Skip to content
UW Policy Directory

APS 38.13 – Procurement of Goods and Services

Table of Contents

    d

(Approved by authority of the President) 

Purpose

This policy ensures that the University procures goods and services in an open, competitive, and fiscally responsible manner that complies with applicable laws and University policy.

This policy:

  • Requires purchasing and contracting activities to include proper transaction documentation, fiscal responsibility, ethical conduct, and compliance with federal, state, and University requirements;
  • Directs University units and personnel to conduct purchasing activity in accordance with RCW 28B.10.029, Chapter 39.26 RCW, the Federal Acquisition Regulation (FAR), the Code of Federal Regulations (CFR), Chapter 42.52 RCW, Ethics in Public Services, and Executive Order No. 32, Employee Responsibilities and Employee Conflict of Interest;
  • Promotes strategic sourcing to maximize purchasing power and obtain best value and quality;
  • Minimizes risk exposure while maintaining flexibility in procurement activity;
  • Streamlines processes and leverages technology to improve efficiency;
  • Supports small business inclusion and sustainability initiatives consistent with state and University policy, including DES-090-06, Supplier Diversity, and Regent Policy No. 60, Statement of Business Equity for the University of Washington;
  • Ensures that prices paid are fair and reasonable.

Scope

This policy applies to all University units unless specifically exempted by the Senior Vice President for Finance, Planning & Budgeting. This policy excludes procurement for capital projects.

Definitions

Direct Buy Limit—The dollar limitation set by RCW 28B.10.029 under which purchases may be made without securing competitive pricing.

Procurement Services—Central University department with formal delegated authority to manage procurement policy, execute contracts for goods and services, and perform accounts payable functions on behalf of the University’s academic and research (non-UWM Supply Chain) units.

Strategic Sourcing—Procurement process that leverages data collection, spend analysis, market research, negotiation, and contracting to maximize favorable pricing and contract terms.

UW Medicine Accounts Payable (UWM AP)—Unit within UW Medicine responsible for processing accounts payable for the clinical medicine enterprise at the University.

UW Medicine Supply Chain (UWM Supply Chain)—Unit within UW Medicine with delegated authority to manage procurement and supply chain policies and execute contracts on behalf of the clinical medicine enterprise at the University.

Responsibilities

Executive Director for Procurement Services and UW Medicine Chief Supply Chain Officer

  • Consulting with and educating departments about procurement policies, sourcing strategies, supplier outreach, and internal procurement processes/requirements.
  • Developing a centralized procurement program for the procurement and supply chain organizations.
  • Developing and implementing procurement-related training programs.
  • Developing and supporting strategic sourcing and contracting initiatives through spend analysis, selection, and management of contract suppliers.
  • Ensuring procurement activities, including solicitations and contracts, comply with relevant laws, regulations, and policies.
  • Managing procurement, contracting, and payment activities for all goods and service commodity categories.
  • Managing supplier relations to ensure suppliers/contractors comply with contractual requirements.
  • Performing risk analysis in review of contractual terms and conditions and facilitating external stakeholder approval as needed.

Policy Statements

1.  Procurement Authority 

The University has been granted statutory authority for procurement by the legislature through RCW 28B.10.029. The Board of Regents has adopted specific delegations governing procurement transactions as stated in Board of Regents Governance, Standing Orders, Chapter 1, Section 6.  

2.  Signature Authority for Contracts to Purchase Goods and Services 

Unless otherwise delegated by the Board of Regents or the President, only Procurement Services and UW Medicine Supply Chain have signature authority for contracts to purchase goods and services on behalf of the University. The Executive Director of Procurement Services and the Chief Supply Chain Officer for UW Medicine specifically manage delegations to contracting staff in accordance with Board of Regents Governance, Standing Orders, Chapter 1, Section 6 and Administrative Order No. 101. Signing a contract for goods or services without delegated signature authority can subject an employee to personal financial liability for the contract.  

3.  Purchase Limits 

UW Procurement Services and UW Medicine Supply Chain establish purchase limits consistent with RCW 28B.10.029 and related state guidelines. The procedures related to the current procurement thresholds are listed on the Procurement Services website. 

4.  Additional Procurement Policies and Procedures 

Procurement Services, UW Medicine Supply Chain, and UWM Accounts Payable maintain detailed procedures to ensure best public procurement practices and compliance with regulatory requirements. 

Responsible Office and Additional Information

For policy questions, please contact:

History

March 3, 2026.