How To Set Up An External Contract Blanket Order

  • A Contract Blanket Order is issued to establish an account with a specific external vendor for the purchase of specified commodities based on a competitive bid, or for items determined to be exempt from competition by the authority of a waiver. Please see How To Set Up an External Blanket Order if the items are not covered by a contract or waiver.
  • Departments must order only commodities covered by the account code. There is no dollar limit per release unless stipulated in the referenced contract, waiver or bulletin.
  • Contract Blanket Orders for printing are issued only for departments with delegated authority to purchase printing.

Procedure:

  1. Request a Contract Blanket Order by completing an external requisition through the external requisition generator in My UW and routing it through normal approval channels. The contract, bulletin, or waiver number should be noted in the item description entered on the requisition.

  2. Contract Blanket Orders are issued for $1.00 in situations where no exact commitment is being arranged, e.g. for "as needed" purchases. Specific commitments within the SFS Account Code ranges listed below can be issued for the full amount of the commitment.

    Account Code Description
    2200, 2201, 2210, 2230, 2260, 2270, 2271, 2620 - 2625, 2626, 2630, 3700, 6160, 7327, 7328 Services
    2300, 2305, 2320, 2625, 2330, 2335, 2340, 2345, 2350, 2355, 2360, 2370, 2410, 3810 Rental/leases
    2460, 2480, 2630 Maintenance contracts

    3150, 3151

    Software

    3840, 3845, 3910 Grant Sub-agreements
  3. The Contract Blanket Order may be issued for a maximum period of 12 months. Departments should not place a release prior to the beginning date or after the expiration date of the Contract Blanket Order, the contract, the bulletin, or the waiver.
    • General Program Revenue (GPR) funded by 101 through 119 or 150, must expire at the end of the fiscal year, June 30. Any other funding source may overlap fiscal years but may not exceed 12 months or the ending date of the funding source.

  4. Departments may begin to purchase using the blanket order after receiving the department copy of the purchase order or if the purchase order is shown as printed on the Purchasing Services Purchasing System Inquiry. The department should provide the vendor with the complete 13-digit blanket order number, verify the ship-to address and provide a contact name and phone number at the ship-to address. The department should remind the vendor that two copies of the invoice, referencing the blanket order number, must be sent to ACCOUNTS PAYABLE, 21 N Park St., Ste. 5301, Madison, WI 53715-1218.

Please contact Purchasing Services with any questions.