Business Services Policies

BS08 Information Inquiries

Policy Status: 


Policy Steward: 

Associate Vice President for Auxiliary & Business Services


  • Purpose
  • Vendor Relations and Vendor Contacts
  • Demonstration or Sample Equipment
  • Further Information

    To state approved practices in securing information, and in relations with vendors.


    It is imperative that good relationships be established between the University and its vendors. It is not suggested that all direct contact with vendors by departmental personnel be eliminated; however, the Department of Purchasing Services is responsible for obtaining firm and final prices in the form of quotations and other bidding procedures. These prices are considered confidential and are not to be released to vendors or other personnel except through the Department of Purchasing Services.

    The Department of Purchasing Services should be informed when departments are seriously contemplating the purchase of materials or services so that the necessary steps can be taken to expedite information, quotations, and the purchase and receipt of all materials requested.

    Sample or test equipment and materials are not to be delivered to the University without approval of the Department of Purchasing Services. The University assumes no responsibility for loss or damage of such equipment unless approved by the Department of Purchasing Services.


    University employees wishing to see samples or have equipment demonstrated are to contact the Department of Purchasing Services for procedures to be followed.


    For questions, additional detail, or to request changes to this policy, please contact the Office of the Associate Vice President, Auxiliary & Business Services.

    Effective Date: March 6, 1998 

    Date Approved: February 25, 1998 

    Date Published: March 11, 1998 (Editorial changes- October 25, 2013)

    Most Recent Changes:

    • October 25, 2013 - Editorial changes. Addition of policy steward information, in the event that there are questions or requests for changes to the policy.

    Revision History (and effective dates)

    • June 19, 2006 - Revision History added.
    • March 6, 1998 - Renumbered and relocated Policy BS08 from PC03.
    • January 8, 1993 - Retyped without change from March, 1982 and February, 1978