Faculty and Staff Services

Departments are not authorized to sign contracts on behalf of the University. Contracts for the purchase of goods or services must be reviewed by the Director of Purchasing Services or his/her designee and executed within Purchasing Services.

In addition to University Contracts, several state contracts are available for use by the Unviersity.

Consulting and Independent Contractor Agreements must be renewed by Purchasing Services and executed within the Division of Finance and Administration.

Purchases of equipment, data processing software and equipment, and all contracts for consulting or professional services either in total or through time purchase or other financing agreements, between two hundred fifty thousand dollars ($250,000) and five hundred thousand dollars ($500,000) require prior approval by the executive director. The Executive Director of the State Board of Education must be expressly advised when the recommended bid is other than the lowest qualified bid. Purchases exceeding five hundred thousand dollars ($500,000) require prior State Board of Education approval.

Please Send Contracts To:

Purchasing Services
University of Idaho
875 Perimeter Drive MS 2006
Moscow, ID 83844-2006 

For Questions, Contact

Cynthia Adams
Administrative Asst II
Phone: 208-885-6116
Fax: 208-885-6060

The following list of open contracts is negotiated by Purchasing Services. Campus departments can contact a vendor directly to purchase goods or services at terms, conditions, and rates specified in the contract. Purchasing Services has negotiated these strategic contracts in an effort to offer our campus departments affordable pricing structures while streamlining the procurement process.

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Computer Equipment and Supplies

CDW-G
AJ Engelbrecht  (877) 280-1168

Dell
Eddie Reyes (866) 537-0706 Ext: 5139008

Zones
Paul Imkamp  (800) 258-0882 Ext: 3107

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Facilities MRO

Fastenal
Mitch Fleming  (208) 539-5543

Grainger
Tracy Mertens  (509) 535-9982

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Office Supplies

OfficeMax
Patrick O'Callaghan  (509) 869-9057

Office Depot
Linda Davis  (800)597-3181 Ext:1771

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Laboratory Equipment and Supplies

Airgas
Jeff Kadyk  (206) 621-8400 
Geoff Davidson 

Fisher Scientific
Heather Kuennen  (509) 869-9057

Fluidigm
Craig Bury  (425) 889-9597

Life Technologies: Applied Biosystems & Invitrogen
Mary Wittig  (503) 702-1225

VWR International
Jennifer Cundiff  (509) 715-9042

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State of Idaho Contracts: 

Website

Purchase Amount (Total)	Competition Required	Obtained By:	Method of Completion
≤ $5,000	No	Departments or Purchasing Services	Informal (Phone or Written)
Between $5,000 and $50,000	Yes	Departments or Purchasing Services	RFQ (3 Bids)
> $50,000	Yes	Purchasing Services Only	RFB or RFP

• Purchases up to $5,000 may be processed with a Purchase Order (PO)
• Purchasing Card - may be used for purchases up to $5,000
• Purchases over $5,000 must have a Requisition entered in Banner

• An honorarium is a token of appreciation paid to an individual for services performed for which payment is not required.
• Honoraria are for non-university employees.  University employees cannot receive honoraria.
• The amound of the honorarium cannot be set by recipient.
• The honorarium (including travel) cannot exceed $5,000
• For more university Policy information, visit the Chapter 75.40 of the Administrative Procedure Manual

• Items totaling less than $5,000 may be purchased using a Purchase Order (PO) or a Purchasing Card. No competition is required for items purchased under $5,000.
• Purchase Orders are created on an internal form in the Banner system.

• Items totaling more than $5,000 may be purchased using a Requisition, Service Contract, Request for Bid (RFB), Request for Quote (RFQ), or Sole Source Documentation. Competition is required for items purchased over $5,000.
• Requisitions are created on an internal form in the Banner system.

In order to recruit qualified personnel, the University of Idaho may reimburse a newly hired employee's actual and reasonable moving expenses as a condition of securing his or her employment. In addition, the University may reimburse actual and reasonable moving expenses when a current employee is transferred from one official location to another within the state for the benefit and convenience of the University. The University of Idaho follows the State Board of Examiners Moving Policy.

The University's policy will reflect the State's policy exactly, with the exception of the issues below:

• Section XII, Mobile Home Moves- will not be applicable since the University does not allow for this type of reimbursement
• Section XIII, Real Estate Expense- will not be applicable since the University does not allow for this type of reimbursement

For further information regarding the University's moving procedures, please contact Julia McIlroy at (208) 885-6123.

What if I only want to consider one moving company?
It is acceptable to consider only one company; however, we encourage you to compare estimates from several carriers in order to ensure selecting the carrier best suited to your needs.

What if I want to split my move?
Please inform Purchasing Services if you would like to move your household goods in two separate moves in order to make proper arrangements in advance.

How do I proceed if I have decided to rent a truck and move myself?
You may contact the U-Haul or Ryder agent nearest to you to determine the size of truck you need, dates you will need the truck, and the packing items required. Include that information on the Selection of Mover form and return it to Purchasing Services. Purchasing Services will your reservation.

What if I have goods in two locations?
Please complete the Selection of Mover form with both cities from which you would like your household items moved. We will request written estimates for both locations. However, you are still subject to the total amount agreed upon by you and your department to cover all of your moving expenses.

If I have exceeded the authorized amount of my move allowance, how do I reimburse the University?
The full amount of the invoice is paid by the University. If that amount exceeds your limit, Accounts Receivable will contact you to arrange for payment of the balance within 90 days.

What happens if there are problems after the move?
Call Purchasing Services and we will contact the carrier to resolve any issues.

For further information regarding the University's moving procedures, please contact Julia McIlroy at (208) 885-6123.

Description

• Requisitions are generated by departments for purchases over $5,000. (Please note: all purchases over $5,000 require a competitive bid process or submission of a Sole Source Documentation Sheet.)
• Purchasing Services utilizes requisitions as its processing document and issues a purchase order as a result of process completion.

Forms 

• REQs are electronic forms that are entered into the University of Idaho Banner System.
• For information about entering a requisition, please refer to your Banner Finance Training Manual under the form name FPAREQN.
• To access the REQ Banner website, one must have Banner Finance Training, a valid Banner user ID, and a Banner password.

• The process is conducted by Purchasing Services only.
• Request for Bids must include clearly defined specifications and are obtained in writing in a sealed bid process to be opened in a public bid opening.
• Please refer to Chapter 60.11 of the Administrative Procedures Manual for further information about RFB's.

• Quotations must be obtained in writing and must be signed by the vendor (Facsimile copies are acceptable).
• It is recommended that quotations be submitted from vendors on the University's Request for Quotation Form.
• Departmental employees not currently issuing their own RFQ's should contact Purcahasing Services if interested in doing so.
• Please refer to Chapter 60.10 of the Administrative Procedures Manual for further information about RFQ's.
• When departments issue a RFQ, please use the requisition number, as the reference number.

Description:
Sole source purchases are permissible only when the required goods or services are available from a single supplier.
Requests to restrict a purchase to one supplier shall be accompanied by a completed sole source documentation form indicating the reason why no other supplier will be suitable or acceptable to meet the need.
Please refer to Chapter 60.13 of the Administrative Procedures Manual for further information. 

Forms:
The Sole Source Documentation Form may be downloaded in PDF or Word format.

For training on how to create Purchase Orders and Requisitions, contact Doug Vandenboom.