Vendor Engagement and Contract Review Process.

The Boston University School of Public Health is dedicated to maximizing strategic use of operating budgets through careful consideration and planning when engaging vendors (as well as contractors, consultants, and other non-employees) in purchasing their products and services. A “vendor” is defined as a person or business entity that engages in the sale or procurement of goods and/or services. A vendor is NOT a BU employee.

To that end, streamlining engagement and utilization of vendors to identify savings opportunities is a best practice at BUSPH. In exercising good stewardship of our financial resources, all departmental directors of administration or unit leads/managers work regularly with SPH Central Administration toward review and approval of all contracts (excluding Sponsored Programs agreements) with both new and existing vendors. Please do NOT engage in charging P-cards when attempting to hire a vendor, unless you have already discussed with your department’s director of administration and/or Associate Dean for Administration and received express approval in writing.

Following submission of a proposed contractual agreement, all departmental directors of administration or unit leads/managers should submit all contract proposals equal to or exceeding $10,000 via email to the BUSPH Associate Dean for Administration and Finance with a cc to the Department Chair/Unit Head and Director of Finance. Upon careful analysis and reconciliation of records of vendors previously engaged, as well as any other applicable non-employees (e.g. contractors, consultants, etc.), the BUSPH Finance and Administration will work collaboratively with the department initiating the request to identify additional cost efficiencies in a manner that achieves the best overall value for the Department and the School. Subsequently, Procurement and OGC personnel will be engaged in accordance with Sourcing and Procurement policies. Any questions regarding this process may be directed to the Associate Dean for Administration and Finance or the Director of Finance at BUSPH. The contract review process is delineated below.