Supplier User Guide
Introduction
Procurement activities at tϲapp (MBL) are decentralized and the practices described below extend to and include any employee responsible for ordering on behalf of the MBL. Such employees strive to assimilate knowledge and experience, both within and outside of the MBL, on the materials or equipment to be purchased and the sources from which they may be obtained. It is our goal to conduct all activities in the best interest of the ϲappincluding realizing maximum value for every dollar expended, while simultaneously creating and maintaining quality relationships with our suppliers.
Code of Conduct
The ϲappprohibits employees from accepting commissions, rebates, gifts, entertainment or other nonmonetary favors which could influence business decisions. No employee shall be financially interested, or have any beneficial personal interest, directly or indirectly, in any firm furnishing products to the ϲappunless they have made full disclosure to the ϲappof the details of the relationship prior to engaging in any procurement activities.
What You May Expect From Us
To be always honest and ethical with you.
To keep competition fair.
To respond promptly and courteously.
To provide information which may assist you in developing mutually advantageous alternatives.
To request special or rush services only when absolutely essential.
Competitive quotations are sought on items costing $10,000.00 or more. Prices on an item or service are requested from a minimum of three bidders.
What We Expect of Our Suppliers
To deal fairly and honestly with MBL.
To offer suggestions of alternatives which may improve or reduce the cost of goods and services being purchased.
To inform us of changes in economic or market conditions that might affect our purchasing decisions.
To quote your best price on your first quotation and stand on that basis unless there is evidence of error.
To deliver material only under contract or purchase order.
To fulfill the terms and conditions of a contract.
To responsively provide delivery only as specified.
Addition to the Supplier List
A supplier may be added to the list upon completing and submitting aSupplier Application Form, inclusive of a completed(US suppliers) oran appropriate(non-US suppliers complete either an entity Form W-8BEN-E or government entity Form W-8EXP, or flow through entity Form W-8IMY).
Unauthorized Sales or Deliveries
Suppliers are cautioned not to accept orders for goods and services and not to deliver products without a Purchase Order.
Invoice, Packing Slips, and Payments
Invoices must reference the corresponding ϲapppurchase orderor contractnumber. All items on the invoice must match with item numbers shown on the purchase orderor contract. Terms, F.O.B. point, and purchase orderor contractnumber must be referenced on the invoice. If the name of supplier on the invoice will be other than that shown on the face of the purchase orderor contract, both names must be indicated on the invoice. Failure to do this can result in return of invoice to the supplier.
Packing Slips enclosed with goods delivered and Service Confirmations for services delivered must reference the supplier’s name from which ϲappordered from and include the ϲapppurchase orderor contractnumber. Payment may be delayed if ϲappis unable to readily verify and match the packing slip or service confirmation to the supplier’s invoice.
Electronically submit invoices to ap@mbl.edu
Or
Mail invoice(s) and statements to:
Tϲapp
Attention: Accounts Payable
7 ϲappStreet
Woods Hole, MA 02543
Tax Status
The ϲappis exempt from state and federal taxes.
Questions?
Email ap@mbl.edu or call 508.289.7883.