefore established EMSCO/Fisher as the primary preferred lab supplies supplier in the Penn Marketplace. 
• Office Supplies – In collaboration with a Philadelphia-area collegiate cooperative, the University has established a strategic, preferred relationship with the partnership between Telrose Corp and Office Depot (Telrose/Office Depot).  Along with providing excellent direct value to the University, this relationship represents an important local solution.  It also allows Penn and Telrose/Office Depot to partner on community initiatives and efforts to positively impact environmental sustainability.  Procurement Services has therefore established Telrose/Office Depot as the primary preferred office supplies supplier in the Penn Marketplace. 
• Penn-Branded Promotional Items – To ensure compliance with the University’s Code of Conduct for Penn Licensed Product Manufacturers, as well as Penn’s trademark and branding guidelines ,  promotional items that feature Penn’s trademarks must be purchased through Penn’s list of licensed and approved promotional goods suppliers. Each of these suppliers is active in the Penn Marketplace and a list can be found on the Procurement Services website. 
• Stationery –To help ensure brand compliance, Penn-branded stationery must be purchased through Penn’s list of approved stationery suppliers. Each of these suppliers is active in the Penn Marketplace and a list can be found on the Procurement Services website. 

• Temporary Staffing Services – The University has established a strategic, preferred relationship with AppleOne.  Along with providing excellent direct value to the University, this relationship allows Penn and AppleOne to partner on initiatives that foster a diverse and inclusive workforce, while also enabling the University to best report workforce statistics and manage its staffing accordingly.  All administrative temporary staffing procurement should be made through AppleOne.