Things That You Should Know About These Contracts
Accepting and Signing for Deliveries
Fire Rating for Upholstered Seating
Understanding Freight and Delivery Terms
Accepting and Signing for Deliveries:
When you receive a delivery, inspect the package for visible signs of damage. If the package shows signs of damage it is okay to keep the merchandise but ask the delivery person to note “possible damage.” Most delivery companies use an electronic signature board so it is not possible to detail the extent of the damage or to obtain a receipt from the driver. You generally are not allowed to open and inspect the contents of the package until after you sign for it so it is important that the driver note any “possible damage.” The driver has the ability to do this on the electronic signature board. As soon as possible, contact the person for whom the delivery was intended so a thorough inspection of the merchandise can be done, and notification made to the vendor should there be actual damage.
Whenever possible we are providing links that will show you the contract price. In some cases you will see the actual price you will pay, however some contracts are based on discounts off list price. When working with “discount” contracts you should contact the vendor for a written quote. Be sure to reference the contract that you are working from. This is found in the “Contract Reference” field on each contract on this website.
Some contracts may not cover an entire line of product even though they are manufactured under the same “Brand name." For example: the contract with Foliot (Furniture-Dorm/Lounge) is for case goods only and does not include lounge furniture, even though you will see lounge furniture on the Foliot website. To ensure you are getting the best price, ask the vendor if the products you want are included on the contract. If they are not, you should contact your Campus Purchasing or Business Services Department, or the UMS Contract Manager for assistance.
Some contracts specifically prohibit fuel surcharges. If you are charged a fuel surcharge please check with the UMS contract manager before paying the surcharge.
Fire Rating for Upholstered Seating:
The State of Maine minimum requirement is Cal-117. We recommend purchasing Cal-133 seating whenever possible. However, if you choose to purchase Cal-117, please ask the vendor to quote based on Cal-117 and not Cal-133 (your price should be slightly lower).
You may see Returns referred to using the terms "RA" (Return Authorization) or "RMA" (Return Merchandise Authorization). The vendor reserves the right to determine when a return will be allowed and will usually provide a Return Authorization number. Returns are generally allowed, with no restocking fees, for manufacturing defects, order processing errors on the part of the manufacturer or dealer, shipping errors, and damaged goods. Returns for other reasons usually require the University to pay a restocking and return shipping fee.
Understanding Freight and Delivery Terms:
Freight terms determine the answers to the following questions:
Ownership – Who holds title to the merchandise while in transit?
Freight Terms - Who ultimately covers the shipping cost?
Ownership: FOB Destination or FOB Origin
FOB Destination (Most advantageous to the University): Ownership of the merchandise passes to the University when the carrier delivers the merchandise, in good condition, to the delivery point specified on the purchase order. Freight claims and damaged merchandise replacement is the responsibility of the vendor at no additional cost to the University.
FOB Origin, FOB Shipping Point, or FOB Factory: Ownership of the merchandise passes to the University at the point when the carrier accepts the products. This is usually the vendor’s factory or warehouse. Freight claims and damaged merchandise replacement is the responsibility of the University. The University must also pay the vendor IN FULL for damaged or lost merchandise.
Freight Terms:
Freight Prepaid and Allowed (Most advantageous to the University): Vendor pays the freight bill and does not charge back the University.
Freight Prepaid and Added: Vendor pays the freight bill and adds that amount to the University’s invoice.
Freight Collect: The University pays the freight bill directly to the carrier.
Freight Collect/COD: The University pays the freight directly to the carrier at the time delivery is made. This is a rare case, however if you must agree to this freight term please contact your Campus Business Office prior to issuing a purchase order. You will need a check in-hand the day the delivery is made.
Please Note: University Purchase Orders will default to FOB Destination/Freight Prepaid and Allowed, as this is the most advantageous to the University. If shipping terms for your order are different, please make sure the correct terms are entered on the Purchase Order.
Delivery Terms:
Tailgate Delivery: Merchandise is delivered to the tailgate of the freight truck. The University is responsible for taking the merchandise off the truck and to the desired location.
Drop Ship: This can have many definitions (Drop ship/tailgate, Drop ship/inside delivery, Drop ship/inside delivery to X floor). Merchandise delivered as specified but the University is responsible for unpacking and assembly/installation.
Delivered/Installed: Goods are delivered and installed. Unless otherwise agreed to with the vendor, the area where merchandise is to be installed should be clear. The vendor is not responsible for moving existing items out of the way in order to install new merchandise.