In pursuit of our mission to purchase materials and services that meet quality, delivery and price requirements, we value our existing suppliers and welcome new ones. In becoming a Stanford supplier, keeping up-to-date with the policies and initiatives found here help to ensure our mutual success.
Stanford Procurement Services is committed to the university’s mission to deploy its strengths to benefit our region, country and world, as well as to the sustainability goal of Zero Waste by 2030. To learn more, refer to Policy: Stanford’s commitment to responsible purchasing.
When required by law or policy, or when requested by a campus department, professional buyers in the Purchasing and Contracts Department generate formal Requests for Proposals (RFP) or Requests for Quotations (RFQ).
- Only the Stanford Purchasing and Contracts Department has the authority to issue RFPs. This is to ensure that the process conforms to both state law and university policy.
- Only responses to RFQs solicited by a professional buyer are regarded as meeting the requirements for competition in Purchasing.
The department requestor may consult directly with a supplier representative for technical or sophisticated information and assistance in developing specifications. The resulting purchase order, contract, agreement, memorandum of understanding, letter of intent, etc., must be executed only by the professional Purchasing staff with specifically delegated authority. Many pricing agreements have been established as a result of the competitive bid process. Once such contracts or agreements are established, Stanford buyers can purchase goods and services against them without being constrained by any additional requirement for competition.
Diversity and Small Businesses
Stanford University is committed to increasing opportunities for small and disadvantaged businesses. For policy details and definitions, please refer to Stanford's External Affirmative Action Policy.
Federal contracts require that we direct a certain percentage of expenditures to Small Disadvantaged Businesses. To see if your company qualifies and to apply for certification, visit the U.S. Small Business Administration Small Disadvantaged Business webpage.
Departments should inform suppliers if the product they are buying, such as a computer, will be used to store information protected under HIPAA (Health Insurance Portability and Accountability Act). Suppliers should make every effort to maintain the security of such information, for example, if the product is returned to them for repair.
More information is available in the Administrative Guide1.6.2 Privacy and Security of Health Information (HIPAA) and the University HIPAA Manual.
International Traffic in Arms Regulations (ITAR) and Other Export Controlled Defense Articles, Software and Technical Data
Because of its large foreign national student population and commitment to conducting research openly and without regard to citizenship, Stanford University does not generally permit the use of ITAR and other export controlled defense articles, software and technical data on campus or other university research facilities. Stanford, by policy, only performs "fundamental research" as defined by US export control regulations, namely basic and applied research that is not subject to access, dissemination or participation restrictions. These policies are articulated in Stanford's Research Policy Handbook at DoResearch Section 1.4 (Openness in Research) and DoResearch Section 8.1 (Export Controls Applicability, Policy Background and Regulatory Authority).
Stanford suppliers may not ship – and Stanford employees may not purchase on behalf of Stanford – any of the following items without express written preauthorization from Stanford’s Export Control Officer (firstname.lastname@example.org):
- Any ITAR-Controlled Defense Article, ITAR-Controlled Software or ITAR Technical Data. ITAR (International Traffic in Arms Regulations) controlled items are identified on its United States Munitions List (USML) at Part 121.
- Any "500/600 Series" Defense Article identified on the Export Administration Regulation'(EAR) Commerce Control List (CCL) in CCL Categories 0 through 9. "500/600 Series" Defense Articles have an ECCN Citation of which includes either a 5 or 6 in the third spot of a five digit alphanumeric sequence. Example: ECCN 9A610.
- Wassenaar Arrangement Munitions List Items. The Wassenaar Arrangement is a multilateral export control organization that regulates national security controlled items among member states.
Living Wage and Benefit Guidelines
Since September 1, 2007, Stanford University has recognized the importance of paying a living wage to all service workers at the university, whether they are directly employed by Stanford or by suppliers and contractors. This applies to services performed on the core campus premises (including the Stanford Linear Accelerator Center) that Stanford might otherwise perform with directly hired hourly paid employees, and to supplier/contractor employees not represented under a collective bargaining relationship.
Stanford recognizes that a living wage and other benefits enhance the quality of an individual's work experience. Through these guidelines, Stanford seeks to establish minimum pay, access to healthcare benefits and compensated time off for service workers. These guidelines are not intended to prevent suppliers/contractors from providing wages and benefits in excess of the minimums created here.
The wage guidelines are two-tiered, with an identified minimum living wage established if the employer provides a health plan, and a higher minimum living wage required if no health benefits are provided. The guidelines establish at least 10 compensated days off annually for full time employees who have worked for the supplier or contractor for at least 1 year. This includes holidays and other paid time off such as vacations, sick and personal days.
In addition, suppliers and contractors shall comply with state and federal law in providing employees with a safe working environment that is free from unlawful discrimination and harassment.
When Stanford changes suppliers or contractors, it will encourage the new supplier or contractor to fill any existing vacancies by interviewing and considering for hire qualified employees of the previous supplier or contractor.
Stanford further recognizes that federal law provides that "employees shall have the right to self-organization, to form, join, or assist labor organizations, to bargain collectively through representatives of their own choosing, and to engage in other concerted activities for the purpose of collective bargaining or other mutual aid or protection and shall also have the right to refrain from any or all of such activities..." Stanford will continue to honor these rights.
The wage and benefit levels set under these guidelines will be reviewed on an annual basis and adjusted as appropriate based on recommendations from University Human Resources. The recommendations will be submitted to the President for his final decision.
Minimum Living Wage Rates
|Effective Dates||With Health Benefits||Without Health Benefits|
|10/1/2020 – 9/30/2021||$16.44||$18.68|
|10/1/2019 – 9/30/2020||$15.88||$18.05|
|10/1/2018 – 9/30/2019||$15.31||$17.40|
|10/1/2017 – 9/30/2018||$14.55||$16.54|
|10/1/2016 – 9/30/2017||$14.06||$15.97|
These guidelines apply to suppliers and contractors whose employees provide any services, including but not limited to, maintenance, grounds keeping, housing and food services and general administrative jobs directly to Stanford University* when all of the following conditions are met:
- The workers are employees of suppliers/contractors with agreements with Stanford University.
- Such workers are regular or temporary employees of the supplier/contractor.
- Such workers are not represented under any existing collective bargaining relationship.
- The aggregate value of the contract(s) exceeds $100,000 per year.
This means that single suppliers/contractors with several small contracts that are individually smaller than $100,000 but when totaled are at or above $100,000 will be covered by this policy.
*Excludes tenants or other entities doing business on university-owned land. This includes Stanford Hospital and Clinics and Lucile Packard Children's Hospital.
Medical School Vendor Access and Gifts
On October 1st, 2006, the Stanford University Medical Center enacted a conflicts of interest policy to ensure that doctors' and scientists' interactions with the pharmaceutical industry are ethical and avoid conflicts of interest. It severely restricts the ability of physicians to accept industry gifts. It also bans pharmaceutical, bio-device and related industry representatives from many areas of the medical school without an appointment.