Information on SPQ Process

A “Service Provider Questionnaire” (SPQ) must be provided for all Purchase Requisitions for services, unless the service provider has been designated as a “Universal Service Provider” (USP).  Central Accounting offices make the determination as to whether a service provider qualifies as a USP, based on specific criteria.  If granted, this designation will allow all University departments wishing to use the service provider to rely on a previously submitted SPQ, provided the scope of services is the same or similar.  If a service provider qualifies as a USP, an SPQ will be viewable through Web Xtender, and you will NOT have to submit an SPQ with your purchase requisition.  There is a Job Aid (FIPU-026) that gives procedures on how to determine if a service provider has been approved as a USP.  The USP designation is valid for 5 years.  After that period of time, this designation will be re-evaluated.

In addition, you might want to check on the Purchasing website for a list of service providers who have contracts with UNM. These providers are generally law firms, construction contractors, etc. If the service provider you will be using is on this list, and the scope of services is similar to those in the contract (noted in the Description column), you do not need to provide an SPQ. However, in the Document Text of the PR, you will need to indicate that the service provider is on the University Contracts list, and include the Contract number. Click here to link to the Purchasing website. Then click on the link for UNM Contract Numbers. Please note that you will be required to login with your UNM Net ID and password to access this list.

If relying on a Universal SPQ, you MUST include the following statement in the Business Purpose/Detailed Item Description field when completing your requisition in LoboMart: 

“The vendor has been approved as a Universal Service Provider, and to my knowledge there is no conflict of interest per Policy 4325, Section 3.”

If a service provider has been designated a USP, and you fail to include the conflict of interest statement on your requisition, the requisition will be disapproved, and you will have to create a new one. 

If the service provider you intend to use has not been designated as a USP, upon completion of the Purchase Requisition you MUST submit an SPQ to the appropriate central accounting office.  This requirement is for ALL types of services, not just professional.

When submitting an SPQ, please be certain that ALL requested information is included, ALL questions are answered, and the appropriate signatures are obtained.  Items of specific importance include:  Vendor Banner ID, Banner Requisition Number (begins with “R”; do not give the LoboMart requisition number) and Federal Tax ID number (do not note “on file”).  Also be sure to include a copy of phone directory listings (if applicable) as requested on the form.

Other useful links related to the new SPQ process:

Policy 4325:  click here .
SPQ form:  click here.