Information for Vendors 

Introduction

The Purchasing Department is responsible for the timely and cost effective procurement of goods and services for the University, consistent with applicable state statues and University policies.

The Purchasing Department is the central authority for the procurement of goods and services to be used by any University department or agency. All purchases must be made in accordance with the University’s Procurement Code, the Purchasing Department’s policy and state law.

 

Basic Guidelines

  • Please call ahead for appointments whenever possible, 601-877-6154. 
  • Make each visit a profitable one. Bring us a new idea, approach, or product. Help us keep up to date. 
  • Please accept only an authorized purchase order from the Purchasing Department. 
  • Please do not accept promises from other Alcorn State University departments that you will be given an order. A purchase order can be obtained only after proper purchasing laws and procedures have been followed. 
  • Please quote realistic dates so we can base our planning on good firm information. 
  • If you are discussing a requirement with one of the Alcorn State University departments, make sure the Purchasing Department is aware of it. We need good communication. 
  • Please conduct your business openly and frankly. As a state institution, all of our business transactions are a matter of public record. 
  • We will expect you to honor all pricing, delivery, and service agreements. 
  • We value you as our supplier. If you have any questions or if we do anything that you do not understand, please call us. 
  • Please do not offer any gifts or gratuities to any Alcorn State University employee.

 

What We Buy

Purchases are made to support academic programs as well as to support activities such as the Physical Plant, Grant Programs, and Central Office. The items include scientific equipment, office furniture, office supplies, chemicals, minor repair, construction materials, construction machinery, and maintenance service. If you are interested in supplying any of these items, then please advise us in writing and provide us with some information on your firm's background and experience.

 

How We Buy

As a public institution, we must follow state purchasing laws and regulations. The Mississippi Constitution places the management and control of Institutions of Higher Learning under the governance of the Board of Trustees. State law establishes guidelines and agencies to supervise the procurement functions. The Office of Purchasing and Travel, which is under the Department of Finance and Administration, was established to coordinate and promote economy in the purchases made by state agencies. The Office of Purchasing and Travel has the authority to prescribe rules and regulations to enter contracts for commodities and to issue regulation on how commodities can be purchased under the contract. State law established a Mississippi Department of Information Technology Services (ITS) to centralize and regulate the procurement of data processing and telecommunication equipment. A brief outline of our regulations is as follows:

  • Laws relative to the Office of Purchasing and Travel and the procurement process in general may be found in Chapter 7 of the Mississippi Code beginning with Section 31-7-1. 
  • Orders on State Contract 
    • If an item is covered by a Competitive Bid State Contract, we must buy from a particular vendor. 
    • If an item is covered by a Negotiated Contract, we can purchase that item from a vendor not on State Contract if the price is lower than State Contract price. 
  • Billing Instructions: 
    • Invoices are processed by Accounts Payable 601-877-6168 & 601-877-4188. The billing information is shown on the purchase order. Alcorn State University attempts to insure prompt processing of vendor invoices. We require an original and two copies of all invoices. 
  • Shipping Instructions:
    Most of our deliveries will be made to 1000 ASU Dr 1169. The "ship to location" will be indicated on our purchase order.

 

How to Contact us

Address:
Alcorn State University
Purchasing Department
1000 ASU Drive #509
Alcorn State, MS 39096-7500

Physical Location:
WWACB 2nd Fl, Rm 218
Phone 601-877-6154 & 601-877-6153
Fax 601-877-6217

Hours:
The Purchasing Department is open from 8 a.m. to 5 p.m., Monday through Thursday and 8 a.m. to 4 p.m., Friday. We are closed for legal holidays.

 

How to register with us

Please send us a cover letter, fax or catalog describing the products or services your company provides along with appropriate contact information and a request to be added to our database. Also, be sure to send a W9 for your company.

 

Invoices

Section 31-7-305. Law of the State of Mississippi requires that supplies be paid within forty-five (45) days of receipt of goods in good condition or receipt of invoice, whichever is later. Disputed invoices may have a longer period if the reasons are documented, but amounts not in dispute must be paid on time. An interest penalty of one and one-half percent (1 1/2%) per month is required to be added on all invoices, which are not paid within the forty five (45) periods. Any penalty for late payments will be charged to the department responsible for delay.

 

Procurement Card

Purchase made using the Procurement Card must be in compliance with the guidelines set forth in the Procurement Card Users Guide.
http://www.dfa.state.ms.us/Purchasing/ProcurementCardServices.html