Policies Approved

On October 15, President Cross approved 9 new procurement policies and 3 supporting procedures. They are as follows:

These policies will become effective on December 1, 2019. Please see a detailed description of the new policies below:

SYS 520, Board of Regents Procurement Authority

The effective date of the policy is December 1, 2019.

Summary of Policy and Policy Revisions

  • Defines what goods and services fall under the BOR Procurement Authority and which fall under the State of Wisconsin’s Procurement Authority.
  • This policy establishes that BOR Procurement Authority is used to purchase goods and services unique to the university’s academic and student life, that are not normally purchased by other state agencies and not found in mandatory state contracts. It also covers goods and services that have been statutorily assigned to the UW System (e.g.travel.)

Affected Areas on Campuses

  • Purchasing staff on campus would be the primary user of these policies. It would give purchasing staff another tool set when buying goods and services.
  • Contracting Officers who work with BOR procurement contracts.
  • May require a broader delegation from the Chancellor to Purchasing Director.

Expectation of Campuses on UWSA policy reporting

  • A campus cannot tailor these procedures to their campus.

Additional Communication

  • Purchasing Directors have received two trainings on these polices. Controllers have received a high-level review.
  • The Office of General Counsel has been trained.
  • Will be offering 2 additional trainings to CBO, Controllers and delegated Contracting Officers.
  • UWSS will build this into their future training schedule.

SYS 521, Authority to Sign Procurement Contracts in the UW System

The effective date of the policy is December 1, 2019.

Summary of Policy and Policy Revisions

  • Provides background on the State of Wisconsin’s delegated contract signature authority to UW System and UW Madison and on the BOR contract signature authority process.
  • Identifies individuals authorized to sign State of Wisconsin contracts and BOR contracts.
  • BOR Procurement contract delegees shall be able to determine if contract authority is derived from State of Wisconsin or BOR policy and shall use the applicable policies to purchase goods or services.

Affected Areas on Campuses

  • Purchasing office on campus would be the primary user of this policy along with delegated Contracting Officers on campus. It would give purchasing staff another tool set when buying goods and services
  • Vice Chancellors or Associate Vice Chancellors at UW Madison and Milwaukee, because they will approve non-competitive BOR procurement contracts over $150,000.
  • Contracting Officers who work with BOR procurement contracts.
  • May require a broader delegation from the Chancellor to Purchasing Director.

Expectation of Campuses on UWSA policy reporting

  • A campus cannot tailor these policies to their campus. This authority provides flexibility in the use simplified bidding and simplifies the RFP and Bidding process.

Additional Communication

  • Purchasing Directors have received two trainings on these polices. Controllers have received a high-level review.
  • The Office of General Counsel has been trained.
  • Will be offering 2 additional trainings to CBO, Controllers and delegated Contracting Officers.
  • UWSS will build this into their future training schedule.

SYS 521.a, Procurement: Simplified and Sealed Bidding & SYS 521.b, Procurement: Request for Proposals

The effective date of the procedures is December 1, 2019.

Summary of Policy and Policy Revisions

  • 521a provides procedures on how to conduct simplified and sealed bidding using BOR Procurement Authority.
  • 521 b provides procedures on how to conduct a RFP using BOR Procurement Authority.

Affected Areas on Campuses

  • Purchasing staff on campus would be the primary user of these procedures. It would give purchasing staff another tool set when buying goods and services.
  • Contracting Officers who work with BOR procurement contracts.
  • May require a broader delegation from the Chancellor to Purchasing Director.

Expectation of Campuses on UWSA policy reporting

  • A campus cannot tailor these procedures to their campus.

Additional Communication

  • Purchasing Directors have received two trainings on these polices. Controllers have received a high-level review.
  • The Office of General Counsel has been trained.
  • Will be offering 2 additional trainings to CBO, Controllers and delegated Contracting Officers.
  • UWSS will build this into their future training schedule.

SYS 522, Exclusions from a Competitive Procurements

The effective date of the policy is December 1, 2019.

Summary of Policy and Policy Revisions

  • This policy excludes certain types of contracts from a competitive process via policy due to their nature. Typically, by definition, they are a single source type contract. There is similar procurement policy at the State level, which this mirrors.
  • If this authority is used the contract review requirements for Legal review at $500,000 and BOR approval at $1,000,000 still apply.
  • Types of contracts that fall under this exclusion include contracts for programs and operational located outside of the US. For example, if we have researchers in Africa and they need to buy research equipment locally, they do not have to attempt to compete it. Other examples are contracts with performers and entertainers, who are selected for their appeal to an audience.

Affected Areas on Campuses

  • Purchasing staff on campus would be the primary user of these procedures. It would give purchasing staff another tool set when buying goods and services.
  • Contracting Officers who work with BOR procurement contracts.
  • May require a broader delegation from the Chancellor to Purchasing Director

Expectation of Campuses on UWSA policy reporting

  • A campus cannot tailor these procedures to their campus. This authority provides flexibility in the use simplified bidding and simplifies the RFP and Bidding process

Additional Communication

  • Purchasing Directors have received two trainings on these polices. Controllers have received a high-level review.
  • The Office of General Counsel has been trained.
  • Will be offering 2 additional trainings to CBO, Controllers and delegated Contracting Officers.
  • UWSS will build this into their future training schedule.

SYS 523, Emergency Procurements

The effective date of this policy is December 1, 2019.

Summary of Policy and Policy Revisions

  • This policy provides procurement authority when a campus is faced with an emergency and needs to contract quickly under BOR authority, due to an emergency. This only applies to those goods or services that fall within the BOR Procurement Policy definition. This would be a short-term solution until the campus can put a long term contract into place.
  • This authority also exists under the State of Wisconsin’s Procurement policies. The majority of emergencies will likely fall under State of Wisconsin’s Procurement authority.

Affected Areas on Campuses

  • Purchasing staff on campus would be the primary user of these procedures. It would give purchasing staff another tool set when buying goods and services.
  • Contracting Officers who work with BOR procurement contracts.
  • May require a broader delegation from the Chancellor to Purchasing Director.

Expectation of Campuses on UWSA policy reporting

  • A campus cannot tailor these procedures to their campus. This authority provides flexibility in the use of simplified bidding and simplifies the RFP and bidding process.

Additional Communication

  • Purchasing Directors have received two trainings on these polices. Controllers have received a high-level review.
  • The Office of General Counsel has been trained.
  • Will be offering 2 additional trainings to CBO, Controllers and delegated Contracting Officers.
  • UWSS will build this into their future training schedule.

SYS 525, Contract Thresholds

The effective date of this policy is December 1, 2019.

Summary of Policy and Policy Revisions

  • Establishes the dollar thresholds at which formal competition and evaluation of a supplier must occur. Formal competition includes formally advertising that a Bid or RFP is available and following procedures to analyze bids and proposals from suppliers.
  • These dollar thresholds are below the current federal purchasing threshold, but higher than those set by the State.
  • Federally funded contracts awarded using these thresholds should comply with federal purchasing regulations.
  • A simplified bidding process is authorized under $150,000.
  • Formal sealed bidding or a RFP must be used to award contracts over $150,000.
  • This policy establishes a review process for non-competitive contracts. UW Madison and UW Milwaukee are granted authority for their Associate/Assistant Vice Chancellors to review these contracts. Comprehensives will require the review by the Vice Chancellor.

Affected Areas on Campuses

  • Purchasing staff on campus would be the primary user of these policies. It would give purchasing staff another tool set when buying goods and services.
  • Vice Chancellors or Associate/Assistant Vice Chancellors at UW Madison and Milwaukee, because they will approve non-competitive BOR procurement contracts over $150,000.
  • Contracting Officers who work with BOR procurement contracts.
  • This may require a broader delegation from the Chancellor to Purchasing Director.

Expectation of Campuses on UWSA policy reporting

  • A campus cannot tailor these policies to their campus

Additional Communication

  • Purchasing Directors have received two trainings on these polices. Controllers have received a high-level review.
  • The Office of General Counsel has been trained.
  • Will be offering 2 additional trainings to CBO, Controllers and delegated Contracting Officers.
  • UWSS will build this into their future training schedule.

SYS 530, Procurement: Prohibited Contract Types

The effective date of this policy is December 1, 2019.

Summary of Policy and Policy Revisions

  • This policy applies to both State of Wisconsin and BOR Procurement contracts.
  • Federal grant and contract regulations prohibit the use of two types of contracts: cost plus a percentage of cost or a time and materials contract with no cap.
  • This policy prohibits the use of a cost plus a percentage of cost contract when using federal funds.
  • This policy requires a cap if using a time and materials contract when using federal funds.

Affected Areas on Campuses

  • Purchasing staff on campus would be the primary user of these procedures. It would give purchasing staff another tool set when buying goods and services.
  • Contracting Officers who work with BOR procurement contracts.
  • May require a broader delegation from the Chancellor to Purchasing Director.
    Expectation of Campuses on UWSA policy reporting
  • A campus cannot tailor these procedures to their campus.

Additional Communication

  • Purchasing Directors have received two trainings on these polices. Controllers have received a high-level review.
  • The Office of General Counsel has been trained.
  • Will be offering 2 additional trainings to CBO, Controllers and delegated Contracting Officers.
  • UWSS will build this into their future training schedule.

SYS 532, Procurement: Unauthorized Contracts

The effective date of this policy is December 1, 2019.

Summary of Policy and Policy Revisions

  • Creates a review process for contracts that were entered into without authority.
  • If the contract is approved a supplier can be paid. Without this mechanism there may not be authority to pay a supplier who entered into the contract in good faith.

Affected Areas on Campuses

  • Purchasing staff on campus would be the primary user of these procedures. It would give purchasing staff another tool set when buying goods and services.
  • Contracting Officers who work with BOR procurement contracts.
  • May require a broader delegation from the Chancellor to Purchasing Director.

Expectation of Campuses on UWSA policy reporting

  • A campus cannot tailor these procedures to their campus.

Additional Communication

  • Purchasing Directors have received two trainings on these polices. Controllers have received a high-level review.
  • The Office of General Counsel has been trained.
  • Will be offering 2 additional trainings to CBO, Controllers and delegated Contracting Officers.
  • UWSS will build this into their future training schedule.

SYS 534, Procurement: Disputes & SYS 534.a, Procurement: Dispute Process

The effective date of this policy and procedure is December 1, 2019.

Summary of Policy and Policy Revisions

  • This policy creates an administrative review process of a bid or RFP process, if the award is challenged by a supplier who participated in the bid or RFP process.
  • This only applies to service contracts valued over $150,000.
  • An administrative review process protects the university from suppliers taking the university directly to court to challenge an award.

Affected Areas on Campuses

  • Purchasing staff on campus would be the primary user of these policies. It would give purchasing staff another tool set when buying goods and services.
  • Contracting Officers who work with BOR procurement contracts.
  • May require a broader delegation from the Chancellor to Purchasing Director.

Expectation of Campuses on UWSA policy reporting

  • A campus cannot tailor these procedures to their campus.

Additional Communication

  • Purchasing Directors have received two trainings on these polices. Controllers have received a high-level review.
  • The Office of General Counsel has been trained.
  • Will be offering 2 additional trainings to CBO, Controllers and delegated Contracting Officers.
  • UWSS will build this into their future training schedule.

SYS 535, Public Records and Procurement Contracts

The effective date of this policy is December 1, 2019.

Summary of Policy and Policy Revisions

  • This policy was written by legal counsel. This policy requires compliance with the State’s public records laws.

Affected Areas on Campuses

  • Purchasing staff on campus would be the primary user of these policies. It would give purchasing staff another tool set when buying goods and services.
  • Contracting Officers who work with BOR procurement contracts.
  • May require a broader delegation from the Chancellor to Purchasing Director.

Expectation of Campuses on UWSA policy reporting

  • A campus cannot tailor these procedures to their campus.

Additional Communication

  • Purchasing Directors have received two trainings on these polices. Controllers have received a high-level review.
  • The Office of General Counsel has been trained.
  • Will be offering 2 additional trainings to CBO, Controllers and delegated Contracting Officers.
  • UWSS will build this into their future training schedule

SYS 545, Procurement: Consortiums and Cooperative Purchasing

The effective date of this policy is December 1, 2019.

Summary of Policy and Policy Revisions

  • Defines when and how consortium contract can be used to buy goods and services when using the BOR Procurement Authority.

Affected Areas on Campuses

  • Purchasing staff on campus would be the primary user of these policies. It would give purchasing staff another tool set when buying goods and services.
  • Contracting Officers who work with BOR procurement contracts.
  • May require a broader delegation from the Chancellor to Purchasing Director.

Expectation of Campuses on UWSA policy reporting

  • A campus cannot tailor these procedures to their campus.

Additional Communication

  • Purchasing Directors have received two trainings on these polices. Controllers have received a high-level review.
  • The Office of General Counsel has been trained.
  • Will be offering 2 additional trainings to CBO, Controllers and delegated Contracting Officers.
  • UWSS will build this into their future training schedule