Purchasing Policies and Procedures Manual

SECTION 1. INDEXES

1.1 Index

1.2 Index of Relevant Laws and Regulations

 

SECTION 2. PURCHASING AUTHORITIES AND CODE OF CONDUCT

2.1 Procurement Limitations

2.2 Statutory Authority

2.3 Delegated Authorities, State of Washington

2.4 Delegated Authority, University of Washington

2.5 Conflict of Interest/Anti-Kickback

2.6 Public Record

2.7 Financial Conflict of Interest

2.8 Financial Conflict of Interest (Procurement Staff)

2.9 Compliance With OMB Circular A-110 Through July 1, 2016

 

SECTION 3. CLIENT RELATIONS

3.1 Strategic Alignment*

3.2 Department Outreach/Visits

3.3 Supplier Outreach

3.4 Evaluator NDA

      3.4.a Evaluator NDA Template

 

SECTION 4. APPROVALS/REVIEWS

4.1 Reviews and Approvals Prior to Purchase

 

SECTION 5. HAZARDOUS MATERIALS/EQUIPMENT

5.1 EH&S Review/Approval

5.2 Chemicals

5.3 Radioactive Materials Purchase

5.4 Hazardous Materials Requiring Waiver of Indemnity

5.5 Hazardous Materials Subject to Vendor Recall
 

SECTION 6. FEDERAL/STATE SMALL BUSINESS PROGRAMS

6.1 Federal Small/Disadvantaged Business Subcontracting

6.2 MWBE Inclusion

      6.2.a MWBE Inclusion Plan

6.3 EPA Grant Fair Share Goals

6.5 Community Rehabilitation Centers (Sheltered Workshops)

 

SECTION 7. ACQUISITION PROCEDURES

7.1 Funding

       7.1.1 Source of Funding (How to Identify)

       7.1.2 Biennium Cut-off

       7.1.3 Government Special Terms and Conditions

              7.1.3a Federal Flowdown Clauses – Contract Funded Purchases

              7.1.3b Contract Provisions - Federal Grant Funded Purchases

       7.1.4 Truth in Negotiations Act

               7.1.4.a Certificate of Current Cost or Pricing Data

       7.1.5 Federal Solicitation Requirements

7.2 Pre-Buy Reviews
      7.2.1 Unauthorized Purchases

      7.2.5 Records Retention 

      7.2.6 Tax Exemptions

      7.2.7 Used Equipment, Guidelines for Soliciting

      7.2.8 Contracting in Lieu of State Contracts

      7.2.9 Bonds

      7.2.10 Contractors License

      7.2.11 Insurance Requirements, Risk Management Issues

      7.2.12 Capital Project Office (CPO) Review/Approval

      7.2.13 US Sanctioned Foreign Countries and Entities, Payments To

      7.2.14 WEBS Pre-Acquisition Posting

            7.2.14a WEBS Solicitation Notification

            7.2.14b WEBS Solicitation Detail Attachment

7.3 Buying Methods

      7.3.1 Determining appropriate contract

      7.3.2 Lease vs Buy

      7.3.3 Vendor Selection/Price Validation

      7.3.5 Informal Competitive Process

      7.3.6 Contracts

      7.3.7 Formal Competitive Process

               7.3.7.1 Out of State Reciprocity

      7.3.8 Sole Source

      7.3.10 Payment in Advance

      7.3.11 Emergency Purchases

      7.3.12 Bid Openings

      7.3.13 Cooperative Purchasing (WIPHE, E&I)

      7.3.14 State Requisitions

      7.3.15 Trade-Ins

      7.3.16 Demonstration or Loaned Equipment

      7.3.17 Group Purchasing Organization (GPO) Contracts

7.4 File Documentation

      7.4.1 Purchase Documentation

      7.4.2 Cost Analysis

      7.4.3 Charitable Contributions

      7.4.4 Substitutions

      7.4.6 Regents Items

      7.4.7 Sole Source Reporting

7.5 Completing the Contract

      7.5.1 Purchase Orders/Written Contracts

      7.5.2 Notification of Buying Action

      7.5.3 WEBS Post-Acquisition Posting

      7.5.4 Encumbrance Adjustment Process*

      7.5.5 Best and Final Offer

      7.5.6 Announcement of Apparent Successful Bidder

7.6 Post Award

      7.6.1 Returns in Ariba

      7.6.2 Changes to Orders in Ariba

      7.6.3 Acknowledgments 

      7.6.7 Vendor Assignments

7.7 Seeking Assistance

      7.7.1 Legal Assistance

      7.7.2 Class Action Lawsuits

7.8  UW International Programs

      7.8.1 International Contracting
 

SECTION 8. SPECIAL COMMODITY PROCEDURES

8.1 Household Moves

8.2 Maintenance Agreements

8.4 University Trademarked Products

8.5 Personal Services Contracts

8.6 Sponsorships

8.8 Food and Entertainment Purchases

8.9 Cylinder Gases

8.10 Foreign Purchases

8.12 Travel, Registration, and Conferences

8.13 Charter/Rental of Aircraft and Certification of Pilots

8.14 Hospital Contracts

8.15 Vendor Screening for Hospital Purchases

8.17 Subcontracts for Research*

8.18 Food Approvals

8.19 Managed Print Services/Copier Leases

8.20 Ethyl Alcohol

8.21 Data Security Agreement

8.22 HIPAA Business Associate Agreement

8.23 Art Purchases

8.24 Cadavers, Organ Tissue, and Human Remains

8.25 Automated External Defibrillators (AEDs)

8.26 Gifts

8.27 Leased Spaces
 

SECTION 9. PAYMENT TECHNIQUES

9.2 Letter of Credit*

9.3 Charge Card Purchases*

9.4 Wire Transfer of Funds*

9.5 Third Party Financing*

9.7 Progress Payments

9.8 UCC-1*

9.9 Payments to Individuals
 

SECTION 10. VENDOR INTERACTIONS

10.1 Vendor Complaints/Protests

10.2 Vendor Disciplinary Actions Guidelines

10.3 Commercial Solicitation on Campus*

10.4 Credit Applications Requested by Vendors*

10.5 Supplier Parking Policy

10.6 NETid and Wireless Access Sponsored Accounts (pending 1-25-14)

10.7 Contractor References

      10.7.a Contractor Reference Sample

10.8 Contractor Non-Disclosure Agreement
 

SECTION 11. CONTRACT MANAGEMENT (IN PROCESS)

11.1 Supplier Notification of Contract Availability(pending 3-10-14)

11.2 Electronic Records

11.3 Contract Administration

SECTION 12. ARIBA ORDERS (Under construction)


 

While the University of Washington strives to make the information contained in its policies as accurate and timely as possible, the University makes no representation, claim, promise regarding the accuracy, completeness, applicability or adequacy of the contents of this page or the policies contained herein. The University of Washington expressly disclaims any warranty regarding this site and any liability for errors or omissions in the contents of this site.

The information appearing on this site and in the policies contained herein is for general informational purposes only, and is only intended to be used by University of Washington Procurement Services staff. The University recognizes that no set of policies can cover every situation that may arise, and the Policies and Procedures are not intended to be exhaustive. Procurement Services staff are to use judgment in applying the requirements of each policy, and to seek clarification when faced with an unclear situation.

Furthermore, the use of this information by others is not intended by the University of Washington. Such use is at the user’s own risk, and the University of Washington makes no warranty of any kind, implied, expressed, or statutory, including but not limited to the warranties of non-infringement of third party rights, title, merchantability, fitness for a particular purpose or freedom from computer virus, is given with respect to the contents of this website or its links to other Internet resources.

Please direct any questions regarding these Policies and Procedures to Kyle Richard (krich1@uw.edu). 

© 2015 University of Washington     PRIVACYTERMS

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