Registry of Bidders

Registry of Bidders

Image for Registry of Bidders

DEVELOPMENT OF FACILITIES, CONSTRUCTION PROJECTS AND INSURANCE

Construction and Reforms

Those bidders interested in belonging to the Registry of Bidders of SUAGM for Construction and Reforms must fill out the following forms to be submitted for evaluation:        

Format: Microsoft WORD | Adobe PDF

They must be sent to the following address:

Mr. Jesús A. Díaz Ortíz and/or Mr. Erickson Arroyo
Vice Presidency of Administrative Affairs
PO Box 21345, San Juan, PR 00928-1345
Contact: ac_earroyo@suagm.edu

You must also include a financial statement, audited by a CPA, valid for one year.

Your application will be evaluated and you will be notified of the results.

Explanatory Note for Announcement for Birds [SIC]: [Image]

Procedures

All the purchase transactions are carried out through our BANNER System. To request access to the screens, you may contact Mrs. Sonia Rodríguez, BANNER Security/Finance Administrator, at Ext. 7227.       

Encumbrance

Document generated by the mechanized system for the purpose of requesting the issuance of a check. An encumbrance must be prepared for purchases less than $1,000. FGAENCB Screen. “See Purchasing Manual”.       

Purchase Requisition

Official document generated by any administrative unit to request the purchase of equipment, materials, goods and services from the Director of the Purchasing Office. To fill out a Purchase Requisition, it must have assigned and valid funds. The process must be completed by the user and approved by the appropriate approval levels.

<FPAREQN Screen. “See Purchase Manual”.>      

Purchase Order

Official document processed by the Purchasing Office to legally formalize the offers and transactions for the purchase of equipment, materials, goods and services. If necessary, the Purchasing Office shall proceed to fill out a credit application and designate commercial Vendors (the Request for the Creation of Vendor must be sent by fax or internal mail) to request the quotation from the supplier.  Once the price, payment terms, method of delivery and availability of the product have been agreed, the Purchase Order number may be assigned.

Pre-Bids

Purchasing procedure through which the quotations are requested in writing, by telephone or by messenger and the adjudication is done without the requirement of a formal bid, but complying with the requirements of the purchase policy.           

Formal Bid

The formal bid is the purchasing procedure which requires the sending or delivery of invitations to bids to possible bidders. Said invitations must include the detail of the terms and conditions of the transaction to be carried out and the date and time that the period to receive offers expires. Offers must be sent in sealed envelopes. Offers received shall be opened and read before the bidders present, on the previously indicated day and time.

Emergency Orders

The purchase order number is generally advanced in an emergency situation, either to resolve situations caused by natural disasters or material that is required immediately.

Orders for Live Material or Special Handling

The user must indicate in the Purchase Requisition if it is live material and/or requires special handling. He must also include the date the merchandise is required. Generally, these purchases are required to be received in not more than two (2) working days.

Questions or suggestions about our services may be made by e-mail: ac_jberrios@suagm.edu

Telephone: (787) 751-0178, ext. 7207
Fax : (787) 766-1763

TO OUR SUPPLIERS

Purchases less than $200

  • Policy – All the budgetary units may purchase goods and services less than $200 without a purchase order.
  • Procedure – The user will identify the merchandise to be purchased, obtain the supplier’s price and prepare an encumbrance document in the mechanized system, which will generate the encumbrance number (Ex. E0000001). The user must provide the encumbrance number to the supplier, who must bill against said document, once the merchandise is delivered. The invoice must be sent to the Disbursement Office.

Purchases over $200

  • Policy – A purchase order will be required for all purchases of goods whose cost is $200 or more.
  • Procedure – The user will generate a purchase requisition. The Purchasing Office will process the purchase order, assign it a number (Ex.: P0000001) and send it to the supplier. The supplier will deliver the merchandise to the appropriate Receiving Office and send the invoice to the Disbursement Office.

The Institution is not responsible for merchandise delivered without a purchase order number.     

Delivery of Merchandise

All suppliers must deliver the merchandise through our receiving officer at the respective Receiving Office of each institution. To expedite the process, the purchase order number must be included in the receipt slip.

Metropolitan University
Dean of Administration, 1st floor 
Rd. 176 Km. 0.3 Cupey
Río Piedras, PR 00926

University of Turabo
Dean of Administration, 1st floor
Rd. 189 Km. 3.3
Gurabo, PR 00778

University of the East
Dean of Administration
Loíza Expressway, corner of 220th Street
Sabana Abajo
Carolina, PR 00983

WMTJ-TV CETED
Rd. 176 Km. 0.3
Engineering Dept.
Cupey Bajo
Río Piedras, PR 00926

Billing

Once the receipt of the merchandise is registered, the supplier must send two (2) copies of the invoice to our Disbursement Office. The invoice must reflect the purchase order number (Ex. P0023598) or encumbrance number (Ex. E0023598).

Ana G. Méndez University System
Disbursement Office
PO Box 21345
San Juan, PR 00928-1345

Questions or suggestions regarding our services may be sent to the following e-mail address: rberrios@suagm.edu

Telephone: (787) 751-0178, ext. 7207
Fax: (787) 766-1763