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General Purchasing Guidelines

There are many mandatory state contracts that we are required to utilize. The mandatory contracts are the first resource when making a purchase. Mandatory contracts are available through the Department of Administration website.

If no mandatory contracted vendor is available for your commodity or service, an official procurement process is required by State law.

Procurement Cost Tiers

<$5,000Considered "Best Judgement" purchases. If it is anticipated that > $5,000 will be spent on commodities or services to the same vendor within the fiscal year, an appropriate process must be conducted.
>$5,000-$50,000A minimum of three (3) bids must be submitted to qualified vendors who can provide the commodity or service.
>$50,000Official State of Wisconsin sealed bid is required. The procurement is publicly posted.

For any annual services exceeding $50,000 a Cost Benefit Analysis (CBA) is required for review and approval prior to the procurement process. More information on CBA and requirements can be found in PRO-205.

State of Wisconsin Ineligible Vendor Listing

Please check both of the listings below before committing to any purchase, including P-card purchases.

The vendors on these lists cannot be used by any State of Wisconsin Agency, including UW Oshkosh.  If a department suggests one of these vendors, Purchasing Services will contact the department to obtain additional information in order to select an appropriate eligible vendor.

  1. The Wisconsin Office of Contract Compliance Ineligible Vendor Directory lists vendors that remain ineligible based on their failure to satisfy S.16.765, Wis. Stats. (requirement of Affirmative Action in employment for vendors doing business with the State of Wisconsin) and is updated weekly.
  2. The Certification for Collection of Sales and Use Tax Ineligible Vendor Directory lists vendors determined to be ineligible by the Wisconsin Department of Revenue for non-compliance with tax law listed in s.77.66, Wis. Stats.

For more information and frequently asked questions, please see the State of Wisconsin’s Certification for Collection of Sales and Use Tax page.

Regardless of Dollar Value

The chart below will assist in the purchase of commonly purchased items at the University. The contact person listed will assist in the purchasing process and be available for questions regarding products or vendors. For questions regarding items not identified below please contact the Purchasing Office at (920) 424-0317 for assistance and clarification.

Commodity/ServiceProcessContact Person
Audio Visual EquipmentState Contract Available on cameras, projectors, camcorders, etc.

Contact Information Technology for approval, assistance in the purchase of this equipment.
Information Technology
(920) 424-3020
Bus Rental - School or Coach BusesUniversity Contract for Bus Services

Contact Kobussen (School) or Lamers (Coach) for assistance in rentals.
Jesse Crain
(920) 424-0317
Business Cards and PrintingContact Document Services for business cards, letterhead, envelopes, etc.Document Services
(920) 424-1122
Computer Hardware, Software and PeripheralsState Contracts Available.

Purchases must be coordinated through Information Technology to ensure compatibility with existing computer systems as well as being able to be supported by Information Technology.

Special Note: Do not use Visa card for any computer hardware/software purchase totaling over $100 without approval by Purchasing or Information Technology.
Information Technology
(920) 424-3020
Copy PaperThere is a mandatory state contract for all types of copy paper which are stocked at UW Oshkosh Central Stores.

Order through Central Stores website.
Dan Filiatrault
(920) 424-3443
Copy Machines - Leased and PurchasedMandatory State Contract

Contact UW Oshkosh Information Technology Help Desk to get a quote for a new leased or purchased copier.
Information Technology
(920) 424-3020
Furniture and Facilities Related ProjectsThere are various mandatory state contracts for furniture. Complete the Renovation/Furniture Request.Susan Poff
(920) 424-2006
Mobile PhonesThere is a mandatory state contract for cell phones.

Contact Purchasing to assist in determining which mobile device and plan will best meet your needs.
Bree Oliver
(920) 424-0405
Office SuppliesMandatory State Contract with Staples. Order using your department Shop@UW account to receive contract pricing.

Contact Finance and Administration for any contract details or concerns.
Bree Oliver
(920) 424-0405
Scientific Equipment and SuppliesState Contracts available.

Contact the Purchasing Office for further details on vendors.
Bree Oliver
(920) 424-0405
ServicesAny time a vendor comes on campus and provides a service (i.e. maintenance and/or repair of equipment, entertainment services, facility rentals, cleaning, etc.).

All Contracts that need a signature must first go through Vice Chancellor of Finance and Administration Office for review and signature.
Jesse Crain
(920) 424-0317
Software as a Service (SAAS)Contracts available, if not on contract must follow standard procurement rules.

Contact Information Technology for consultation on software that satisfies the department's requirements.
Information Technology
(920) 424-3020