Purchasing Guide

Sourcing staff members are available to provide assistance to faculty and staff and can represent the University in a formal solicitation for competitive bids. By contacting the sourcing team before you are ready to solicit bids for a desired product or service, you can take advantage of our professional purchasing experience to help realize the best value and quality for the desired product and service.

Purchasing On Your Own

After identifying a need for a product or service, staff within Georgetown University schools and departments must:

  1. Understand and follow University purchasing and contract policies
  2. Initiate purchase requisitions
  3. Obtain appropriate departmental approvals
  4. Follow University procedures for receiving and invoice processing, instructing suppliers to mail invoices to Accounts Payable at: PO-Invoices@Georgetown.edu

No statements of work, proposals or quotes should be signed by end-users unless they have been sourced directly through a master agreement.

  • Each potential bidder must receive the same information and business requirements. Be as specific as possible with requirements. Include manufacturer name and part number if available, a complete description of the desired product(s) and/or services, the delivery location and required-by date.
  • Obtain at least three quotations from competent sources of supply.
  • Provide a contact name, phone number and e-mail address for suppliers that may have questions regarding the request or requirements.
  • Clearly define bid submission instructions and submittal day and time.

Purchasing with the Strategic Sourcing Department

  1. Proactively works with campus staff to assure the effective management and delivery of quality procurement services
  2. Designs, and implements, strategic sourcing strategy on effective procurement processes
  3. Maintains suitable sources of supply by facilitating supplier outreach for campus requirements and ensuring equal opportunity in University business contracting
  4. Establishes competition wherever practicable including assisting in the development of procurement specifications, soliciting and processing requests for quotations, conducting negotiations for price, terms and conditions, and where necessary, conferring with counsel for advice and resolution of matters
  5. Establishes annual price agreements and contracts in accordance with sound procurement practices. Such contracts and agreements include participation in specialty contracts and consortium agreements