Financial Services
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, VendorNet.
If no mandatory contracted vendor is available for your commodity or service, an official procurement process is required by State law.
Procurement Cost Tiers
Good/Service
| <$5,000 | Considered “Best Judgement” purchases. Best Judgement is appliable when the anticipated spend is $5,000 or less with the same vendor over the life of the contract. |
| $5,000-$50,000 | A “Simplified Bid” is required. The bid requirements must be sent to three qualified vendors and include the State of Wisconsin Standard Terms and Conditions. |
| >$50,000 | A “Sealed Bid (RFB/RFP) is required. Please contact the Purchasing Office to begin this process. |
Software
Regardless of pricing, all software purchases must begin with a Help Desk Ticket. All software purchases must go on a Purchase Order, the P-Card cannot be used.
| <$5,000 | Considered “Best Judgement” purchases. Best Judgement is appliable when the anticipated spend is $5,000 or less with the same vendor over the life of the contract. |
| $5,000-$50,000 | A “Simplified Bid” is required. The bid requirements must be sent to three qualified vendors and include the State of Wisconsin Standard Terms and Conditions and IT bid specifications. |
| >$50,000 | A “Sealed Bid (RFB/RFP) is required. Please contact the Purchasing Office to begin this process. |
Printing
| $0-$50,000 | A “Simplified Bid” is required. The bid requirements must be sent to three qualified vendors and include the State of Wisconsin Standard Terms and Conditions. |
| >$50,000 | A “Sealed Bid (RFB/RFP) is required. Please contact the Purchasing Office to begin this process. |
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) 424-0317 for assistance and clarification.
| Commodity/Service | Process | Contact Person |
|---|---|---|
| Audio Visual Equipment | Contact Information Technology for approval, assistance in the purchase of this equipment. | Information Technology (920) 424-3020 helpdesk@uwosh.edu |
| Bus Rental - School or Coach Buses | Contact Purchasing for your first Bus Rental purchase. | Jesse Crain (920) 424-0317 crainj@uwosh.edu |
| Business Cards and Printing | Contact Document Services for business cards, letterhead, envelopes, and all printing projects. | Document Services (920) 424-1122 docserv@uwosh.edu |
| Computer Hardware, Software and Peripherals | Purchases must be coordinated through IT to ensure compatibility with existing computer systems as well as being able to be supported by IT. These items are restricted from P-Card purchasing unless approved in advance by IT. | Information Technology (920) 424-3020 helpdesk@uwosh.edu |
| Copy Paper | Must be ordered through Central Stores website. Central Stores | Dan Filiatrault (920) 424-3443 filiatraultd@uwosh.edu |
| Copy Machines - Leased and Purchased | Contact IT Help Desk to get a quote for a new leased or purchased copier. | Information Technology (920) 424-3020 helpdesk@uwosh.edu |
| Furniture and Facilities Related Projects | Complete the Renovation/Furniture Request. Renovation/Furniture Request | Susan Poff (920) 424-2006 poff@uwosh.edu |
| Mobile Phones | Contact Purchasing to assist in determining which mobile device and plan will best meet your needs. Monthly statements will be paid with a P-Card. | Jesse Crain (920) 424-0317 crainj@uwosh.edu |
| Office Supplies | Orders must be placed with Staples through ShopUW+. | Jesse Crain (920) 424-0317 crainj@uwosh.edu |
| Scientific Equipment and Supplies | Orders should be placed through ShopUW+. If there is a computer software or hardware component, your request must first go through the IT Help Desk. helpdesk@uwosh.edu | Jesse Crain (920) 424-0317 crainj@uwosh.edu |
| 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.), we must have PO completed in advance, and we must have a Certificate of Insurance on file. | Jesse Crain (920) 424-0317 crainj@uwosh.edu |
| Software as a Service (SAAS) | Contact IT for consultation on software that satisfies the department's requirements. | Information Technology (920) 424-3020 helpdesk@uwosh.edu |