Purchasing Division

Central Purchasing
Contact Information

322 Peterson Service Bldg.
411 S Limestone
Lexington, KY 40506-0005

Phone: 859 257-9100
Fax: 859-257-1951

FAQs for Vendors

Vendor Questions -- General

The University does not have a formal "vendor policy" for the academic campus. General information for vendors can be found on the Purchasing website at: http://www.uky.edu/Purchasing/vendinfo.html. For Hospital areas refer to the following site for information: https://www.hosp.uky.edu/purchasing/default.asp.

The University primarily purchases from vendors holding price contracts which result from competitive bid and proposal processes. Every solicitation issued by the University is publicly posted on the Purchasing website at: http://www.uky.edu/Purchasing/bidlist.htm and any entity can submit responses.

A complete listing of commodities purchased by the University with buyer assignments can be found on the Purchasing website at: http://www.uky.edu/Purchasing/docs/commoditylist.pdf.

Contact information (phone and email) for the respective Purchasing buyer can be found in the upper right-hand corner of the purchase order.

Plans for University construction projects are available from Lynn Imaging, 328 Old Vine Street, Lexington Kentucky 40507, Phone (859) 255-1021, FAX (859) 252-4178 or from the UK Planroom at http://www.ukplanroom.com.

Bid or proposal submissions must be submitted via sealed envelope to Room 322 Peterson Service Building, 411 S. Limestone, Lexington, Kentucky 40506-0005 by the due date and time. The solicitation number and due date must be written on the exterior of the envelope or package.

The University occasionally requests demonstration equipment or other items which a vendor has offered at no cost. To facilitate and track the transaction, Purchasing will issue a "no charge purchase order". The document will contain the terms and conditions unique to the transaction and indicate there is no cost involved.

Tax exempt forms can be found on the Purchasing website at: http://www.uky.edu/Purchasing/taxexemptinfo.htm.

Bid and Proposal Opportunities

All solicitations issued by the University are publicly posted on the Purchasing website at http://www.uky.edu/Purchasing/bidlist.htm. Any interested party can visit the website at their choosing to review solicitations available for response. The University does not maintain a formal "bidders" list.

Some solicitations may include a pre-bid or pre-proposal conference. This event is more common for construction projects, renovations and solicitations involving infrastructure. If a pre-bid or pro-proposal conference is involved, the information and requirements will be clearly stated in the solicitation including date/time and place of the event.

Award information for solicitations is posted on the Purchasing website at http://www.uky.edu/Purchasing/status.htm after the solicitation is closed.

Open records requests must be placed through UK Office of Legal Counsel. Requests can be made through email at ukopenrecords@email.uky.edu. The request should clearly state the document(s) being requested (e.g., bid tabulation sheet) and point of reference (e.g., bid number). Parties must include their return contact information including postal address, fax, email, etc.

Vendor Preference or Application

Purchasing gets an electronic version of credentials and posts them to an intranet site so everyone can have access when needed.

Vendor Questions -- Hospital

Purchasing gets an electronic version of credentials and posts them to an intranet site so everyone can have access when needed.

Only via physician request. The hospital has an internal process that is initiated by the physicians.

Vendors can only bring products into the hospital that have been ordered on a valid purchase order or have been approved and have been assigned a "no charge" PO. (No-charge PO's are used for tracking purposes. ALL items that come into hospital facilities must have the ability to be tracked.)

Any freestanding equipment with a cost greater than $2000 is considered capital equipment and must be approved by the capital committee which meets quarterly. The hospital department requesting the equipment must submit a capital equipment request at: http://mcweb3/capital/.

The following link provides parking information for hospital vendors: https://www.hosp.uky.edu/purchasing/Packet/VendorParking.pdf.

Please refer to following page for detailed information on registration policies: https://www.hosp.uky.edu/purchasing/default.asp.

The end user at the hospital must initiate and approve any new trial and must submit the trial through the appropriate channels for approval.

Vendor -- Minority and Women-Owned Businesses

The best way to get involved with UK purchasing opportunities is to research current university contracts found at: http://www.uky.edu/Purchasing/pctsbycommodity092800.htm. Commodities and services out for bid can be found at: http://www.uky.edu/Purchasing/bidlist.htm. We recommend checking the site daily, as the listings change frequently. For more information contact Denise Finn, Associate Director, 257-5474.

No. The University of Kentucky does not give bid preference to minority or women-owned businesses.

Vendor Visits

For academic campus vendors must have an appointment or prior approval from the department which they plan to visit.

For Hospital areas vendors must sign-in with our online system at https://www.hosp.uky.edu/purchasing/default.asp PRIOR to any visit. The website contains additional information regarding vendor policy and expectations of sales representative. For questions, contact Paul Reister at: preis0@uky.edu.

Campus-wide parking information for vendors can be found on the Parking and Transportation website at: http://www.uky.edu/pts/parking-permits_vendor-permits.

For academic campus vendors should inquire with the particular department they plan to visit whether food may be served with a planned meeting.

In keeping with Corporate Compliance Policy, food cannot usually be served at meetings within the hospital. More information can be found at: http://ukhealthcare.uky.edu/forstaff/compliance/comply_about.htm.

Can I just go and meet departments on campus and the hospital and write them quotes?

Purchases for academic campus departments are primarily based on contracts setup from competitive processes. Only vendors having signed price contract document(s) should be meeting departments and writing quotes based on the area's needs. Hospital vendor policy is more restrictive - see above section entitled "Vendor Questions -- Hospital" or visit https://www.hosp.uky.edu/purchasing/default.asp for more information.

Appointments are required for vendor meetings. Contact information for each Purchasing staff person can be found at: http://www.uky.edu/Purchasing/purchemail.htm. Vendors can also call the Purchasing main line at (859) 257-9100. Further information for hospital vendors can be found above.

Location information for the Service Building can be found at: http://ukcc.uky.edu/cgi-bin/mapper?maps.391+campus.

Invoicing and Payment Issues

Invoice postings and check payments for the academic campus are handled by UK Account Payable whom you may contact at (859) 257-6247. Invoices and payments for HealthCare areas are handled by Hospital Accounting, phone (859) 323-6348.