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       

UW Contracts Search contains a number of University-managed contracts, but there are additional contracts available from other sources that are not stored in the Contracts Search. If you cannot find the contract you need, reach out to Procurement Services contracting staff.                                                                                                                                      

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
  • 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?

*Direct buy limits still apply on BPO and Non-catalog orders regardless of whether a contract is used.

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. The UW Contracts Search is on a secure server, which means that accessing the reports from a site other than the three main campus locations, you may need to download and utilize the Husky OnNet VPN. This is especially true when working from home.

UW CONTRACTS SEARCH

Signing Policy

The University is subject to multiple sets of procurement rules and regulations. These include the Board of Regents Governance, Standing Order No.1, Subsection B.6, UW Presidential Orders, Administrative Order No. 1, Subsection 1.D., and Procurement department policies and procedures.

Important: UW Academic departments, regardless of employees’ title, do not have the delegated authority to sign any documents related to the purchase of goods and services. This includes quotes, estimates, proposals, and contracts.

Signing a supplier's purchase document for goods or services without signature authority can subject an employee to personal liability.

It is University procedure NOT to sign supplier's purchase documents as the University's terms and conditions take precedence over the Supplier's terms. If you have a Supplier asking for a signature on a purchasing document, forward the request to Procurement Services via the Contract Review (RV) form or as an attachment to your Requisition/Contract Request. The Procurement Services Contracting Team 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.

If you need a Material Transfer Agreement signed, UW CoMotion and OSP are the only units of the University authorized to review and sign MTAs.

Note: Before submitting a supplier's document to Procurement, please review the document to ensure the terms, goods, and or services addressed meet your needs.

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

 

Non-catalog

When creating the requisition, check the box that asks if you have a document for the buying staff to review.

Blanket PO < $10K

 Contract Request

When creating the Contract Request, check the box that asks if you have a document for the buying staff to review

Non-Catalog or BPO > $10K

Non-Catalog or Contract Request
  • 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 Request

When creating the Contract Request, check the box that asks if you have a document for the buying staff to review

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

Non-catalog or Contract Request
  • 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
If the contract is for a government agency, regardless of purchasing method. Contract Review Form Some government orders do not route to the buying staff so Contract Review is the recommended option