PPP9 Contract Blanket Orders, External

1. POLICY:

A Contract Blanket Order is issued to establish an account with a specific external vendor for the purchase of specified commodities based on a competitive bid, or for items determined to be exempt from competition by the authority of a waiver.

2. USAGE and LIMITS:

Departments must order only commodities covered by the class code. There is no dollar limit per release unless stipulated in the referenced contract, waiver or bulletin. Items ordered that are NOT included in the general description of the Contract Blanket Order or referenced contract, bulletin or waiver, may be considered an illegal purchase, (see: PPP #6). Purchasing Services periodically reviews Contract Blanket Order releases to determine if illegal purchases have been made.

Contract Blanket Orders for printing are issued only for departments with delegated authority to purchase printing, (see: PPP #5).

3. PROCEDURES:

Departments may request a Contract Blanket Order by completing an external requisition form and routing it through normal approval channels. The contract, bulletin or waiver number should be typed in the appropriate box on the bottom of the requisition form.

3.1 Departments should reference the beginning and ending dates of the Contract Blanket Order(not to exceed 12 months) and apply an estimate encumbrance dollar amount for all requisitions within the following fixed legacy class codes: 3011 – 3038, 3171 – 3192, 3211, 3212, 3340, 3341, 3221, 3227, 3228.  Blanket Orders for all other class codes (variable) should reference only $1.00.

3.2 The Contract Blanket Order may be issued for a maximum period of 12 months. Departments should not place a release prior to the beginning date or after the expiration date of the Contract Blanket Order, the contract, the bulletin, or the waiver. General Program Revenue (GPR) funding must expire at the end of the state fiscal year, June 30. Any other funding source may overlap state fiscal years but may not exceed 12 months or the ending date of the funding source.

3.3 The start date of the order may be backdated by two weeks from the requisition date, or the beginning of the current month, whichever is longer. Exception: Continuing order requisitions (CORs) inclusive dates will coincide with the beginning date identified on the COR.

3.4 Departments may place a release against a Contract Blanket Order AFTER receiving the department copy of the purchase order or if the order is shown as printed on the PO Inquiry available through the Purchasing Inquiry website. The department should provide the vendor the complete 13-digit order number, verify the ship to address and provide a name and phone number at the ship to address. The department should remind the vendor that three copies of the invoice, referencing the order number, must be sent to ACCOUNTS PAYABLE, Suite 5301 21 N Park St, Madison, WI 53715 1218.

3.5 The Department must inform the vendor of the UW-Madison policy which restricts vehicles (trucks) exceeding 30 feet in length will be restricted from making deliveries and pick-ups on campus. The exceptions are vehicles necessary for the delivery or pick-up of perishable commodities, radioactive material and private construction vehicles. Options available to the vendor include the following:

  • Vendor delivers or picks up using vehicles which are less than 30 feet.Vendor ships or picks up via common carrier in vehicles, which are less than 30 feet (e.g. FedEX, UPS, Speedy, etc.).Vendors who are unable to deliver or pick up per one of the above methods, must either sub contract at their expense or contact MDS to make necessary arrangement s and discuss fees.

For specific policy language and restrictions, Department staff and Vendor representative should review the campus policy on Transportation Services Web-site and/or Shop@UW website.

3.6 Departments should inform the vendor that any item(s) back ordered must be invoiced against the blanket/open vendor blanket order number referenced on the original release order.

3.7 If a change or cancellation on an existing Contract Blanket Order is needed, see: PPP #11. When returning or exchanging an item(s), see: PPP #7

3.8 Departments will receive Continuing Order Requisitions (CORs) each month. Departments may renew expiring Contract Blanket Orders without having to type new requisitions by “editing” each COR for a new time period, encumbrance, etc. see PPP #21.

Departments should refer to the current referenced contract, bulletin, or waiver when updating CORs.

4. CONTACTS:

If departments have questions regarding Contract Blanket Orders, please contact Purchasing Services at 262-1526. Current UW-Madison, UW-Systems and State of Wisconsin contracts may be accessed through the following website.

4.1 Departments may use the accounting Monthly Budget Control Ledger Statement  to monitor the encumbrance balance of a Contract Blanket Order. Departments should follow internal procedures to increase or decrease an encumbrance.

4.2 Departments should refer questions on invoice approval, billing errors or other disputed invoices to Vendor Relations (262-0516)

5. REFERENCES:

Printing-Related and Printing Purchases – PPP5
Illegal Purchases – PPP6
Return Materials Process – PPP7
Blanket and Open Vendor Orders, External – PPP8
Change or Cancellation Orders – PPP11
Continuing Order Requisition (COR) – PPP #21
Receiving and Distributing of Non-Material Distribution Services (MDS) Goods – PPP #32

APM #3 — Compliance with Prompt Payment Legislation
APM #4 — Canceling/Closing Requisitions & Processing Payments Against Orders.