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State Procurement Manual

Effective August 15, 2019, the Wisconsin State Procurement Manual is being revised. The new content and homepage can be found at the link below. The policies linked on the new homepage will become officially effective on September 16, 2019.

https://doa.wi.gov/ProcurementManual

 

​Introduction
​Number ​Title Effective
Date​		​ Number Title Effective
Date​

PRO-A-1

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


 

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


 

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


 

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


 

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


 

​Transportation, Materials Distribution, Disposal
​Number ​Title Effective
Date​		​ ​Number ​Title Effective
Date​
​PRO-F-1 ​Surplus Property Disposal -- Vehicles and Related Equipment 11/05/10​ ​PRO-F-3 ​Surplus Property Disposal -- Nonvehicles 09/01/17
​PRO-F-2 ​Materials Distribution Services (Formerly State Consolidated Stores) and Waupun Central Warehouse 08/01/99​​​​


 

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


 

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


 

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


 

Work Centers
​Number ​​Title Effective
Date​		​ ​Number ​Title Effective
Date​

PRO-K-1

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


 

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.

Contact Us

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.

Sara Redford, 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 Contracting, 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

State Procurement Manual Addendum   Dated: April 7, 2015

Index of STAR Procurement Information Memorandums (PIMs)

Revision Marks

------------​Double underlined words are new or amended.
​revicode.gif​Words are new or amended.
​>​A word, sentence or paragraph is deleted.