How to buy a service

Search for vendors on contract

Purchasing Services manages and maintains many contracts for the purchase of services. These contracts have already gone through a formal bidding process and do not require additional work prior to purchasing the needed services. Contracts may be limited in scope so not all services available through a vendor are necessarily included in the scope of the contract. Contact the procurement specialist responsible for the commodity if you are unsure.

If your purchase is $5,000 or less

• One-time purchases can be made using a Purchasing Card; for recurring purchases, a Purchasing Card or a contract blanket order can be used (based upon Department preference). Note: Contract blanket orders do allow for purchases over $5,000 as long as the services you are purchasing are included in the contract.

If your purchase is more than $5,000

• A requisition is needed, which will involve a procurement specialist.  You should not initiate a purchase with a vendor until an official Purchase Order has been issued. Reminder: If a vendor on contract sends an agreement requiring a signature for the services needed, that agreement must be sent to Purchasing Services to be reviewed and signed.

If your purchase is $5,000 or less

• One-time purchases can be made using a Purchasing Card.
  • If the vendor has provided an agreement for the UW to review and sign, please contact the appropriate procurement specialist for contractual review and official UW signature. Only delegated procurement specialists have signature authority for procurement contracts. If the vendor will perform work on campus, you must consult with a procurement specialist before proceeding.

If your purchase is more than $5,000

• A requisition is needed, which will involve a procurement specialist.
  • 1: If the vendor has provided an agreement for the UW to review and sign, attach the contract to the requisition for contractual review and official UW signature. Only delegated Procurement Specialists have signature authority for procurement contracts.
    • 1. If the services required are Sole Source in nature (unavailable from any other source) and total costs are expected to exceed $5,000, you must also attach a Purchases for Services Justification Form.
      2. If more than one vendor is able to provide the service(s) needed the simplified bidding process must be followed for purchases totaling more than $5,000  and not exceeding $50,000. If services are expected to total over $50,000, then a procurement specialist must be contacted.
  • 2: If the vendor does not provide the UW with an agreement:
    1. Fill out the Contract Details Form.
       1. If the services required are Sole Source in nature (unavailable from any other source) and total costs are expected to exceed $5,000, you must also attach a Purchases for Services Justification Form.
       2. If more than one vendor is able to provide the service(s) needed the simplified bidding process must be followed for purchases totaling more than $5,000  and not exceeding $50,000. If services are expected to total over $50,000, then a Procurement Specialist must be contacted.
    2. Email the Contract Details Form to your Dean or Director’s office for approval.
    3. Send hard copies of the requisition, Contract Details Form and Purchases for Services Justification Form (if required) and Simplified Bidding Record including all quotations (if required) to your Dean or Director’s office for review and signatures.

Once the paperwork is received, reviewed, and if approved by Purchasing Services, a Service Agreement will be prepared and sent to the contractor for their signature prior to the start of services. Services may not begin until a contract is fully executed and a purchase order is issued.