Number IPP 17

Dated: 1/31/08
Replaces: 2/23/99

Internal Policy and Procedures

Contracts, Publishing and Distribution

POLICY:

Contracts developed by UW-Madison Purchasing Services are published and distributed to agent of record, awarded vendor(s), Accounts Payable and made available on the Purchasing Services website. Publication of contracts is targeted to be done within 30 days of an award and is done by the Bid Processing staff.  Published amendments will communicate changes or contract cancellation and are sent to agent of record, awarded vendor(s), Accounts Payable and made available on the Purchasing Services website (See Bid Processing procedure manual for instructions).

Published contracts are used to communicate all necessary information to assist departments in creating requisitions, advise of special approvals, provide a quick reference guide, and enable Accounts Payable to audit invoices.

NOTE:  Restricted contracts are published with limited information which includes:  description of contract, commodity code, contract number, contract origin, additional information, RESTRICTED, and contract term.  Additional information may be added at the agent's discretion.