Points to Assist Vendors

1. Vendors should complete a Vendor Fact Sheet in order to do business with SHA.

2. Vendors should allow sufficient time for mailing bids or proposals. Faxed proposals/bids are not accepted for formal solicitations. Hand delivery by the vendor or messenger is the preferred method. Vendors should not deliver the bid or proposal at the last minute and risk losing a contract.

3. SHA may cancel or withdraw a solicitation in whole or in part and reject any and all bids or proposals at any time prior to an award.

4. Samples of items, when called for in a solicitation, must be furnished at no expense to SHA. Samples not destroyed in testing will be returned to the bidder or offeror at their expense if requested within 30 days following opening of bids.

5. SHA reserves the right to determine the low bidder, either on the basis of the individual items, a group of items, or all items, and to make an award, either in whole or in part, unless otherwise provided in the solicitation.

6. SHA advertises its formal solicitations in the Daily Journal of Commerce.

7. Vendors may also check the local plan centers for information on current purchasing activities.

8. Vendors shall not accept orders without an authorized purchase order/contract number from Purchasing. To do otherwise is at their own risk.

9. Vendors must indicate purchase order or contract number on all invoices, correspondence, and any related documents regarding a contract or purchase order.

10. Vendors must address all shipments according to the "Delivery Instructions" on the purchase order.

11. Vendors may ship partial orders and submit partial invoices, unless the purchase order or contract directs otherwise.

12. Vendors must address all invoices according to the "Bill To" instructions on the purchase order/contract. An incorrect billing address may cause a delay in payment.

13. Vendors are requested to keep the Purchasing Division informed of technological advances, and improvements in services and supplies with current catalogs and price lists.

14. Vendors must deal directly with the Buyer or Contract Administrator who purchases the commodity sold or the services provided by their company.

15. SHA generally pays for goods and services received within 30 days of the receipt of an invoice, or pursuant to the terms of the specific purchase order or contract.

16. Vendors shall not offer any gift or gratuity to any SHA employee.