Original Issuance Date: October 15, 2019
Last Revision Date: October 15, 2019
Effective Date: December 1, 2019

1. Policy Purpose

The purpose of this policy is to establish competitive procurements as the preferred method for awarding contracts and establishing dollar thresholds for evaluating suppliers.

2. Responsible UW System Officer

Associate Vice President for Administrative Services

3. Scope

This policy applies to contracts for goods and services awarded using the Board of Regent’s authority. This policy does not apply to Architectural and Engineering (A/E) services or construction

4. Background

The University of Wisconsin System Board Of Regents procurement authority, found in s. 36.11(1)(b), Wis. Stats. supports the educational and research mission of the university. It is for purchasing goods and services unique to the university’s academic and student life.  These are goods and services which are not normally purchased by other state agencies nor found in state mandatory contracts.  This procurement authority also covers purchases of goods and services that have been statutorily assigned to the university.

Competitively awarding contracts is the preferred method for contracting for goods or services in order to obtain the best value for the university system.  When competition is not available, non-competitive negotiations can be used.  There are a number of tools that can be used to award contracts.

This policy also establishes the thresholds that determine the level of vetting and type of procurement process required by the university to award a contract to a supplier.

5. Definitions

Procurement Lead: A Purchasing Staff member who is trained and has experience in conducting sealed bids and competitive proposals.

6. Policy Statement

UW System institutions have the responsibility to competitively award contracts in order to obtain the best contract value.  When competition is not available Non Competitive Negotiations should be followed.

The value of a contract shall be determined either by how much the UW System pays a supplier for their goods or services or by how much revenue the UW System earns from a supplier through the contract, including all option periods.

The dollar thresholds for evaluating suppliers are listed below.  High Risk services may be a reason to use a more formal process to evaluate a supplier.

  • Simplified bidding can be used up to $149,999.
  • Formal Sealed bidding or Requests for Proposals must be used at $150,000 or above.

Non Competitive Negotiations can be used. UW System Administrative Policy 540, NonCompetitive Procurement Contracts, sets out the level of approvals at the different dollar thresholds.  

7. Related Documents

Uniform Guidance  2 CFR 200.318

UW System Administrative Policy 540, Non-Competitive Procurement Contracts

8. Policy History

First approved: October 15, 2019

9. Scheduled Review

October 2024