Buying from Contracts at the UW is easy, and saves time and money.  To learn more about the wide variety of Contracts available to UW campus users, and how to use the UW Contracts Search tool, watch the eLearning tutorial.

UW CONTRACTS SEARCH                                                                                                                                              

Contracts  Save You Time and Money

Using a contract saves time and money because Contracts are the easiest way to buy, provide the best overall value to the University, and can be used at ANY dollar amount unless otherwise noted.  Benefits to using Contracts include:

  • No sole source requirements
  • No competitive bid requirements
  • No dollar limits in most instances
  • Pre-negotiated terms and conditions
  • Contract sales reps can provide assistance with:
    • Product selection
    • Installation
    • Training
    • Returns

Did you know that all Ariba catalog suppliers are contract suppliers?

What Contracts are available?

The University has Contracts listed in the UW Contracts Search for many goods and services.  Not every contract available to the UW is shown in the Contracts Search, so if you cannot find what you need please contact the appropriate Subject Matter Expert.  Click here for guidance on how to use the UW Contracts Search.

There are four types of Contracts available to campus:

  • UW Contract:  A Contract established by Procurement Services staff
  • State Contract:  A Contract established by the State of Washington Enterprise Services staff
  • GPO:  A Contract established by a Group Purchasing Organization.  GPOs help agencies realize savings and efficiencies by aggregating purchasing volume from multiple agencies.  Examples include E&I Cooperative and U.S. Communites
  • Interlocal:  A Contract established bu other public agencies  

Material Transfer Agreements are a special type of Contract; an MTA protects your intellectual property when providing or receiving research materials.  The UW Center for Commercialization and OSP are the only units of the University authorized to review and sign MTAs.  For more information, visit UW CoMotion

 

Contracting

Preference

                  Contract Situation

   Risk

          1         

UW PO/Contract Terms & Conditions govern with an unsigned Supplier Agreement

   Low

          2

UW PO/Contract Terms & Conditions govern with a redlined and signed Supplier Agreement

  Low

          3

UW PO/Contract Terms & Conditions govern with a signed Supplier Agreement

Medium

          4

Redlined Supplier Agreement where Supplier Terms & Conditions govern

  High

        N/A 

Supplier Agreement where Supplier Terms & Conditions govern

  High

 

UW CONTRACTS SEARCH

Signing Supplier Quotes

In most instances, the University does not sign Supplier quotes or contracts. This is because the University's terms and conditions take precedence over the Supplier's terms.  If you have a Supplier asking for a signature forward the request to Procurement Services via the Contract Review (RV) form or as an attachment to your Requisition/Contract Request.  The Buying staff will review the document for compliance with the UW terms and conditions and determine whether or not it is appropriate to sign or if terms need to be negotiated.

Campus departments, regardless of employee title, do not have the authority to sign documents.  This includes quotes, maintenance/service agreements, reservations, etc.  Procurement Services, Capital Projects, OSP, and CoMotion are the only departments with authority to sign contracts on behalf of the University of Washington.  Signing a contract for goods or services without signature authority can subject an employee to personal liability.

How to Submit a Contract to be Reviewed by Purchasing

How will the order be paid to the Supplier?

 

What to use

Notes

Non-Catalog < $10K

 

Contract Review option in Requisition or Contract Request

 

Blanket PO < $10K

Contract Review option in Requisition or Contract Request

 

Non-Catalog or BPO > $10K

N/A

  • Attach contract to either the Requisition or the Contract Request
  • Automatically routes to Purchasing

ProCard < $3,500

 

Contract Review Form

 

ProCard > $3,500

Contract Review Form

  • Step 1:  Submit Contract Review Form
  • Step 2:  Submit Card Limit Increase Form and reference RV#
  • Deposit on an event
  • Payment is made by ProCard
  • Total purchase is < $10K

Contract Review Form

If the remaining amount exceeds the card limit, reference the RV# on the Card Limit Increase Form used to initiate final payment

  • Deposit on an event
  • Payment made by Purchase Order
  • Total purchase order is < $10K

Contract Review option in Requisition or Contract Request

Create one line item on the purchase order for the deposit and one line item for the remaining payment

  • Deposit  for an event required
  • Total purchase is > $10K

N/A

  • If the total amount of the event is > $10K (including deposit), use a purchase order
  • If UW supplier, create one line item on the purchase order for the deposit and one line item for the remaining payment
  • If not a UW supplier, use ProCard for the entire purchase

 

If Department Procurement system is not Ariba

Contract Review Form

  • Use “Department” option from the “How are you going to pay for this” drop down menu
  • Departments to use this selection:  Facilities, Libraries, HFS and UW Medical Center

 

Training Available:

For How to Fill Out a Contract Review Form in Ariba see the Getting Started section of the Tutorials page.

View our Non-Catalog Ordering and Creating a Blanket PO eLearnings on the Tutorials page in the Buying section for how to route a requisition or contract request under the Direct Buy Limit to Purchasing. 

Rules and Regulations

The University is subject to multiple sets of procurement rules and regulations. In addition to University Administrative Policy Statements and Procurement department policies and procedures, the following also apply:

 

  • RCW (Revised Code of Washington)  Grants UW statutory authorities relating to procurement
  • WAC (Washington Administrative Code)  Rules and Regulations regarding state agencies
  • SAAM (State Administrative Accounting Manual) The minimum requirements state agencies must meet
  • FAR (Federal Acquisition Regulations)  Applies to federally funded purchases
  • UCC (Uniform Commercial Code)  Adopted by majority of states – sets standards for business transactions