Purchasing Guidelines

When making purchases as a representative of the University, you agree to adhere to the National Association of Educational Procurement (NAEP) Code of Ethics.

The Purchase Order is a legal binding contract between Kettering University and the vendor, and is required regardless of whether a contract is signed with the vendor. Any changes to purchase orders must be in memo form with the original authorized signatures.

To request a Purchase Order, submit a completed Funds or Materials Request (KU-4) to the Purchasing department. Guidelines for completing the form are provided within the Business Office site.

All purchases and / or services over fifteen thousand dollars ($15,000) require three bids, regardless of whether for one item or several smaller items to the same vendor with a total exceeding $15,000. All purchases related to federal grant programs require three bids when the amount is $5,000 or greater. The university has elected to utilize the grace period outlined in the OMB Uniform Guidance 2 CFR 200. Please read the OMB Procurement Standards for additional details. Purchasing will assist in securing the bids if requested. Purchasing reserves the right to secure additional bids/quotes on all orders or select an alternative vendor.

Exceptions to the bid process include procuring advertising services, using our preferred IT vendor (Micro Wise Inc) purchasing specialty items (items that are unique and unable to be easily obtained from another vendor). If you are requesting a “specialty item,” please note this on the Funds or Materials Request and no additional bids are required. Other exceptions must be approved by the Vice President for Administration & Finance. 

Insurance (as noted within the Purchase Order Terms and Conditions)

All vendors providing services must have the proper insurance coverage. If the services are being provided on campus, individuals must carry Professional Liability Insurance and companies must carry Professional Liability & Workers' Compensation Insurance. Insurance certificates are required by Kettering from the vendor prior to any activity taking place.

Seller agrees to indemnify and protect Buyer against all liability, claims or demands for injuries and damages to any person or property arising out of the performance of this order by Seller, its servants, employees, agents, or representatives. Seller further agrees to furnish insurance certificate evidencing that Seller has insurance coverage in amounts not less than the following:
a. WORKERS’ COMPENSATION – Statutory Limits for state or states in which work is to be performed. Employer’s Liability $100,000/$500,000/$1,000,000.
b. COMPREHENSIVE GENERAL LIABILITY – Including products and completed operations, contractual and personal injury subject to $1,000,000 Combined Single Limit.
c. STATUTORY AUTOMOBILE LIABILITY – Owned, Non-Owned and Hired subject to Combined Single Limit $1,000,000.
Said certificate must set forth the amount of coverage, policy number and expiration date with insurance companies acceptable to Buyer. Such policies should have 30 days notice of cancellation. The purchase of such insurance coverage or the furnishing of the aforesaid certificate shall not satisfy the requirements of Seller’s liability hereunder or in any way modify Sellers indemnification of buyer.

Contact Kathleen Remender in the Purchasing department, located at 5-600 CC, ext. 9815 with any questions.