Vendor Information

• Doing Business with A-State
• Vendor Forms
• Vendor Registration Form
• Print Managed Services - Konica Minolta
• Software Purchases

Doing Business with A-State

Thank you for your interest in selling to Arkansas State University.

Arkansas State University (A-State) welcomes all vendors interested in doing business with the University. As Procurement Services, our goal is to maintain an open, fair, and competitive atmosphere and foster successful relationships with all University vendors.

To become an approved vendor, please complete the Vendor Forms and email them to procurement@astate.edu.

Vendors who wish to do business with Arkansas State University (A-State) should familiarize themselves with the following:

• The Procurement Official is the sole purchasing authority of the University. Purchases not authorized by this authority are not legal obligations of the University.
  
  
• The University has a centralized procurement office that authorizes the purchase of goods and services necessary for the efficient maintenance and operation of the campus.

• Vendors must have a taxpayer ID number (Federal Tax Identification Number or Social Security Number) and supply a completed W-9 form. The name and number must match the name that is on file with the IRS.  This is a one-time requirement, but we will request updated forms as needed.
  
  
• Vendors should never begin services or deliver goods without an official, signed A-State purchase order. In lieu of a PO, you may use a State of Arkansas-issued Visa purchasing card.
  
  
• All purchases, rentals, leases, lease/purchases, and contract services for A-State, regardless of the source of funds, are subject to Arkansas laws, regulations, and procedures. 

• A-State is not exempt from paying sales tax except on transactions specifically exempt by law. When applicable, itemize state sales tax on the vendor’s invoice. If an out-of-state vendor is not set up to collect Arkansas sales tax, ASU will accrue and pay that amount directly to the Dept. of Finance & Administration as compensating use tax.
  
  
• A-State's registered trademarks, as well as other names, seals, logos, school colors and other symbols that are representative of the university may be used solely with permission of Arkansas State University. Items offered for sale to the public bearing the university trademarks must be licensed.

Purchasing Thresholds 

Most goods and services totaling $20,000.01 or more require a bid process.

• Competitive bidding ($20,000.01-$75,000).
• Competitive sealed bidding ($75,000.01+).
• Purchases may not be split to avoid bid limits!
• All sealed bids are advertised on the A-State's Procurement Services website. 
• Resulting agreements may not be extended beyond seven (7) years.

 Vendors awarded contracts of $25,000 or greater will be required to supply the following:

• Disclosure Form
• Combined Certification Form
• Equal Employment Opportunity Policy Form
• Vendor Forms

• Prior to the commencement of any capital improvement or construction work, or labor-related service for the university, evidence of appropriate insurance coverage must be submitted by the contractor to Procurement Services.
• Many construction bids require a bid bond. Performance bonds may also be required.
• Arkansas Legislative Review

Reminder:

• All contracts are reviewed based on the total amount spent over the life of the contract. This will determine how it is to be procured, not just the first year of spending.

Payments to Vendors:

• Email invoices directly to Accounts Payable at accountspayable@astate.edu to ensure timely processing. Invoices sent to an individual or department, or included with packaged goods, are not guaranteed to be received and processed. Invoices must reference the purchase order in order for payment to be approved.
  
  
• Payments cannot be processed against monthly statements.  Accounts Payable must have an invoice.

Miscellaneous:

• Vendors should never send or offer gifts, gratuities, favors, freebies, or promotional items of any kind to buyers, purchasing agents, or agency personnel.
  
  
• A-State is a tobacco-free campus. The use of tobacco products is prohibited anywhere on the campus.

Additional Information

• Being an approved vendor does not ensure any subsequent contract award.
• All solicitations for Competitive Sealed Bids/Requests for Proposals are posted to this website.

Vendor Forms

Vendor Forms

Disclosure Forms

W8-BEN-E (for international companies) 

W9BEN - (for international individuals) 

Vendor Registration Form

To become an approved vendor, please complete the Vendor Registration Form at this link. 

Print Managed Services - Konica Minolta

Konica Minolta Benefits
A-State is utilizing the One-Rate program from Konica as the contract for our Multi-Function
Printer Fleet. This rate includes unlimited black/white and color copies, toner, staples, parts and
labor. Departments will be charged the same rate each month, so there will be no overages or
usage charges billed to the department.

Your department will not be charged for color prints, but be considerate of the usage. The
current billing is based on the past history of usage. Future lease costs will be based on usage
going forward.

Placing Service Calls
You have two methods for placing a service call:
1. Call 1-800-456-5664 and select 1. You will need to provide the eight-digit ID number
from your copier to reference.

2. Email gcs@kmbs.konicaminolta.us  You will need to provide the eight-digit ID number
from your copier and let them know what is wrong with the device.
After the call is placed, an Engineer from Konica Minolta will contact you with an ETA.
If you are having an issue placing your call, you can email copier_support@astate.edu.

Supplies
Copier and Printer Supplies (toner, staples, etc.) are stored in Central Receiving in the
Facilities Management building. The department must pick up their supplies when needed in
Central Receiving. Supplies will not be brought to the department. When you pick up your
supplies, please have your model number available so you get the correct supplies.
Recycling your old Supplies

Please do not throw away your old Konica Minolta or HP toner bottles or cartridges. When you
pick up new Konica Minolta supplies, leave your old supplies in Central Receiving. We will
collect all old toner cartridges and recycle them.

Billing
The copier charges will be posted to the Communication Services monthly statement.
Request a Konica Minolta Copier
To request a copier for your department, please contact Taylor Edmonds with Konica Minolta at
taylor.edmonds@kmbs.konicaminolta.us

If you have questions about our Print Management Program or need assistance on your Konica
Minolta Printer, please contact our designated Konica Minolta campus representative, Taylor
Edmonds at 870-514-4877 or email taylor.edmonds@kmbs.konicaminolta.us

Software Purchases

On behalf of Information Technology Services (ITS) and Procurement, we would like to inform you of an updated procedure for purchasing software within departments and for individual user licenses. This new process is designed to ensure that all
software purchases comply with security, accessibility, and procurement policies, while streamlining approvals and enhancing our security posture.

• Software Purchase Request Form: Before purchasing software, departments must submit the Technology & Digital Service Purchase Pre-Authorization form along with the required documentation.
• Security Review Process: The IT Security team will review the submitted software documentation to ensure compliance with university and industry security requirements. The team will also work with the necessary users/departments to address any concerns with the vendor, if applicable.
• Security Approval: Once IT Security approves the software, the department will be notified and can proceed with the requisition process as per standard operating procedures. Procurement will also be notified of the security approval.
• Existing Procurement Processes: Please note that all current procurement processes remain in effect, including those for any purchases or contracts exceeding $20,000. Departments should contact Procurement at procurement@AState.edu for further guidance on these purchases.

This updated process is designed to protect institutional data and systems while ensuring compliance with relevant legal and regulatory requirements. We appreciate your cooperation in following this updated procedure for all future software purchases.
If you have any questions or require assistance, please contact IT Security (security@astate.edu) or Procurement (procurement@astate.edu).