New Vendors

New Vendors

All new vendors will be required to complete a New Vendor Account Set Up Form in order for Purchase Orders to be issued and services to commence. To begin this process, upload the vendor's W9 using this link and complete the required fields. Procurement will work with the vendor on the Set Up Form after the W9 information has been received and reviewed and will notify the department once the vendor is approved.

Vendor Selection

Procurement and buying departments are responsible for the college’s vendor selection and qualification based on the vendors’ ability to provide the required goods and services in a timely, cost-effective, and responsible manner.  The vendors that can provide the best overall value for the college will be selected.

Many important factors will be taken into consideration when selecting a vendor including, but not limited to, the following:

• Quality of product or service
• Competitive pricing
• Terms and conditions
• Reputation
• Financial stability
• Ethical practices
• Convictions/violations of the company or any of its officers

Each vendor selected needs to be qualified through a series of standard inquiries as well as the specific requirements of each individual buying department. The standard inquiries are compliance oriented in focus, for example, addressing potential Conflicts of Interest and are part of the new vendor setup process.

Further, the nature of our buying activities often results in the creation of long-term business relationships.  In such a situation, these vendors need to be requalified by submitting the Vendor Qualification Questions Form at least once every five years.  Each buying department is responsible for this process and Procurement will also keep records to support requalification activities.  Requalification helps to ensure the contract is still favorable and there is no conflict of interest.

Hamilton College does not agree to endorse particular vendors and departments should not agree in contract or via other means to endorse a vendor.