University at Albany, State University of New York
Contact UAlbany Directories Calendars & Schedules Visitors Site Index Search
Admissions Academics Research IT Services Libraries Athletics
Institutional Services
Purchasing Homepage
Research Funded Homepage
Staff
Research Funded Purchasing
Animal Purchases
Apparel Purchases
Business Enterprise
Campus Stores
Equipment
Executive Orders
Export Controls
Form W-9
Forms
Glossary
Information for Vendors
Insurance
Legal
Links
Online Ordering
Online Ordering Registration
Preferred Source Vendor
Printing
Procedures
Product Recalls/Alerts
Purchase Requisition (Research Funded)
Purchasing Basics
Regulations
Research Procurement Slide Show
Vendor Terms & Conditions


Research Funded Purchasing & Contracts
 
Institutional Services |Purchasing and Contracts |Research Funded Purchasing | Apparel Purchases

Apparel Purchases

It is the policy of the University, to require contractors, subcontractors and licensees to certify to the adherence by manufacturers to labor standards in connection with working conditions, compensation, employee rights to form unions and the use of child labor.

This policy affects the University and Research Foundation's expenditures for textiles, apparel, and sports equipment. Vendors supplying the University and the Research Foundation with textiles, apparel or sports equipment are required to submit with their proposal a Vendor Certification of Compliance with Fair Labor Conditions. In addition, the Research Foundation follows the regulations set forth in the Fair Labor Standards Act, which requires all contractors to pay the prevailing wage and sets specific limitations on child labor in age and hours worked.

The University as stated in its Statement of Principles for Workers' Rights is committed to the principle of humane working conditions for workers involved in the production of goods bearing the University and the Research Foundation's designs, trademarks, service marks, logographics, symbols, and other indicia. This commitment pertains to items, which are purchased, rented, or otherwise acquired. Any product containing the University or Research Foundation's designs, trademarks, service marks, logographics, symbols, or other indicia must be from companies licensed by the Licensing Resource Group.

Disclosure Requirements

1.  A contractor or licensee (hereinafter the "vendor") shall in connection with the purchasing of apparel, textile, or sports equipment provide the following:

a.  Certification of Compliance with Fair Labor Conditions attesting that such apparel, textile or sports equipment was/will be manufactured in compliance with all applicable labor and occupational safety laws including but not limited to child labor laws, wage and hour laws and workplace safety laws; and

b.  If known:

(i)  the names and address of each subcontractor to be utilized in the performance of the contract;

(ii)  the vendor and each subcontractor's applicable state tax identification number; and

(iii) the name and address of all manufacturing plants utilized by the vendor or its subcontractor in the performance of the contract.

2.  Each vendor shall be responsible for ensuring their subcontractor's compliance with this procedure and applicable labor standards.

3. Upon request, during each year of the term of the contract, a written assurance from the vendor and each of its subcontractors that the vendor or subcontractor is in compliance with this procedure. This request may seek confirmation of compliance with some or all of the requirements of this procedure, and may require the response to be submitted under penalty or perjury.  The vendor shall provide the written assurance within the time period specified which shall not be less than 15 business days from the receipt of the request.

Enforcement and Vendor Compliance

In order to ensure vendor compliance, the Research Foundation may, at its option, undertake the following: 

1.  Third Party/External Monitoring

          To ensure that anti-sweatshop labor practices are independently verified and complied with, the University may decide to implement compliance programs such as joining an independent external monitoring agency to monitor compliance with anti-sweatshop standards.

2.  Code of Conduct

          The University may require that a vendor join an independent external monitoring agency or require adherence to a code of conduct consistent with the University's policy.

          If the University chooses to join an independent external monitoring agency or create or adopt a code of conduct it may result in additional compliance requirements for the vendor. Such compliance requirements may be adopted in so far as they do not conflict with any terms of this policy.


The links listed below may provide useful information to assist you in the procurement of these items.

1.    Provost Santiago's Memo

2.    Statement of Principles for Workers' Rights (PDF)

3.    University Logos (PDF)

4.    Licensing Resource Group (LRG)

5.    Vendor Certification of Compliance with Fair Labor Conditions (PDF)

6.    Approved Vendors 09012014 (PDF)

Working with our Licensing Company

Information on Licensing Resource Group's (LRG) separate license types, cost, and how long it generally takes to become licensed is identified below.

LRG has 3 types of Licenses:

Standard License - Allows vendors to produce products for resale.  These are the vendors found in your bookstore, or in the retail marketplace.  This license will also require the vendor to pay royalties (10%) on their wholesale cost.  Application fee for a new vendor is $300.

Internal Usage License - Allows vendors to produce products intended to be sold directly to the University that are not for resale.  These are the vendors who sell directly to the University departments for giveaways, promotions etc.  This license does not require vendors to pay the 10% royalty on their wholesale cost.  Application fee for a new vendor is $150.

In-State License - Allows vendors to produce products for resale, however this license is only for one school AND the company is located in the same state of the school.  This license will require the vendor to pay royalties (10%) on their wholesale cost.  Application fee for a new vendor is $150.

Please note, vendors will also have to pay an annual administrative fee of $80, plus the royalty advance for each school - in this case Albany is $100 for apparel vendors, and $50 for non-apparel.  These will be invoiced once the vendor's application has been approved.

For new vendors applying for a license, the time table is typically 2-4 weeks.  A vendor who is already licensed with at least 1 LRG school and is looking to add the Albany license to their portfolio can do so in less than a week.

 

The free Adobe Acrobat Reader is required to view PDF forms. If you are unable to view PDF forms, please contact Research Funded Purchasing and Contracts at 437-4579 for a hard copy.


 


Top