60.42 - Maintenance Agreements

Owner:

• Position: Purchasing Services Director
• Email: purchasing@uidaho.edu

Last updated: July 2026.

A. Purpose. This policy establishes requirements for creating and approving Maintenance Agreements at the University, including the use of Blanket Purchase Orders and the routing of vendor-provided contracts through Purchasing Services.

B. Scope. This policy applies to all University departments that enter into Maintenance Agreements for goods or services.

C. Definitions.

C-1. Maintenance Agreement. An agreement for the ongoing maintenance or support of goods or services procured by the University.

C-2. Vendor-Provided Contract. A contract document provided by an external vendor that sets terms and conditions for a Maintenance Agreement.

C-3. Blanket Purchase Order (BPO). A purchase order established to cover multiple transactions over a period under predefined terms (see APM 60.35).

D. Policy.

D-1. Use of Blanket Purchase Orders. Maintenance contracts should be established as Blanket Purchase Orders.

D-2. Centralized Contract Review and Signature. All Maintenance Agreements that include a vendor-provided contract must be routed through Purchasing Services for review and signature.

E. Procedure.

E-1. Department Initiation. Department forwards the Maintenance Agreement (and any vendor-provided contract) to Purchasing Services for review.

E-2. Review and Negotiation. Purchasing Services conducts review and, if necessary, negotiates terms with the vendor.

E-3. Requisition and Attachment. Upon completion of review, department affixes the finalized agreement to the associated requisition and issues a Purchase Order on behalf of the University.

E-4. Documentation. Departments retain a copy of the executed Purchase Order for their records.

F. Contact Information. Purchasing Services: purchasing@uidaho.edu www.uidaho.edu/purchasing

G. Forms.

• Blanket Purchase Order Form in Jaggaer.

H. Related Policies.

• APM 60.35 – Blanket Purchase Orders.

Version History

2026. Minor updates to improve clarity and usability but does not alter authority, approval requirements, or institutional risk posture.

2005.