Number IPP 26

Dated: 4/30/09
Replaces: 10/9/07

Internal Policy and Procedures

Special Approval Process

POLICY:

Purchase orders will NOT be issued until special approvals and/or forms required by various state statutes are received.

PROCEDURES:

Following is an index of a product/service with special needs and its corresponding procedure section.

1.1 Alarm, Security System Installation

1.2 Asbestos Removal

1.3 Biological Safety Cabinet/Filtered Air Devices

1.4 Computer Equipment and Software

1.5 Computer Software License Agreement

1.6 Controlled Substances, (Narcotics and Dangerous Drugs)

1.7 Furniture

1.8 Graphic Equipment

1.9 Heating, Air Conditioning, Ventilation and Ionic Air Purification Equipment

1.10 Importing or Exporting Goods and Services

1.11 Legal Services

1.12 Logos, Indicia/Trademarks

1.13 Motor Vehicle

1.14 Omnibus Reconciliation Act--Medicaid/Medicare Funding

1.15 Printing

1.16 Radioactive Materials

1.17 Remodeling Project

1.18 Signage (Buildings and Campus)

1.19 Stable Isotope from U.S. Department of Energy

1.20 Telecommunication Equipment

1.21 Temporary Help--Contractual Services

1.22 Weapons and Ammunition

1.23 Explosives and exotic chemical materials


1. As a general procedure, when a requisition is received without the required approval noted or proper form attached, the agent will either send a Request for Information, (RFI) or phone the department or approving agency as indicated under each item below to obtain required approval/form. The requesting department will be copied on RFIs sent to approval agency. The requisition will be held until proper approval is received at which time appropriate purchasing action will be taken. A detailed explanation of the required approvals is contained in PPP #4.

1.1 ALARM (SECURITY) SYSTEM INSTALLATION

All alarm (security) systems installed in UW-Madison property or buildings must be programmed to respond directly to UW Police and Security (P&S). Contact P&S to have a completed Alarm Security Survey done (contact 265-3797 or 262-3062). You must also have an Alarm Application form on file with P&S. The UW Electric Shop will heed to assess the system (2 weeks prior notification needed) and the contact number is 263-3333. A copy of these forms should be attached to the requisition prior to any processing. For more information see "How To Get An Alarm System Installed"

1.2 ASBESTOS REMOVAL

All asbestos removal work must be coordinated with the UW Safety Department (tel: 262-8769) BEFORE a Purchase Order (PO) is issued. If a requisition is received without a notation that UW Safety has been contacted, the agent will call or send an RFI to UW Safety informing them of the activity so they may contact the department.

1.3 BIOLOGICAL SAFETY CABINET/FILTERED AIR DEVICE

The purchase of biological safety cabinets, fume hoods, necropsy tables or other ventilated enclosures must be approved by UW Biological Safety Office (contact 263-2037) or Environment Health Safety Department (contact 262-1809). The agent will obtain approval by sending information to Biological Safety Office, 30 East Campus Mall for review and final determination of exact item(s) to be ordered. The Biological Safety Office will call the principal investigator about the acquisition, if necessary, to determine exact usage and need.

If the Biological Safety Office advises the equipment is not a biological safety concern, the agent will send information to Facilities Planning & Management (FP&M) [contact 263-3002] for review.

FP&M will determine if installation of a filtered air device will require building remodeling. If a remodeling project is required, FP&M will provide specifications and inform the department of the costs/work required, which will be funded by the department.
Agent will hold requisition until notified of approval. Once approval is received, the agent will take the appropriate purchasing action.

1.4 COMPUTER EQUIPMENT AND SOFTWARE

Information Technology Review (ITR) forms are required for any purchase or upgrade of an administrative mainframe or a major application purchase totaling $250,000.00 or more. An ITR form must be completed, signed and included with your requisitions. ITR forms and guidelines are available at website: http://www.bussvc.wisc.edu/purch/forms.html.  Contact Purchasing Services at 262-1526.

1.5 COMPUTER SOFTWARE LICENSE AGREEMENT

All software license agreements or other similar contracts that are signed on behalf of the University are signed by a Purchasing Services or delegated department agent. (An unauthorized signer assumes personal responsibility for damage claims that may arise).
The Department person responsible for the day-to-day use of the software must submit a completed Contract Compliance Commitment Letter with the requisition when the vendor requires a license agreement to be signed. Forms are available from Purchasing Services, website: http://www.bussvc.wisc.edu/purch/forms.html

Agent will review the agreement per IPP 15, sign the contract, prepare a transmittal letter (that requests return of a fully executed copy if not already signed by vendor), make two copies: one copy for Purchasing Services ALL file, (see IPP#42) and one copy for the department contact person, and mail (if a purchase order is involved, the agreement and cover letter, should be mailed with the PO).  Contact Purchasing Services 262-6557.

1.6 CONTROLLED SUBSTANCES

(Narcotics and Dangerous Drugs). Persons needing to use a controlled substance (Schedules I, II, III or IV) for purposes of scientific research, instructional activity, or chemical analysis must be registered with the State Controlled Substances Board and the U.S. Drug Enforcement Agency (DEA). This excludes the activities of licensed medical, veterinary and pharmacy professionals who are permitted by license in the course of professional practice in this state. Requisitions submitted to Purchasing Services must have the DEA registration number and a completed DEA 222 form attached. (refer to PPP#25)

Contact: Drug Enforcement Administration, 517 E Wisconsin Ave, #228A, Milwaukee WI, 53202 or 414-297-3604 (FAX 297-1169) to apply for DEA registration. Controlled Substances Board, 1 W. Wilson, PO Box 7851, Madison WI. 53707 or 608-266-7586 (FAX 266-0036) to apply for a Wisconsin Special Use Authorization.  Contact Purchasing Services at 262-1526.

1.7 FURNITURE

UW Madison is required to purchase furniture items listed below from Badger State Industries (BSI) (reference bulletin on requisition). BSI is given the opportunity to determine if their product line can meet specifications. If the department selects a different vendor, product specifications and justification as to why BSI's product does not meet specifications must be attached to the requisition. If Purchasing Services agrees, a release number will be requested from BSI. A purchase order to another vendor is not issued without a release number from BSI.
Current Bulletin Number:
15-42521-670 -- Desks, credenzas and matching bookshelves (wood)
15-42556-570 -- Acoustical screen (free standing)
15-42517-670 -- Computer Furniture and Access.

Contact: Purchasing Services at 262-1147

1.8 GRAPHIC EQUIPMENT

Graphic equipment, for purposes of special approval includes all photocopiers, laser printers, proofing equipment, prepress equipment, CTP (computer to plate) equipment, and printing equipment such as: folders, plate makers, collators, sorters, stapler/stitchers, saddle binders, hot glue binders and powered paper cutters over $25,000 (outright purchase or sum total of all lease payments over the full term).  The request for such equipment must have the approval of the UW Madison Print Review Committee, and the Department of Administration (DOA), State Bureau of Procurement. The application form, part of  PRO-D-5 is to be completed by the department and sent with the requisition. An application form for graphic equipment is available from Purchasing Services website: http://www.bussvc.wisc.edu/purch/forms.html

Contact: Purchasing Services 262-1526

Upon receipt of the completed application, the agent will review all documents, sign, and forward the application and equipment specifications (if needed), to the UW Madison Print Committee. If approved it is forwarded to the appropriate DOA commodity manager by the agent for review and approval.
Orders may not be placed with a vendor before the approvals are received.

1.9 HEATING, AIR CONDITIONING, VENTILATION AND IONIC AIR PURIFICATION EQUIPMENT.

All heating, air-conditioning, ventilating, and ionic air purification equipment purchases must be approved by UW-Madison Planning and Construction and are made by Physical Plant. Upon receipt of a requisition for heating, air conditioning, ventilation, or ionic air purification equipment, the agent will contact the department informing them of this process.
The agent will cancel the requisition on the purchasing system.

1.10 IMPORTING OR EXPORTING GOODS AND SERVICES

(Refer to PPP #20) All state, federal and U.S. customs laws and regulations are followed for purchases of products or services from a foreign country for shipment to the United States, purchases in the USA shipped to a foreign country, or for purchases of products or services in a foreign country for use in a foreign country. Scarborough International Ltd. (formerly BM&P) tel: 847-593-5484 / FAX 847-678-8736.   Contact: Purchasing Services at 262-4562

1.11 LEGAL SERVICES

No state agency may employ legal counsel without the prior approval of the Governor. The Purchasing Agent at 21 N Park St., Ste 6101 responsible for contractual services will review each situation. CONTACT: Purchasing Services prior to any action at 262-5936. If the acquisition of service is deemed justified, the Request for Purchasing Authority (RPA) process is followed which requires a detailed letter, the statement of need, from the department. The Peterson agent will forward the RPA packet to the Vice Chancellor for Legal Affairs for review of the need and forwarding to the Governor's Office.

1.12 LOGOS, INDICIA, TRADEMARKS--An 8/2/93 memo from Office of Trademark Licensing, regarding Manufacturers licensed with UW states that:

All products bearing University of Wisconsin registered logos, indicia or trademarks must be purchased from licensed vendors in accordance with normal purchasing regulations. The agent will review each requisition against the UW-Madison Trademark Licensing Program document to determine if the specified logo is registered.

  • If the logo, indicia or trademark is registered and the suggested vendor is on the list of licensed vendors, or if the logo, indicia or trademark is not registered, the requisition will be processed in accordance with normal purchasing regulations.
  • If the logo, indicia, trademark is registered and the suggested vendor is not licensed, the agent will advise the department of the situation. If the department wishes the suggested vendor be given an opportunity for licensing, the agent will inform the vendor to contact the Office of Trademark Licensing. The Office of Trademark Licensing will instruct the vendor how to proceed with the licensing process.

A list of registered vendors and logos, and forms and instructions for licensing may be obtained through the Office of Trademark Licensing, at 262-0195 or 265-1152.

1.13 MOTOR VEHICLE--Refer to PPP #17.

All motor vehicle acquisitions are approved by the State Department of Administration (DOA) and the Governor. All requests to replace vehicles must go through the college Vehicle Coordinator, then to the Car Fleet Office at Fleet Office at 10 N. Murray Street, Madison WI., 53715.  Contact: Your college vehicle coordinator or Car Fleet Office at 262-1307.

1.14 OMNIBUS RECONCILIATION ACT--MEDICAID/MEDICARE FUNDING (OVER $10,000.00) Public Law 96-499 (Omnibus Reconciliation Act)

Upon receipt of a requisition funded by Medicaid/Medicare, Purchasing Services will determine if the Omnibus Reconciliation Act applies and submit a Public Law 96-499 form to the vendor for signature.  Contact: Purchasing Services at 262-1526.

1.15 PRINTING--Refer to PPP #5.

All printing over $49.99 with the exception of stationery, letterhead or business cards which must be purchased from a state printing contract at any dollar level must be competitively bid. If the requisition is for Printing, and can be handled by the Division of Information Technology (DoIT) Printing Services, it should be cancelled from the purchasing system and taken to Pre-Audit for return to the department or to DoIT Printing for bidding and issuance of an order.
Printing-related items are assigned to the agent who buys the commodity: envelopes (plain); labels; binding of books and periodicals; binding; diplomas and inserts; plastic cards such as ID cards; stock forms (preprinted forms available from a vendor's shelf); badges, plaques, signs, nametags; and, student-funded printing. Normal purchasing regulations apply.
Contact: Division of Information Technology (DoIT) Printing Services 263-6739 and/or Purchasing Services at 262-4562.

1.16 RADIOACTIVE MATERIALS

All radioactive materials, whether they be by-product, naturally occurring, or accelerator produced, that are ordered for UW Madison use are ordered by and delivered to UW Safety Central Ordering, Receiving and Distribution (CORD), requisitions not ordered through and delivered to CORD will be cancelled unless a letter from CORD is attached.
Contact: CORD, 262-6511.

1.17 REMODELING PROJECT

Prior approval from the Division of Facilities Planning and Management (FP&M) is required for any work, including acquisition and installation of equipment, which impacts the architectural, structural, mechanical, electrical or security system of a campus building or results in a change in space usage. The approval is required to ensure that the proposed work is a feasible project which complies with campus standards, state codes and Americans with Disabilities Act (ADA) guidelines, and that the existing systems can support any new equipment or remodeling. (University Housing and Wisconsin Union Facilities are exempt form these procedures.)
Departments are required to submit requests to Physical Plant Project Administration Center (PAC) for review and approval by appropriate FP&M units. This is to ensure proper design and construction, including the preparation of specifications, issuing of purchase orders, coordination of trades, and technical oversight through the course of the project. The department will be asked to do one of the following:
a.) Issue an internal requisition to Physical Plant for implementation of the work by in-house resources or outside vendors.
b.) Prepare an external requisition to an outside vendor or to start the bidding process. In this case, FP&M will provide the department with a special authorization form to accompany the requisition. Such authorization form is required for order processing, including orders against existing contracts and blanket orders.

Category

Items

Architectural Finishes & Interior Design

Carpet & other flooring, interior design, signage, sound control, window coverings, wall coverings, etc.

Asbestos Abatement

Floors and insulation

Electrical Systems

A/V installations (need to be mounted on ceiling or wall), electrical/power transformers, fire alarm systems, high load electrical equipment (3 phase power requirement or consumption over 3kW), instrumentation requiring direct wire to building electrical system, lighting, facilities wiring.

Security Systems

Access, intrusion, security systems

Structural System

Door/windows - removal, modification or new construction; exterior modification - including any equipment to be installed on the exterior; installation of equipment that significantly impacts structural loading of floors, walls and ceilings; modification to route of egress; walls/partitions - removal, modification or new construction

Others

Conversions of space (e.g. changing office space usage to computer lab, etc.), Assistive Listening Devices (ALD)*

*Assistive Listening Devices
Contact: Facilities Access/Planning

Contact: Project Administration Center - Physical Plant
201 Service Bldg
1217 University Ave
Madison WI 53706
Phone: 265-4598 or 263-3021

1.18 SIGNAGE (BUILDINGS AND CAMPUS)

All interior and exterior signage requires the prior approval of the FP&M sign shop at (608) 263-3333.

Regardless of cost, all signage that the FP&M sign shop is unable to produce should be acquired from the mandatory state contract with Badger State Industries (BSI) before contracting with an outside vendor.

1.19 STABLE ISOTOPES FROM U.S. DEPARTMENT OF ENERGY

Non-radioactive Stable Isotopes purchased from the Department of Energy (DOE) must include a completed Department of Energy form entitled "US Department of Energy Isotope and Technical Service Order" This form must accompany any requisition requesting product material, technical services, stable isotopes or cyclotron-produced radioisotopes (CORD will actually purchase cyclotron produced isotopes), or related services from the U.S. Department of Energy. If not attached, agent will send a Request for Information (RFI) to the department. Forms are available at website: http://www.ornl.gov/isotopes/catalog.htm
Contact: U.S. Department of Energy at 865-574-6984.

1.20 TELECOMMUNICATION EQUIPMENT

All telephones or telephone systems, cellular phones, etc. are preapproved by UW-Madison Division of Information Technology (DoIT). A list of preapproved equipment is available at DoIT. Contact DoIT to purchase items not on the preapproved equipment list regardless of the dollar amount. Equipment with a purchase price of $10,000.00 or more, rentals of $250.00/month or more, and multi-lease agreements require the prior approval of DoIT. A Telecommunications System Study Report (TSSR) form must be attached to the requisition and is available on DoIT's website.
Materials Distribution Services (MDS) sells telephones from the preapproved equipment list. See PRO-D-7.
Contact: Division of Information Technology at 262-5520 or 262-8874
Material Distribution Services at (608) 497-4400
For Cellular Phones contact DoIT Operations at (608) 262-5544.

1.21 TEMPORARY HELP--CONTRACTUAL SERVICES

Any department not using mandatory state temporary help contracts must contact Purchasing Services prior to making any commitment to contract for temporary help regardless of the dollar amount. Purchasing Services will require a detailed justification letter from the Department stating why an LTE is not hired and why the normal personnel process is not followed. In all cases of hiring temporary help, Purchasing Services must confer with and obtain approval form the Classified Personnel Office. Classified Personnel Office will notify the appropriate Union. Hiring of security guards must have approval of Capitol Police. See PRO-I-10
Contact: Purchasing Services at 262-6557 prior to submitting a requisition.
The Request for Purchasing Authority (RPA) process is required, with a detailed justification letter from the department stating why an LTE is not hired and why the normal personnel process is not followed. Purchasing Services must obtain certification from the Classified Personnel Office that the appropriate Union has been notified.

1.22 WEAPONS & AMMUNITIONS

All purchases for weaons (handguns are prohibited) must be preapproved by UW Madison Police Department. Contact UW Police Dept. at 608-263-1464 for the appropriate forms that will need to be completed by the Police Chief. A copy must be attached to the requisition.

1.23 EXPLOSIVES AND EXOTIC CHEMICAL MATERIALS

All purchases for explosive material or exotic chemicals must be preapproved by the UW Madison Police Department AND the UW Safety Department. The appropriate forms can be obtained by contacting the UW Police Dept. at 608-263-1464, or UW Safety Dept.  in advance of the purchase. Special storage and handling arrangements may be imposed by either of these departments.

DELEGATED AGENT PROCEDURE.

Delegated agents should obtain all necessary written approvals and/or forms prior to submitting PO ready requisitions to Purchasing Services. Delegated agents shall retain documentation in their department purchasing file for audit purposes.

REFERENCES:

PRO-D-5  http://vendornet.state.wi.us/vendornet/procman/prod5.pdf
PRO-D-7 (Telecommunications Procurements)
PRO-I-10 (Contracts for Temporary Help)
PPP 4 (Special Approvals)
PPP 5 (Printing Related & Printing Purchases)
PPP 17 (Vehicles, Purchase/Lease, New/Used, Replacement and Disposal)
PPP 20 (Importing/Exporting Goods/Services)
PPP 25 (PPP Definitions)
IPP 15 (Signatory Authority/Contract Review)
IPP 42 (Agreements, Leases, Licenses [ALL] Files)
UW Safety Department