General Purchasing Guidelines
There are many mandatory state contracts that we are required to utilize. The mandatory contracts are the first resource when making a purchase. Mandatory contracts are available through the Department of Administration website.
If no mandatory contracted vendor is available for your commodity or service, an official procurement process is required by State law.
Procurement Cost Tiers
|<$5000||Considered "Best Judgement" purchases. If it is anticipated that > $5000 will be spent on commodities or services to the same vendor within the fiscal year, an appropriate process must be conducted.|
|>$5000-$50,000||A minimum of three (3) bids must be submitted to qualified vendors who can provide the commodity or service.|
|>$50,000||Official State of Wisconsin sealed bid is required. The procurement is publicly posted.|
For any annual services exceeding $50,000 a Cost Benefit Analysis (CBA) is required for review and approval prior to the procurement process. More information on CBA and requirements found here: http://vendornet.state.wi.us/vendornet/procman/proi15.pdf
Regardless of Dollar Value
The chart below will assist in the purchase of commonly purchased items at the University. The contact person listed will assist in the purchasing process and be available for questions regarding products or vendors. For questions regarding items not identified below please contact the Purchasing Office at (920) 424-0405 for assistance and clarification.
|Audio Visual Equipment||State Contract Available on cameras, projectors, camcorders, etc.|
Contact Information Technology for approval, assistance in the purchase of this equipment.
|Bus Rental - School or Coach Buses||University Contract for Bus Services|
Contact Kobussen (School) or Lamers (Coach) for assistance in rentals.
|Business Cards and Printing||Contact Document Services for business cards, letterhead, envelopes, etc.||Patty Adkins
|Computer Hardware, Software and Peripherals||State Contracts Available.|
Purchases must be coordinated through Academic Computing to ensure compatibility with existing computer systems as well as being able to be supported by Academic Computing.
Special Note: Do not use Visa card for any computer hardware/software purchase totaling over $100 without approval by Purchasing or Academic Computing.
|Copy Paper||There is a mandatory state contract for all types of copy paper which are stocked at UW Oshkosh Central Stores.|
Order through Central Stores website.
|Copy Machines - Leased and Used||Mandatory State Contract|
Contact Academic Computing Help Desk to submit a request for a new or refurbished copier.
|Furniture and Facilities Related Projects||There are various mandatory state contracts for furniture. Complete the Renovation/Furniture Request.||Susan Poff
|Mobile Phones||There is a mandatory state contract for cell phones.|
Contact Purchasing to assist in determining which mobile device and plan will best meet your needs.
|Office Supplies||Mandatory State Contract with Staples. Order using your department Shop@UW account to receive contract pricing.|
Contact Administrative Services for any contract details or concerns.
|Scientific Equipment and Supplies||State Contracts available.|
Contact the Purchasing Office for further details on vendors.
|Services||Any time a vendor comes on campus and provides a service (i.e. maintenance and/or repair of equipment, entertainment services, facility rentals, cleaning, etc.). |
All Contracts that need a signature must first go through Vice Chancellor of Administrative Services Office for review and signature.
|Software as a Service (SAAS)||Contracts available, if not on contract must follow standard procurement rules.|
Contact Academic Computing for consultation on software that satisfies the department's requirements.