How to Buy General Services or Consulting Services

The University’s Materials Management Department has exclusive responsibility for making all purchase contracts entered into for the University with the exception of rental or real property. This includes all supplies, materials, printing, equipment, and services. For the application of purchasing rules, services are divided into three categories: general services, personal services, and consultant services. General and consulting contracts are subject to the rules of competition. Procurement is initiated by submitting a purchase requisition and detailed specifications if required. Contact the Department of Materials Management for assistance in preparing a formal Request for Proposal to obtain competition.

Examples of Services:

Things to Consider When Purchasing Services

Type of Service Required

A full statement of work; what is it a vendor needs to do for a department.

Type of Maintenance Contract Required

A full statement of work for the type of maintenance required as well as the current maintenance contract from the vendor.

A statement of work should include nomenclature of the item, make, model, serial number, location, person to contact and phone number.

Total Dollar Value of Contract over a One Year Period

Need to know the total expenditures per year to assist with choosing the proper bid process requires and well as the appropriate approval levels.

Request Start and End Dates

Keep in mind fiscal year and splitting money within a fiscal year.

Funding Source

The type of funds used for the purchase.

Exceptions for Service Contracting

The following are exceptions to the purchasing definitions and rules cited above:

• Architect and Engineering Services or other similar services related to building construction, maintenance and repair are arranged through the University’s Facilities Services Department.
• Installation services which are incidental to the purchase of supplies, materials or equipment are acquired under the same requisition used for equipment or supplies.
• Services provided directly by an agency of the state, federal or local government or their employees when performing service as part of their normal governmental function are purchased through Materials Management; however, competition is not required for such services.

Consulting Services

Services is defined as work or tasks performed by State employees or independent contractors possessing specialized knowledge, experience, expertise and professional qualification to investigate assigned problems or projects and to provide counsel, review, analysis or advice in formulation or implementing improvements in programs or services. This definition includes but is not limited to, the organization, planning, directing, control, evaluation and operation of a program, agency or department. Whenever possible, consulting services shall be obtained from other State agencies when the services available from other agencies substantially meet the reasonable specifications of the requesting agency.

If your department is in need of consulting services, please contact Materials Management 328-6434 for guidance through this process.

Any questions about this process should be directed to the Department of Materials Management 252-328-6434.