Purchase Policies & Procedures
State procurement is the method by which agencies (including Universities of Wisconsin campuses) purchase goods and services. In general, procurement rules apply to any purchase paid from agency or campus accounts, regardless of the source of funding. Depending on cost it would fall into the below tabs.
Best Judgement (PRO-302)
A method of procurement used when the estimated cost is less than the minimum of the simplified bidding threshold using the total value anticipated for the purchase, and when the need cannot otherwise be met on a mandatory contract. See PRO-101, Procurement Definitions and Thresholds and PRO-402, Statewide Contracts: Standards and Utilization.
Agencies will use all reasonable efforts to solicit small businesses, veteran-owned businesses, supplier-diverse businesses and work centers, and will report such transactions with supplier-diverse businesses as required by PRO-606, Supplier Diversity Policy and Reporting.
Best judgment does not apply to purchases of printing. See PRO-505, Printing Procurement Policy and Procedure.
Sole Source or Waiver of Bidding Process (PRO-501)
A competitive procurement process may be waived in limited situations where one or more of the following circumstances exist:
- A product or service is one-of-a-kind and available from only one supplier
- Patent or proprietary. The features of a product or service are available from only one source and not available through competition
- Intrinsic value. A product is procured based on its historic, artistic or educational value
- The risk of human suffering or substantial damage to property requires immediate action. See PRO-503 for Emergency Procurement.
- Substantial time pressure. Time pressure exists beyond the agency’s control (not including administrative delays or confusion in processing paperwork necessary for approval)
- Certain grant monies are involved that cannot qualify as an exemption, require subcontracts and specify the contractor (sole source).
All waivers require a written Non-Competitive Purchase Form . Delegated agencies may approve waivers $25,000 or less; however, waivers over $25,000 require the Governor's approval and a legal or public notice. See PRO-501.
Simplified Bidding (PRO-303)
A method of procurement used when the estimated cost of a transaction is less than the minimum of the official sealed bidding threshold, but more than the best judgment threshold, using the total value anticipated for the purchase, and when the need cannot otherwise be met on a mandatory contract. See PRO-101, Procurement Definitions and Thresholds and PRO-402, Statewide Contracts: Standards and Utilization.
Agencies will use all reasonable efforts to maximize competition in the solicitation and award of simplified bids, including but not limited to the use of existing systems and bidders lists. See PRO-103, Procurement Systems and Bidders Lists.
Agencies will report such transactions with supplier-diverse businesses as required by PRO-606, Supplier Diversity Policy and Reporting.
Agencies will use all reasonable efforts to solicit small businesses, veteran-owned businesses, supplier-diverse businesses and work centers. The simplified bid process will not be used to restrict competition or to prevent qualified bidders from bidding on procurements.
A minimum of three bids from qualified bidders from any of the sources below:
- Price lists
- Quotes of file
- Phone or verbal quotes
- Written bids
E-mail quotes from vendors are considered written documentation of a bid. Phone and verbal quotes should be confirmed in writing by the successful vendor. Must be "Apples to Apples" compare of product on the quote.
Departments Needs to Provide:
- Purchase Order Requisition
- Simplified Bid Record
- Bids from the vendors(three minimum) - MUST be in writing
- W9 if new vendor
1,2 and 4 can be found at the below link
Official Sealed Bids(PRO-304)
When a commodity and/or service solicitations are expected to cost over $50,000 are issued through either a RFB(Request for Bid) or RFP (Request for Proposal).
Can only be run by authorized agent
Procedures and timing are strictly regulated by law and processing time varies depending on commodity. Please contact Procurement at Ext #1633 for information regarding high dollar purchases.
PRO-304 Request for Bid (RFB)
PRO-306 Request for Proposal (RFP)