Sourcing FAQs

Please see below for common frequently asked questions.

  • Sourcing Department is to support schools and departments in the acquisition of products and services for Georgetown University. GU employees should involve sourcing as early as possible when considering such purchases 
  • Contracts Department serves as a resource in connection with multiple phases of contracts for purchased goods and services, contract drafting, review, and contract management.

  • Procurement Services is comprised of the Strategic Sourcing, Contracts, and Accounts Payable teams.  Procurement services personnel work collaboratively with colleagues across the university to source, contract, and pay for goods and services that are furnished by external providers (“suppliers”). 

  • The process of selecting suppliers and partnerships begins with research and data in the supplier’s respective industry. Once we have identified suppliers that fit into the statement of work or purpose of our procurement strategy, we then select the best quality, competitively priced, and/or diverse service provider we can. The negotiation process for suppliers is to ensure we meet the needs of the community and give back to the university. These incentives come in the form of rebates, discounts, internships, sponsorships, and scholarships for your school.

  • Sourcing department uses Georgetown’s leverage as a university to gather, discounts, rebates, scholarships, athletic sponsorships, internships, and any other benefit that may be used for students and faculty

  • We are committed to providing quality supplier management solutions and review supplier performance on a bi-annual basis by developing a formal supplier performance review involving stakeholder grievances and monitoring any service level agreements negotiated with the supplier.

  • Master Service agreements are those entered into between Georgetown and a supplier that set out standard terms that control future transactions entered into between the parties.  Each time that a transaction is entered into, the terms of the master service agreement do not need to be re-negotiated. Please note that master agreements are facilitated by GS&PS, and can only be created, extended, re-negotiated, or otherwise amended by a member of the GS&PS team.

  • If you are interested in engaging one of the selected caterers to provide services under the master service agreement, you can reach out to the supplier directly to solicit a proposal or quote for your event. Once the proposal is received:
    • 1.       Create a GMS Requisition to request funding approval
    • 2.       Attach as supporting documentation the scope of work, proposal, and/or quote from the supplier, including the dates of service
    • 3.       Route requisition for approval
    • 4.       Once approved, source requisition and issue a purchase order
      • a.       When the department is ready to source the PO, The department may sign the banquet event order, quote, or proposal.
      • b.      (These terms have already been duplicated in each master agreement so you are not committing the university to any additional liabilities.)
    • 5.       Reference the GMS master contract number on the purchase order in the “supplier contract” field

6.       Attach the scope of work, proposal, and/or quote from the supplier to the purchase order and send it to the supplier.