Internal Policy and Procedures

Request for Purchasing Authority (RPA)

POLICY:

Purchasing transactions which exceed the delegated authority of UW-Madison Purchasing Services must be processed via a Request for Purchasing Authority (RPA) form to the Department of Administration, State Bureau of Procurement. (See PRO-C-2).

PROCEDURES:

1. Based on documentation from the principal investigator, user department, etc., the agent must draft a cover letter addressed to the Director of DOA State Bureau of Procurement justifying the purchasing request. This justification must include a summary that clearly and concisely identifies all information needed to make a decision on the transaction.

2. Agents must report all applicable RPA’s to supervisor in charge of the DOA “quarterly plan” (see PRO-A-4) as they are received from the department.

3. To properly transmit the RPA, purchasing agents must complete the appropriate form:

3.1 Agent Request Form for RPA.

3.2 General Use Form (RPA-G) for approvals that do not require the Governor's signature.

3.3 Waiver of Official Sealed Bid/Approve Legal Services/Approve Request for Proposal Form (RPA-W) when the Governor's approval is required or an approval for a Request for Proposal.

3.4 Vehicles Only Form (RPA-V) for vehicles only.

3.5 Request for Contractual Services process requires a formal notification to the applicable labor union. Agent must follow the processes outlined in IPP60 to successful completion before an award can be made.

4. When asking for a general (categorical need, not vendor specific), or specific (vendor specific) waiver over a period of time that:

4.1 The estimated annual expenditures are to be indicated on the RPA form. A note to the Bid processor must indicate the total dollars estimated for the entire period so they can enter the total dollars on the purchasing system for reporting purposes. If the Governor does not approve the entire dollar amount for the entire period, the agent must have the Bid processor update the system.

4.2 Previous year total expenditures must be referenced.

4.3 Expenditures by vendor name and address if applicable.

5. The Bid processor will obtain appropriate signatures and forward to DOA, and copy UW System Purchasing Director. Advertising will be done as appropriate

6. Agent will follow the progress of the RPA by referencing the VendorNet website on a weekly basis. Any abnormal time delays or unusual comments on the web update posting must be reported to the appropriate supervisor. RPA’s older than 30 days should also be brought to the attention of the supervisor.

7. When approved, bid processor will enter approvals on the purchasing system and forward the package to the agent for disposition.

REFERENCES:

State Procurement Manual section: PRO-C-2
Funding (from PRO-C-2)
State Procurement Manual section: PRO-A-4
IPP60