Information for Departments - Purchasing Department

Departments are responsible for requesting price quotes from at least 2 suppliers when the estimated value of the purchase is between $2500 and $10,000. Competitive bidding for purchases between $10,000 and $50,000 is required. Purchasing will request at least three (3) competitive bids or quotes. Procurement transactions in this category must be processed by Purchasing. For purchases above $50,000 the Purchasing Department shall follow formal sealed bidding procedures.

If an item or items can be obtained under an existing competitively bid cooperative contract, consortium agreement, or OU contract the purchase may be made without obtaining additional competitive bids or quotes. Purchasing Policy containing bid thresholds can be found at the following link: Procurement Policy #1000

NOTE: Exhibit 1 to Procurement Policy #1000 - Delegation to Contracting Authority Authorization has been updated.

The Purchasing team will post formal solicitations on the OU Bid Opportunities page, and on the Michigan Intergovernmental Trade Network (MITN Purchasing Group). Once responses are received, it is the responsibility of Purchasing to award the purchase order or contract to the most qualified, responsive, responsible bidder. Purchasing may consider factors other than price. If you have questions about a particular solicitation, please contact the OU Purchasing Dept.

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Department Forms

Copier Equipment Requirements Form [MS Word]
FY23 Michigan Sales and Use Tax Certificate of Exemption
Purchase Order Adjustment Form [Fill-in Form]
Batch Closure Form [Excel]
- Batch closures will be processed before the end of the month received.
- Submit in excel format for processing
To apply for a Purchasing Card, fill out the Purchase Card Application and send to Accounts Payable.
Software & Hosted Solution Purchasing Checklist
- Software is not a reimbursable expense per OU Policy 1020.
- Using a personal credit card for software purchases will not qualify for reimbursement.
- Full document listing the approved software and details on compliance with this new practice can be found here toward the middle of the page: pCard Approved Software
Sole Source Form (MS Word) Fill-in Form

Software Renewal Process

Any software NOT listed on the PCard Approved Software page requires the following steps in order to purchase:

A requisition sent to Purchasing with:

A UTS Review (Software & Hosted Solution Purchasing Checklist)
A Certificate of Insurance - review Exhibit C Policy 1050 to determine appropriate requirements
Competitive quotes (as applicable by Policy 1000 bidding thresholds)

Note:

Annual software renewals still require a software form and review.
Purchase orders are required for all non-Pcard approved software purchases
For multi-year agreements attach the original signed agreement to the requisition when sending to Purchasing