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Prior approval must be obtained before any purchases are made. Supervisors are responsible for all purchases made by those they supervise. 

Purchase order process - Effective November 1, 2015

You are responsible for asking the UGS Business Affairs office for every purchase that requires a purchase order. Reorders require separate purchase orders. All purchase orders must be final approved *before* your order is placed with the vendor. 
Prior approval must be obtained before any purchases are made. Supervisors are responsible for all purchases made by those they supervise. 

Dollar Range

Solicitation Process

Who is responsible?

$5$14,000.00 999 or less

Select best value by comparing different vendors' prices - no bid required

Staff member. Design must be approved by UGS Communications before quote is submitted for PO

$15$5,000 .01 - $25$49,000.00999

Requires a minimum of three telephone quotes to be taken from at least one
ethnic minority-owned and one woman-owned business when available

Staff member

informal bids

  • The bidding opportunity is not required to be publicly posted
  • Vendors may submit their bids to departments via mail, email, or fax
  • Departments must forward bids to the UGS Business Office for PO creation
  • Departments must obtain a minimum of three written bids
  •  Departments should make a good-faith effort to include at least one bid from a certified HUB vendor

Staff member. Design must be approved by UGS Communications before quote is submitted for PO

$50,000 - $1M

Requires formal bid/proposal (ITB/RFP) - Please contact UGS Business Office for procedures

$25,000.01 or more

Formal bids/quotes solicited by purchasing

Consult with UGS Business Office

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In addition to following the Purchasing Office's ProCard guidelines, you must submit a ProCard Charge Form a UGS Accounting and Purchasing Processing Form with the Pro-card information to the UGS Business Affairs office no later than three business days after receipt of goods. Please attach the original itemized receipts. 

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