PURCHASING MEMORANDUM
NUMBER: CL-417 DATE: March 8, 2001
SUBJECT: Misleading Telephone PLEASE ADDRESS INQUIRIES TO:
Solicitations by Gail Van Kuren
Non-Contract Vendors Purchasing Officer I
518/474-7901
gail.vankuren@ogs.state.ny.us
NON-STATE AGENCIES
Judy Gibbons
518/474-6717
customer.services@ogs.state.ny.us
TO ALL STATE AGENCIES AND OTHERS AUTHORIZED TO USE STATE
CONTRACTS:
The number of misleading telephone solicitations from vendors
who do not hold contracts with the State continues. Most often
such solicitations are directed to non-purchasing personnel and
end up costing the State far more than purchases made from
contract or in the local marketplace.
Agencies must be wary of such solicitations and take
affirmative measures to preclude the issuing of orders to such
telephone solicitors. Solicitors often use ploys similar to the
following to secure "verbal" orders:
"I represent (well-known company) and need the
manufacturer (or model or serial numbers) of the printers
(or copiers) used in your office." (This knowledge could
enable an unscrupulous vendor to later appear to be a
legitimate manufacturer's representative when soliciting
an order for supplies.)
"We want to verify the order Director
__________________________ placed." (The telephone
solicitor will reference the names of key people in
agency, but never really contacted anyone - except to get
those names.)
"Order now before price goes up!" (Prices are usually
quite high to begin with.)
"A complimentary cleaning kit will be included if you order
now."
"An order will help our agency unload unwanted
inventory." (The company name sounds like a government
agency.)
"We have a contract and were wondering if you needed
some product." (It seems most telephone solicitors do not
hold contracts with the State.)
"We had a misdirected shipment to your area. If you
take it off our hands, we can give you a reduced price."
(Shipments most often originate directly from company's
warehouse.)
If product has already been received as a result of such a
misleading telephone solicitation, no payment should be made to
the vendor. The vendor should be advised that any unused portion
can be returned at the vendor's expense.
Agencies should ensure its personnel are familiar with proper
purchasing procedures and warned against the unscrupulous
solicitor.
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