New Suppliers

New Suppliers

All new suppliers (vendors) will be required to complete a New Supplier Account Set Up Form in order for Purchase Orders to be issued and services to commence. To begin this process, upload the supplier's W9 or W8 (depending on international status) via the Workday Create Supplier Request process and provide a justification for their addition. Procurement will work with the vendor on the Set Up Form after the W9 information has been received and reviewed. Suppliers may be asked to update their information on occasion utilizing this process.  In some cases, a Certificate of Insurance may be required as well.  Once reviewed, the Procurement Office will then approve the vendor for procurement activities.

Supplier Selection

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

Many important factors will be taken into consideration when selecting a supplier 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 supplier 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 supplier.