Simplified Procurement Guide

Note: The Purchasing Agent is available to provide services at any time. You DO NOT have to do this function yourself. However, you may choose to procure commodities if you have the complete information needed at your disposal, and the procurement is less than $5000. REMEMBER, PURCHASING RESERVES THE RIGHT TO CHANGE VENDORS IF IT RESULTS IN SAVINGS AND UPON NOTIFICATION TO DEPARTMENTS. Do not commit funds prior to the actual issuance of a purchase order. Procurements of up to $25,000 need only the cost center custodian signature except as follows: Procurements for books, media resource related equipment, computer related equipment and employment related services. These require additional authorizations.

Commodities

Simplified Bids:
$5,000 - $24,999 Requisitioner may do or ask purchasing for assistance. Three quotes are required.

Official Sealed Bids

$25,000 or over. Purchasing MUST do.

Services

General Services-- Same rules as Commodities apply.

Construction Services-- Must be handled by Kenn Raihala - Includes all trade related functions. Contact Purchasing for details. May need union approval.

Revenue Generating-- Must process through Purchasing. Madison finalizes.

Entertainment/Speakers-- Special form needed. Contact Purchasing for purchases in excess of $3,200.00 for the year for withholding information.

Printing-- Governed by a separate set of rules. ALL printing must go through University Relations. Contact Beth George at extension 8453 or Ellen Fure at extension 8458.

Emergency Situation

Defined as:

• Threatens the public health, safety, or welfare; and all the following exists: was
  unforeseen; calls for immediate action; and cannot be responded to using
  established procurement methods.

• Exists as the result of a proclamation by the Governor under s.166.03(1)(b)1
  Wisconsin statutes.
  

MUST NOTIFY PURCHASING for waiver approval and procedures. Written justification must follow within 72 hours of authorization. Waivers per transaction of $25,000 must be obtained from the Governor's Office or designee.