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Conducting Business with Brown University

MEMORANDUM

TO:             Brown University Vendors, Contractors and Suppliers
FROM:         Brown University Strategic Purchasing, Contracts & Insurance 
DATE:          Revised June 11, 2020
RE:               COVID-19 Brown University Requirements for Vendors, Contractors and Suppliers

Please Read this Important Notice in Its Entirety:

Brown University seeks to mitigate the spread of COVID-19, also known as 2019 novel coronavirus and follows all relevant federal, state and municipal guidelines to protect our students, faculty, staff and visitors. Due to the number of vendors, contractors and suppliers interacting with the University, we are unable to accommodate requests to sign company specific or individual forms or letters relative to the University’s compliance with COVID-19 regulations and guidance. Instead, Brown provides the following statement: 

The University adheres to all relevant federal, state, and municipal laws, orders, rules of regulation, including, Occupational Safety and Health Administration (“OSHA’) and Centers for Disease Control and Prevention (“CDC”), and the Rhode Island Department of Health (“RIDOH”) guidelines (as updated from time-to-time) to prevent and control the spread of COVID-19 (collectively the “Guidelines”) as applicable to the University.  The University expects all vendors, contractors and suppliers to comply with the Guidelines, including providing facemasks and personal protective equipment (“PPE”) for their employees while on the University’s campus.  The University will notify vendors, contractors, and suppliers of COVID-19 confirmed cases as appropriate relating to the locations where work was performed or sites were visited, and in accordance with the Guidelines and applicable University policies. Similarly, all vendors, contractors, and suppliers must notify the University if one of their employees who has worked or visited the campus tests positive for COVID-19, and the location of the employee’s whereabouts on campus.

Everyone who enters any Brown University facility is responsible for helping to prevent and control the spread of the COVID-19 infection. The University has developed Standard Operating Procedures (SOPs) for Vendors Contractors and Suppliers visiting or working on our campus. These SOPs have been developed to supplement the University’s COVID-19 Workplace Safety Policy.

In addition to the University’s SOPs, all vendors, contractors, and suppliers are expected to comply with the guidelines established by OSHA, (https://www.osha.gov/Publications/OSHA3990.pdf) and the CDC (https://www.cdc.gov/coronavirus/2019ncov/community/guidance-business-response.html), as updated from time-to-time, to prevent and control the spread of COVID-19, as well as all applicable federal, state, and municipal regulations and guidelines.

Brown has established policies and procedures to provide for business continuity and the safety of students, faculty, staff and visitors during an emergency event. Vendors, contractors, and suppliers are expected to follow Brown staff instructions when on campus working, especially under emergency situations such as this pandemic.

As part of the University’s response to the COVID-19 pandemic, unscheduled vendor, contractor and supplier visits to campus are not permitted for any reason. Visits to campus must be coordinated with your Brown University liaison in advance.

All vendors, contractors, and suppliers sending employees to the University to visit or to provide a service are deemed to have acknowledged that (i) they have received this Notice, (ii) will comply with the requirements of this Notice, and (iii) have informed those employees about the University’s policies and requirements, and their obligations to comply. Failure to comply may cause denial of entry onto the University campus. Questions regarding these requirements should be directed to [email protected].

Jeanne Hebert
Senior Director
Brown University
Strategic Purchasing, Contracts & Insurance
401-863-3366

THIS NOTICE IS EFFECTIVE IMMEDIATELY

Prospective Suppliers:

Prospective Suppliers will need to meet the requirements stated on the Procurement Standards page. Compliance with these guidelines shall be maintained for the term of the business relationship.

Suppliers who will be involved with the production of merchandise using University logos should consult and comply with the Brown University Licensee Code of Conduct Policy.

Current Suppliers/Payees:

Transactions involving competitive bids, RFPs, are coordinated with Purchasing Services.

Contract performance issues or concerns should be directed to the Associate Director of Insurance & Purchasing Services.

To ensure payment, complete the Brown University Supplier and Individual Payee Registration processThis step is required for set up in the University’s procurement system and to provide the information needed for compliance with IRS requirements.


If a Brown University Purchase Order is being issued to you or your company, please be sure to review the University’s standard terms & conditions.

Visitors to Brown

To ensure payment, please complete the Supplier and Individual Payee Registration Process. This process is required if Brown is paying for services provided by the visitor and/or travel reimbursement for a visitor.