Requirements

Every supplier is accountable to meet the requirements and past satisfactory performance may not be a guarantee of acceptability in the future.

Suppliers who do not comply with the requirements may find limited future business with MSU, and may also experience late payment or non-payment. Three conditions in particular must be noted:

  • Order fulfillment requires a corresponding purchase order (PO) or MSU Procurement Card.
  • Prior written approval of Purchasing is required for any changes in the delivered product or service.
  • Invoice requirements must be satisfied to receive payment.

Supplier Eligibility
All prospective suppliers are eligible to solicit business from MSU. Purchasing selects the suppliers who meet the requirements of each request for quotation /proposal. All else being equal, MSU gives preference to local suppliers in its campus communities. 

View public bid opportunities.

Requirements
Purchases made by MSU require a purchase order (PO) or for small purchases, an MSU Procurement Card (Pcard). It is the supplier’s responsibility to obtain a valid PO. 

Only Purchasing may authorize a supplier to provide goods or services via issuance of a PO; verbal authorization from departmental representatives without signature authority will not be recognized and may put the supplier at risk.

Changes to POs
Any change in the product or service provided by a supplier from that specified in the PO must be approved in writing by MSU Purchasing via a PO amendment (POA) before the supplier provides the goods or services. Changes include but are not limited to description, quantity, price, or terms which differ from the original PO.

Payment Terms
Terms referenced in the PO are based on date of receipt by Accounts Payable, by default. If deeper discounts are available, more expedient payment can usually be arranged.

Invoice Requirements
The invoice must reference only one (1) PO and must contain:

  • A valid MSU PO number. This is to include all prefixes and the release number when applicable.
  • The current name and "remit to" address of the supplier.
  • Distinguishable, separately invoiced items, each with a description, price, and language matching the language and sequence of the PO.
  • The freight bill number or tracking number.
  • How to submit an invoice
  • Suppliers may submit invoices via email to MSUPAY@msu.edu.

Request for Proposal (RFP)
An RFP requests proposals from suppliers when complex purchases are being considered. Proposals are considered on a best total value basis. 

Request for Quotation (RFQ)
An RFQ requests a quotation from suppliers for firmly specified products or services. Quotations are considered strictly on a cost basis as long as minimum requirements are met.

Request for Information (RFI) 
An RFI requests written information about the capability and capacity of a supplier to provide a specific product or service or to obtain information about new technology. An RFI may be followed up with an RFQ or an RFP.

Sending Bulk Mail
Prior to submitting MSU bulk mail to the United States Postal Service (USPS), suppliers must obtain approval from Mail Services. Bulk mail instructions for suppliers

Sending Goods to Campus
All purchase orders provide delivery instructions to the supplier. The University’s standard shipping instructions require the supplier to ship items to University Services Central Receiving. Exceptions may apply to expedited shipments and off-campus locations.

Routing Requirements
Non-compliance with the following shipping instructions and those on the PO resulting in a cost increase, may cause the cost differential to be deducted from the supplier invoice. Payment to you may be delayed.

Small Parcel
United Parcel Service (UPS), FedEx Ground, and FedEx Express should be used for all parcel shipments to MSU. Parcel shipments are considered FOB Destination, bill recipient. The supplier is responsible for all carrier claims.

Use of Preferred LTL (Less-Than-Truckload) Carriers

  • Prepaid Shipments
    Suppliers are required to ship "Freight Collect" using MSU's preferred LTL (less than truckload) carrier, XPO Logistics, whenever possible.
  • Collect Shipments
    Shipments sent via LTL are to use MSU's preferred LTL carrier, XPO Logistics, "Freight Collect."
  • Expedited and Special Handling Services
    Express Shipments
    All parcel orders requiring expedited services are to ship via FedEx Express or UPS Next-Day/2nd-Day Air, "Bill Recipient."

Packaging Requirements
It is the responsibility of the supplier to ensure that proper packaging is used and that the contents of the package are adequately and securely packed, wrapped, and cushioned for transportation.

  • All packages must display the MSU PO Number on the shipping label or the package itself. LTL shipments require the PO to be submitted on the carrier bill of lading.
  • Pallets must be free of broken boards and the items on the pallet should remain within the pallet edges.
  • The weight of each carton shipped parcel carrier must not exceed 150 pounds.
  • Use a strong container with all parts intact.
  • Use box sealing tape designed for shipping.
  • Remove all old stickers, hazardous material labels, and other shipment markings.
  • Wrap items separately, using adequate cushioning material; protect items on top, bottom, and sidewalls of carton.
  • Use environmentally-friendly cushioning materials when possible.
  • Use a single address label that has a clear, complete return and delivery address.

Controlled Substances
Suppliers may only take orders for controlled substances by MSU purchase order. If a supplier receives a controlled substance order from anyone at MSU, they are to contact Purchasing immediately as special chain-of-custody processes apply. 

Hazardous Materials Packaging Requirement
It is the responsibility of the supplier to ensure compliance with the Code of Federal Regulations 49 (CFR 49) and packaging requirements governing hazardous materials. This includes proper identification, labeling, marking, packaging, and emergency response information.

International Procurement Requirements
All international suppliers are required to submit a pro-forma invoice for review and validation. The pro-forma invoice must provide the following information:

  • The name and address of the foreign shipper and/or manufacturer.
  • The name and address of the importer of record and consignee.
  • A full and accurate description of the imported merchandise; including the Harmonized Tariff number.
  • Quantity of the merchandise being imported with net weights and measures included.
  • The unit price of the imported commodity.
  • INCO Terms 2000 - DDU or DDP must appear on the commercial shipping invoice.
  • Invoice date.
  • Invoice number and PO.
  • A detailed breakdown of any and all prepaid freight and insurance charges associated with the transaction of sale.
  • All discounts offered and or taken.
  • Any selling commissions must be detailed on the invoice.
  • Invoice must be in English.
  • A complete invoice value.
  • Country of origin of the imported merchandise.
  • A name of a "responsible person" as the preparation party of the invoice.
  • A statement of commodity use.
  • Confirmation of inbound gate and broker information detail.
  • Type of packaging (International Wood Packing Materials Regulations may apply).