Effective July 1, 2017, the University of Washington will comply with Procurement Standards as defined in 2 CFR 200, “Uniform Administrative Requirements, Cost Principles, and Audit Requirements for federal Awards”, Subpart D, Sections 200.318 -200.326, for all federal grant funded procurements.

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, 2017

2.10: Signature Authority

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

7.1.4a: 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: Determing 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 of Loaned Equipment

7.3.17: Group Purchasing Organization (GPO) Contracts

7.3.18: General Services Administration (GSA) 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: Acknowledgements

7.6.7: Vendor Assignments

7.7: Seeking Assistance

7.7.1: Legal Assistance

7.7.2: Class Action Law Suits

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*

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

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