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State Procurement Manual

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The State Procurement Manual is your guide to statewide policies and procedures for obtaining materials, supplies, equipment, contractual services and all other items of a consumable nature.

The State Bureau of Procurement issues the Manual and updates it as necessary. Announcements of updates are communicated to agency purchasing directors or the established contact in the Directory of State Bureaus of Procurement/ Transportation and State Agency Purchasing/Printing Offices. This agency contact person is responsible for distributing information within his/her agency.

Rick S. Hughes, Director
State Bureau of Procurement


Table of Contents-Alpha

Entire Procurement Manual (PDF)

  • PRO-A Intro
  • PRO-B Statewide Contracts & Standards
  • PRO-C The Procurement Process
  • PRO-D General Policies
  • PRO-E Contrracting, Ordering, Receiving, Payment
  • PRO-F Transportation, Materials Distribution, Disposal
  • PRO-G Records & Reports
  • PRO-I Contracting for Services
  • PRO-J Printing
  • PRO-K Work Centers
  • Revision Marks

Introduction

Number Title Effective Date
PRO-A-1
PRO-A-2
PRO-A-3 Delegation (Formerly Major Delegation) 10-14-14
PRO-A-4 Procurement Plans 10-31-11
PRO-A-5 State Procurement Manual 04-01-02
PRO-A-6 Management Reviews 11-30-12
PRO-A-7 Directory of State Bureaus of Procurement/Transportation and State Agency Purchasing/Printing Offices 02-01-99
PRO-A-8 State Agencies Purchasing Council 01-01-82


Statewide Contracts and Standards

Number Title Effective Date
PRO-B-1 State Procurement Statewide Contracts (Formerly Bulletins) 03-15-13
PRO-B-2 Index of Scheduled Statewide Contracts (Formerly Bulletins) 04-01-00
PRO-B-3 NIGP Commodity Codes 10-16-02
PRO-B-4 Questionnaires, State Procurement Operational 12-01-86
PRO-B-5
PRO-B-6 Specifications 08-01-91
PRO-B-7 Standard Commodities and Statewide Contracts 05-01-92
PRO-B-8 Standards Committees 09-01-83
PRO-B-9 Value Analysis 04-01-00
PRO-B-10 Index of Procurement Information Memorandums (PIMs) 04-01-00
PRO-B-11
PRO-B-12 Procurement Information Memorandum (PIM) 04-01-00


The Procurement Process

Number Title Effective Date
PRO-C-1 Competitive Bidding Policy 08-01-82
PRO-C-2 Request for Purchasing Approval/Authority (RPA) Policy and Procedure 10-31-11
PRO-C-3 Emergency Procurement 02-07-13
PRO-C-4 Non-Collusion Statement 06-01-82
PRO-C-5 Bidding Policy and Procedure, Official Sealed Bid 08-01-05
PRO-C-6 Legal/Public Notice 01-12-12
PRO-C-7 Equipment List Procedure 10-01-00
PRO-C-8 Simplified Bidding 11-05-13
PRO-C-9 Waiver of Bidding Process 05-01-97
PRO-C-10 Bid Waiver Justification Letter 10-18-01
PRO-C-11 General Waiver 05-08-02
PRO-C-12 Competitive Negotiation (Request for Proposal) 08-01-05
PRO-C-13 Noncompetitive Negotiation (Sole Source) 04-01-02
PRO-C-14 Utility Services 01-01-86
PRO-C-15 Basis for Awards 07-01-94
PRO-C-16 Lowest Responsible Bidder 10-18-01
PRO-C-17 Bidders Lists 10-14-14
PRO-C-18 Printing Procurements 05-26-04
PRO-C-19 Bonds and Sureties 06-19-03
PRO-C-20 Reciprocity Law 05-26-04
PRO-C-21 Mail Job Action Contingency Plan 01-01-82
PRO-C-22 Request for Information (Formerly Estimate Solicitation) 06-19-03
PRO-C-23 Notice to Unsuccessful Bidder 03-09-12
PRO-C-24 Tied Bids 03-27-07
PRO-C-25 Intergovernmental Procurements 06-01-87
PRO-C-26 American-made Materials Policy 02-01-99
PRO-C-27 Serial Contracting 09-18-12
PRO-C-28 Disclosure 12-01-83
PRO-C-29 Evaluation Committee (Request for Proposal) 03-27-07
PRO-C-30 Communications with Proposers (Request for Proposal) 05-01-92
PRO-C-31 Reverse Auction 12-14-01
PRO-C-32 Grants and Other Nonprocurement Transactions 09-21-10
PRO-C-33 Procurement from Badger State Industries 03-14-13
PRO-C-34 Evaluation Committee Problems/Issue Resolution (Request for Proposal) 12-02-13
PRO-C-35 VendorNet 08-17-12
PRO-C-36 Electronic Forms 07-29-10
PRO-C-37 World Trade Organization Government Procurement Agreement 01-01-12
PRO-C-38 Guidelines for Use of Requests for Proposals, Official Sealed Bids and Waivers 03-27-07
PRO-C-39 Best and Final Offer Process and Procedures 03-27-07
PRO-C-40 Evaluation Committee Reports 03-27-07


General Policies

Number

Title Effective Date
PRO-D-1 Minority Business Enterprise Policy 12-16-10
PRO-D-2 Honorarium 05-01-97
PRO-D-3 Contract Compliance Policies and Procedures 04-24-13
PRO-D-4 Material Safety Data Sheet (MSDS) Requirement 05-26-09
PRO-D-5 Graphic Reproduction Equipment 11-05-13
PRO-D-6 Federal Property Program 11-15-04
PRO-D-7 Telecommunications Procurements 09-15-10
PRO-D-8 Unlawful Benefits to State Employees and Public Officials 12-01-86
PRO-D-9 Small Business Policy 06-01-91
PRO-D-10 Council on Small Business, Veteran-owned Business and Minority Business Opportunities 02-25-10
PRO-D-11 Use of Private Facilities 01-01-82
PRO-D-12 Veteran-owned Business Policy 04-01-93
PRO-D-13 Insurance and Bonds 07-01-93
PRO-D-14 Use of Products Containing Phosphorus 12-01-84
PRO-D-15 Contracts for Household Moves 12-01-83
PRO-D-16 Motor Vehicles, Procurement of 10-01-88
PRO-D-17 Limited Trades Contracts 02-01-99
PRO-D-18 Contracts With Carriers For Transortation of Merchandise (Except Household Goods) 12-01-83
PRO-D-19 Recycling Procurement 05-01-01
PRO-D-20 Letters of Endorsements and-or Testimonials 01-01-82
PRO-D-21 Construction Projects 02-01-99
PRO-D-22 Procurement of Space 04-14-10
PRO-D-23 Public Records Access 07-01-02
PRO-D-24 Cutoff Days for Encumbering Funds 03-31-14
PRO-D-25 Collective Purchasing with Other States or the Federal Government 01-12-12
PRO-D-26 Antitrust Laws 10-01-00
PRO-D-27 Contract Award - Competitive Negotiation 06-01-83
PRO-D-28 Amendments to Requests for Purchasing Approval/Authority (RPAs) 10-11-12
PRO-D-29 Piggybacking (Formerly Identical Requirement Contracts) 10-14-14
PRO-D-30 Cooperative Purchasing: Wisconsin Municipalities 10-18-01
PRO-D-31 Certification for Collection of Sales and Use Tax 09-10-04
PRO-D-32 Procurement of Transportation: Individual and Small Group Travel 02-01-06
PRO-D-33 Conference, Meeting, Seminar and Group Travel Planning 12-01-05
PRO-D-34 Certificates of Insurance 04-14-10
PRO-D-35 Disabled Veteran-owned Business Policy 10-14-14



Contracting, Ordering, Receiving and Payment

Number Title Effective Date
PRO-E-1 Purchase Order 01-01-00
PRO-E-2 Purchase Requisition 04-01-00
PRO-E-3 Receiving, Inspection and Claims Procedures on Purchased Materials 06-01-89
PRO-E-4 Direct Charges, Invoices and Vouchers 01-01-00
PRO-E-5 Receipt of Damaged Goods (Formerly Rejection Documentation) 04-01-00
PRO-E-6 Prompt Payment Policy 08-01-93
PRO-E-7 Standard Terms and Conditions 06-01-99
PRO-E-8 Prior Approval of Purchases/Unauthorized Purchases 06-01-83
PRO-E-9 Noncontract Blanket Orders 10-14-14
PRO-E-10 Length of Contracts 04-01-02
PRO-E-11 Funds Available 01-01-82
PRO-E-12 Lease and Rental Agreements 03-10-04
PRO-E-13 Maintenance and Repair Contracts 04-01-00
PRO-E-14 Pricing and Discounts 11-01-88
PRO-E-15 Tax Exemption-Exempt or Not 03-31-14
PRO-E-16 Contract Blanket Orders 10-01-89
PRO-E-17 Capital Acquisition Financing 01-01-82
PRO-E-18    
PRO-E-19 Life Cycle Cost Estimates 01-01-82
PRO-E-20 Release Orders 10-01-89
PRO-E-21 Contract Cancellation and Termination Procedures 05-01-97
PRO-E-22 Leasing/Rental, Passenger Sedans; Vans and Station Wagons; Work Vans, Trucks and Buses; Airplanes; and Motorcycles 11-26-07
PRO-E-23 Purchasing Card 09-23-05
PRO-E-24 Extended Period/Continuing Contracts 11-25-02

Transportation, Materials Distribution, Disposal

Number Title Effective Date
PRO-F-1 Surplus Property Disposal -- Vehicles and Related Equipment 11-05-10
PRO-F-2 Materials Distribution Services (Formerly State Consolidated Stores) and Waupun Central Warehouse 08-01-99
PRO-F-3 Surplus Property Disposal -- Nonvehicles 03-18-04

 


Records and Reports

Number Title Effective Date
PRO-G-1
PRO-G-2 Minority Business Enterprise Procurement Activity Reporting 11-01-10
PRO-G-3 Disabled Veteran-owned Business Procurement Activity Reporting 11-01-10
PRO-G-4 Records Retention 12-17-92
PRO-G-5
PRO-G-6 Complaint Report on Vendor/Contractor Performance 06-01-87


Contracting for Services

Number Title Effective Date
PRO-I-1 Introduction 02-18-14
PRO-I-2 Checklist 10-18-01
PRO-I-3 Definitions 10-14-14
PRO-I-4 Justification of Need 10-14-14
PRO-I-5 Contracting for Advertising Services 11-01-88
PRO-I-6 Contracting for Banking Services 05-21-13
PRO-I-7 Contracting for Private Security Guard Services 03-31-14
PRO-I-8 Legal Services 02-16-09
PRO-I-9 Compliance with Collective Bargaining Agreements/ Notification of Labor Organizations 09-24-12
PRO-I-10 Contracts for Temporary Help 05-21-13
PRO-I-11 Employee-Employer Relationship 12-01-83
PRO-I-12 Contracting with State Employees 03-01-97
PRO-I-13 Appeals Process--Contractual Services 03-01-12
PRO-I-14 Notice of Intent--Contractual Services 03-01-12
PRO-I-15 Cost Benefit Analysis (CBA) 11-05-13
PRO-I-16 Continued Appropriateness of Contracting for Services 11-05-13
PRO-I-17 Contract Administration 03-24-10

Printing

Number Title Effective Date
PRO-J-1 Printing Definition 04-14-10
PRO-J-2 Printing Purchase Orders 04-01-02
PRO-J-3 Printing Bidding Procedures 07-26-12
PRO-J-4 Printing Contract Disputes (Formerly Printing Order Evaluation) 04-01-02
PRO-J-5 Public Printing Reporting 08-08-12


Work Centers

Number Title Effective Date
PRO-K-1 Agency Initiation of a Contract 02-04-13
PRO-K-2 Work Center Solicitation of a Contract 10-04-02
PRO-K-3 Fair Market Price 10-04-02
PRO-K-4 Request for Certificate of Exception 10-04-02
PRO-K-5 Appreciable Contribution 09-23-05
PRO-K-6 Contract Cost Analysis 10-04-02
PRO-K-7 Index of Commodities and Services 02-01-98

 


Revision Marks

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Double underlined words are new or amended.

Words are new or amended.

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A word, sentence or paragraph is deleted.