Doing Business With Wistar

Procurement

The Wistar Institute’s Purchasing Department is responsible for procuring the goods and services needed for The Institute’s programmatic and administrative functions in an efficient and cost-effective manner.

The department endeavors to obtain the best mix of price, quality, execution, and service and to avoid becoming too dependent on any one source of critical goods and services. The department periodically reviews and evaluates its supplier relationships to determine whether existing suppliers continue to satisfy these overall objectives. The  Institute does not discriminate in supplier selection on the basis of age, race, religion, gender, national origin, disability, status as a U.S. veteran, sexual orientation, or any otherwise unlawful use of characteristics of a supplier or a supplier’s employees or owners.

If you have questions regarding The Wistar Institute’s procurement programs you can email purchasing@wistar.org.

How to Become a Supplier:

  • New suppliers with The Wistar Institute should start by completing our Supplier/Payee Registration Form located here. Please attach any SBE certificates, licenses, proof of insurance, references, etc. to your registration as well as promotional material that may assist us in our understanding of the products or services you provide.
  • In addition to completing the Supplier Registration Form, businesses must possess a strong ability to provide cost effective and scientifically sound products and services. Suppliers are required to provide the following:

                   - Evidence of the ability to provide cost savings, technical innovations, and superior customer service.
                   - Evidence of the ability to meet all required delivery obligations on-time and in a cost effective manner
                   - Evidence of expertise and support of the product line or specific service sector
                   - Possession of a valid business license and any other applicable licenses or permits
                   - Recent financial statements prepared by a CPA. Businesses must be in operation for at least one year in
                      their proposed industry
                   - Current and relevant business references
                   - Evidence of the ability to reduce risk and to meet changing needs
                   - Proof of insurance
                   - Ability to support e-commerce/electronic purchase orders, invoices, order confirmations and shipping
                      notifications as required

  • As part of its fiduciary responsibility, The Wistar Institute will conduct background checks on potential suppliers as appropriate to verify any or all of the above information and to insure that potential suppliers have a verified record of financial dealings free of criminal or tortuous conduct. Based on information provided above and our independent investigations, we reserve the right to eliminate from further consideration any business that we determine, in our sole judgment, to be an unsuitable supplier for the products or services we need.
  • Non-employee individuals receiving payment for non-purchase order items such as honoraria, expense reimbursements, etc., can simply complete an IRS Form W-9 located here instead of the Supplier/Payee Registration Form. The Internal Revenue Service requires that The Wistar Institute obtain either a social security number or an employer identification number prior to making any payment for goods or services or apply backup withholding to payments at the current rate of 28 percent.

Questions about completing the registration form should be directed to Purchasing at 215-898-3755. Completed forms should be sent to purchasing@wistar.org or faxed to 215-898-5510.

Consulting

Consultants are expected to work under the terms and conditions of a Wistar Purchase Order and MUST also sign a Wistar Consulting Agreement.

Purchase Orders

Only the Purchasing Department has authority to commit funds to procure goods and services. All purchases are confirmed by issuance of a purchase order number. Purchase orders numbers can be communicated via electronic transmission, fax, telephone or in person by authorized personnel. A confirming purchase order will be provided upon request. No vendor is permitted to make sales arrangements directly with Institute employees without an authorized Wistar Institute purchase order. All purchase orders are subject to The Wistar Institute Purchase Order Terms and Conditions which can be viewed by clicking here.

Delivery Address

The standard delivery address unless otherwise specified is:

            The Wistar Institute
            3601 Spruce Street
            Philadelphia, Pa. 19104

Invoices and Payments

The standard payment term for The Wistar Institute is Net 30 unless otherwise agreed by The Institute. Invoices should be sent either by mail to:

            The Wistar Institute
            Attn: Accounts Payable
            3601 Spruce Street
            Philadelphia, Pa. 19104

Or by email in PDF format to:

            payables@wistar.org

Each invoice should contain:

  •             Purchase order number
  •             The Wistar Institute contact name if a purchase order was not issued
  •             Invoice date
  •             Supplier invoice number
  •             Supplier complete name and remittance address
  •             Complete description of goods/services delivered
  •             Quantity delivered
  •             Unit price and extensions

Payment term if different from The Institute’s standard and agreed by The Institute’s Purchasing Department in advance

The Institute’s preferred methods of payment is via credit card or electronic funds transfer (EFT). Suppliers and payees can sign up for electronic payments by completing the appropriate section of the Supplier/Payee Registration Form.

Sales and Use Tax

The Wistar Institute is generally exempt from Pennsylvania Sales and Use Tax. Tax exemption forms can be obtained by contacting purchasing@wistar.org.

Office Hours

The Wistar Institute’s general office hours are 9:00 a.m. to 5:00 p.m. Eastern Standard Time.

Sales Visits

Sales personnel are expected to interact productively and to provide useful product information to laboratories and departments. All sales personnel are expected to make advance appointments, cold calls are not permitted. Under no circumstances should an investigator be contacted for a sales call without an appointment. Sales representatives need to request permission to enter/visit the building from the Purchasing Department. Failure to comply with these guidelines may result in the offending sales representative being denied access to The Institute. Registration with Wistar Security is required upon arrival to and departure from The Institute.

Product Demonstrations and Tabletop Shows

Vendors can schedule demonstrations and shows for new products by contacting the Senior Buyer at purchasing@wistar.org. Please note that there is a fee payable by the vendor in advance for use of The Institute’s facilities. The fee varies depending on the size and duration of the show which will be agreed upon in advance of the show. Vendors are encouraged to provide refreshments at product shows.

Under no circumstances is a vendor permitted to leave “demo” equipment on site without first receiving a Letter of Agreement that specifies all details of the arrangement.

Code of Ethics and Business Conduct

The Wistar Institute maintains membership in the Institute for Supply Management (ISM) and the National Association of Educational Procurement (NAEP) and has adopted the following blended Code of Ethics and Business Conduct of both organizations:

  1. Give first consideration to the objectives and policies of The Wistar Institute while preventing the intent and appearance of unethical or compromising conduct in relationships, actions and communications.

  2. No employee, officer, or agent of the Institute shall solicit or accept gratuities, favors, or anything of monetary value from suppliers for the purpose of improperly obtaining or rewarding favorable treatment in connection with the procurement of goods or services.

  3. Strive to obtain the maximum value for each dollar of expenditure.

  4. Grant all competitive suppliers equal consideration while promoting positive supplier and customer relationships.

  5. Conduct business with current and potential suppliers in an atmosphere of good faith, devoid of intentional misrepresentation.

  6. Demand honesty in sales representation whether offered through the medium of a verbal or written statement, an advertisement, or a sample of the product.

  7. Protect confidential and proprietary information.

  8. Make every reasonable effort to negotiate an equitable and mutually agreeable settlement of any controversy with a supplier; and/or be willing to submit any major controversies to arbitration or other third party review, insofar as the established policies of my institution permit.

  9. Accord a prompt and courteous reception insofar as conditions permit to all who call on legitimate business missions.

  10. Cooperate with trade, industrial and professional associations, and with governmental and private agencies for the purposes of promoting and developing sound business methods.

  11. Foster fair, ethical and legal trade practices.

  12. Develop skills, expand knowledge and conduct business that demonstrates competence and promotes the supply management profession.