General Purchasing Guidlines
There are a number of methods for purchasing items within the UW - Oshkosh Campus. Below is the decision making tree for purchasing goods or services.
1. 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 x0405 for assistance and clarification.
|Audio Visual Equipment
||State Contract Available on cameras, projectors, camcorders, etc.
Contact Media Services for approval/assistance in the purchase of this equipment.
|Nick Dvoracek (x7363)
|Bus Rental -
School or Coach Buses
|University Contract for Bus Services
Contact Kobussen (School) or Lamers (Coach) for assistance in rentals.
|Brian Klinger (x0317)
|Business Cards & Printing
||Contact Document Services for Business cards, Letterhead, Envelopes
||Patty Adkins (x1122)
||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.
|Bob Breu (x0405)
||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
|Dan Strey (x7008)
|Copy Machines -
Leased and Used
|Mandatory State Contract
Contact Academic Computing Help Desk to submit a request for a new or refurbished copier.
|Barry Gauthier (x1012)
|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 $100.00 without approval by purchasing or Academic Computing.
|Lauren Knaapen (x2368)
|Furniture & Facilities Related Projects
||There are various mandatory state contracts for furniture.
Complete the Renovation/Furniture Request.
|Susan Poff (x2006)
|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.
|Laura Knappen (x2365)
||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.
|Susan Poff (2006)
|Printing - Off Campus
||Mandatory State and Local Contracts available.
If projects are unable to be produced by Document Services or it is more cost effective for off-campus production, contact Patti Adkins for Contracted Vendors.
|Patti Adkins (x1122)
|Scientific Equipment and Supplies
||State Contracts available.
Contact the Purchasing Office for further details on vendors.
||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.
2. Dollar Thresholds Under $5,000
Most commodities (e.g. books, calculators, office supplies, etc.) can be purchased using the department Procurement Card, providing that there are not mandatory State Contracts requiring purchase via a PO. If your department does not have a Procurement Card, contact Susan Poff for more information at x2006. Travel related transactions and Services (e.g. lodging, food, cleaning, catering, maintenance, etc.) under $5,000 CANNOT be charged to the Procurement Card; these purchases must be charged to your Corporate/Travel Card or reimbursed via a Direct Payment Request (DPR). For more information please consult the Procurement Card Restriction List. Serial Purchasing is also prohibited. This is the process of making a series of orders/purchases totaling more than $5,000 in any 90 day period to the same vendor for the same commodity or service without the benefit of the bid process.
If a Department does not have a Procurement Card, a Direct Payment Request (DPR) can be completed and submitted to the Accounts Payable Office for reimbursement or for payments which a department already has a bill.
3. $5,000 - $25,000 Purchases
For purchases of items between $5,000 and $25,000 a competitive process is required where three quotes (verbal or written) need to be obtained from all vendors. Please forward a requisition with any quotes you've obtained to the Purchasing Office. A Purchase Order will be issued to the low/responsible bidder. The Purchase Order Form and instructions can be found on the UW - Oshkosh Purchasing Forms Page.
Note: Services and Entertainment contracts over $5,000 must be processed with a Purchase Requisition. The contract must be submitted for review and signature by Vice Chancellor Thomas Sonnleitner, then forwarded to the Purchasing Office with the PO attached.
4. Purchases over $25,000
For items over $25,000 a competitive process is required. If the item is well defined and price is the main factor an Official Sealed Bid will be issued. If both quality and price is a factor than a Request for a Proposal process will be used. Please contact Bob Breu at x0405 for assistance in purchasing items or services above this dollar range. Both of these processes take time so please contact the Purchasing Office as early as possible.