Doing Business with the Salk Institute

As directed by the President and Members of the Board of Trustees, it shall be the policy of the Salk Institute to endorse positive efforts to procure supplies, equipment, and other services consistent with current applicable federal and local government guidelines as related to procurement practices. Consistent with this policy, the Procurement department is designated to secure these materials and services as required. In general practice, the official commitment of Salk funds for these materials and services shall be made only through authorized Procurement staff.

The Salk Institute encourages internal clients to do business with small, minority owned, women owned, veteran owned and other diverse businesses.

BUYING AND SIGNATURE AUTHORITY

Only certain Procurement Services Department personnel are authorized to sign contracts, quotes or other procurement related documents unless official delegation for specific documents or circumstances has been granted to another in writing by the Salk’s Board of Trustees, President, Senior Vice President, or Chief Financial Officer. Forward any requests for signature to Procurement or the Office of Technology Development for evaluation. The Senior Director of Procurement Services has been granted signature authority by the Senior Vice President and Chief Financial Officer of Salk for the majority of Salk’s procurement related documents.

CODE OF ETHICS

Salk’s Procurement Services Department operates under the guidance of the Institute for Supply Management’s (ISM) Principals and Standards of Ethical Supply Management Conduct. All Salk suppliers shall assist Procurement Services in upholding these ISM principals, promote the highest ethical standards and maintain integrity in all dealings with the Institute.

Suppliers attempting to engage Salk employees or its affiliates in any behavior contrary to these ethical guidelines may be removed immediately from Salk premises and banned from doing further business with the Institute if any such allegations of misconduct substantiated.

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The Salk Institute must comply with the procurement regulations as set forth by the U.S. Government Office of Management and Budget circular A-110. Regulations include that no employee, officer, or agent shall participate in the selection, award or administration of a contract supported by Federal funds if a real or apparent conflict of interest would be involved which would interfere, or appear to interfere with, that person’s ability to be completely impartial and loyal to the Salk Institutes interests. Such a conflict would arise when the employee, officer, or agent, any member of his or her immediate family, his or her partner, or organization which employs or is about to employ any of the parties indicated herein, has a financial or other interest in the supplier submitting quotes, participating in a formal bid process or being selected for the contract. . In addition, the officers, employees, and agents of the recipient shall neither solicit nor accept gratuities, favors, or anything of monetary value from contractors, or parties to sub-agreements.

Logistics Operations is a function of Procurement Services and includes Shipping, Receiving and Mail Services operations. These operational areas are responsible for ensuring accurate receipt and delivery of goods and mail to internal clients and processing outgoing shipping.

DELIVERY REQUIREMENTS

The Salk Institute operates under a Central Receiving delivery process. Unless your purchase order states otherwise, all incoming goods should be delivered to the main Salk delivery dock at 10010 N Torrey Pines Rd, La Jolla, CA 92037 Monday – Friday (excluding holidays and closures) between the hours of 7:30am – 4:00 pm.

PACKAGE LABELING

All package labels and packing slips must include the department delivery code, requester name and purchase order number. This information will be provided for you on each purchase order.

Each carton must have an individual delivery label, even if multiple packages for one purchase order are shrink wrapped onto a pallet.

Example:
Salk Institute
Attn: MCBL-H/T.HUNTER/P0258944
10010 N Torrey Pines Rd
La Jolla, CA 92037

C.O.D. SHIPMENTS

Shipments requiring cash payment upon delivery are not accepted.

CONFIDENTIAL INFORMATION

In order to receive requests for quotes, information and proposals from Salk, suppliers shall agree to protect any confidential information contained in those requests per Salk’s Non-Disclosure Agreement (NDA).

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TERMS AND CONDITIONS OF PURCHASE

These general Salk Terms and Conditions of Purchase apply to every purchase by Salk. You can email SupplierInfo@salk.edu if you would like a copy emailed to you directly. If your company is unable to accept our terms as written, please contact the Procurement Director for further discussion. If you have executed a master contract with Salk, those terms and conditions shall apply as specified.

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INSURANCE

Prior to Suppliers’ entry and/or any services being provided on any Salk owned or leased premises, Supplier agrees to execute a separate Release & Indemnification Agreement and/or provide a certificate(s) of insurance, naming The Salk Institute for Biological Studies as an additional insured (for each such premises to which Supplier will enter) that includes the insurance coverage minimum amounts and requirements described below. The insurance coverage minimum amounts described below may be modified based on the type of services being performed by Supplier, the cost and risk, and such insurance coverage minimum amounts may be applied to the certificate of insurance that will govern Supplier’s entry and performance of services on the applicable Salk premises.

Insurance coverage minimum amounts for bodily injury including death, broad from property damage, completed operations and fire legal liability:

• Commercial General Liability no less than ($2,000,000) per occurrence and five million dollars ($5,000,000) aggregate.
• Commercial Automobile Liability: one million dollars ($2,000,000) per accident per accident with covering owned, hired and non-owned vehicle.
• Umbrella Coverage Liability of five million dollars ($5,000,000) per occurrence/aggregate coverage.
• Workers’ Compensation and Employer’s Liability of one million dollars ($1,000,000).

Supplier agrees that, with respect to any insurance policy(ies) required to be procured by Supplier as described herein, Supplier shall, for itself and for its insurers, contain the following requirements:

• Provide that said insurance shall be primary and non-contributory;
• Insurance coverage provided by Supplier shall be with acceptable insurance carriers licensed in the state(s) where work is being performed with a minimum A.M. Best Company rating of A VII or greater.
• Provide that the Workers’ Compensation and Employer’s Liability shall be issued pursuant to all applicable state and local statutes, regulations and limits;
• Provide that said insurance policies shall specifically cover the liability assumed by Salk under the applicable lease with the Salk Landlords for the applicable Premises, as stated herein;
• Provide that said insurance policies shall be endorsed to provide thirty (30) days written prior Notice of Cancellation or Non-Renewal to be given to Salk and ten (10) days’ for non-payment of premium.
• All insurance coverages described herein, including but not limited to all Workers’ Compensation and Employer’s Liability insurance shall include a waiver, on behalf of their respective insurance carriers, of any right of subrogation that may exist or arise against Salk, including any deductible or self-insurance maintained thereunder.
• The Commercial General Liability, Commercial Automobile Liability and Umbrella Liability policies shall include the entities listed below as additional insured or loss payee, as applicable, including their officers, directors and employees as respects liability arising from Supplier’s services:
  
  “The Salk Institute for Biological Studies, including their officers, directors and employees”

The following should be listed as the Certificate Holder:

The Salk Institute for Biological Studies
10010 N. Torrey Pines Road
La Jolla, CA 92037
Attn: Procurement Department

SAFETY

Suppliers working onsite must follow all Cal-OSHA requirements as well as the standards outlined in the Contractor Safety Manual provided by Salk’s Environmental Health & Safety Department. In order to comply with smoking ordinances passed by the city and county of San Diego, smoking is prohibited anywhere on Salk property. Children under 16 years of age are not allowed in the Salk laboratories. You will be escorted from the premises if you fail to comply with Salk’s Safety policies.

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SUPPLIER GUIDELINES

Procurement has outlined the following guidelines for all suppliers in order to give you the best opportunity to market your products and to create a positive working relationship with the Institute.

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If you receive pre-authorization to be reimbursed for travel expenses in connection with any purchase order, you must adhere to the terms outlined in Salk’s Travel Policy. Suppliers must provide receipts to be reimbursed for any expenses.

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SUPPLIER DIVERSITY

Not only does Salk Institute cherish and nurture the diverse culture of its own staff and researchers; it also understands and values the positive impact that small and diverse businesses have on our community and economy. Procurement Services seeks to offer qualified diverse suppliers the chance to compete fairly on project bids that are in their area of expertise.

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CALIFORNIA REQUIRED DISCLOSURES

The Salk Institute abides by and encourages all Suppliers doing business with The Salk Institute to review the requirements of the California Transparency in Supply Chains Act.

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Salk’s Supplier Registration Portal is available through the Institute’s eProcurement System, SalkShop, which is powered by SciQuest. This portal is designed to allow suppliers to:

• Register online to be considered as a potential supplier for Salk.
• Manage your own company and business information, such as addresses, contacts, diversity classification, insurance and other required data.
• Receive solicitations to submit information, quotes or proposals in your area of expertise.
• Submit invoices and review invoice status online.

Before you begin the basic registration process we recommend that you have the following information and documents readily accessible:

• Addresses, phone numbers, and email information
• Dun & Bradstreet (DUNS) Number
• Basic business information, such as the legal structure, Tax ID number, number of employees, contractor licenses, etc.
• List of commodities and services you are qualified to supply
• Diversity information and certifications (if applicable)
• Additional contacts for your company

By entering and submitting information in this portal you are certifying that you have read, understand and agree to the information contained in this “How to do Business with Salk” website and that you are authorized to complete the registration questionnaire and contractually bind your company.

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Salk’s Procurement Services Department uses three types of competitive bid requests; Requests for Information (RFI), Request for Quotations (RFQ) and Request For Proposals (RFP). Suppliers may qualify during the competitive process. All responses must address the stated requirements for service, quality, capacity and price and follow the process as outlined in the request documents for a response to deemed responsive and responsible.

supplierinfo@salk.edu