Procurement Flowchart

Type of Purchase Department Procurement
Note: All purchasing types require a requisition be entered in Grizmart. W-9 forms  done through Paymentworks invites are required for new vendors and will be routed through new vendor setup. Paymentworks invite link: Click: Invite a vendor to register with Paymentworks and the University of Montana
Non-Catalog Products Under 5K Solicit quote from vendor and attach to requisition. Review and issue PO.
Non-Catalog Products 5K-25K Limited Solicitation - (Products only) Solicit written quotes from at least 3 vendors and attach to requisition.
Sole Source/Brand
- Solicit quote from vendor and complete sole source information on the requisition.
Review and issue PO.
Non-Catalog Products Over 25K Sole Source/Brand - Solicit quote and complete sole source/brand information on the requisition.
Competitive Bid - Provide contact information for at least 3 vendors interested in bidding and complete product description on requisition.
Sole Source - Review and issue PO.
Competitive Bid - Write bid using product description provided by department. Issue bid, review responses, and issue PO.
Contract Services Under 5K
(Not a renewable or signed contract. If the contract needs renewed please use Contract Services Over 5K Form)
Complete Statement of Work Form found in attachment of requisition. If vendor is an individual the requisition will be routed to Human Resources for approval. Procurement will determine insurance requirements and issue the PO. 
Contract Services Over 5K Complete Scope of Work in WORD document format. If vendor is an individual the requisition will be routed to Human Resources for approval. Procurement will determine insurance requirements, write the contract from the provided Statement of Work, obtain signatures, and issue PO.
Purchase/Lease Copier Solicit and attach quote to requisition. Negotiate purchase/lease/maintenance agreement if applicable, and issue PO.
New Maintenance of Equipment Solicit and attach quote to requisition. Negotiate contract, determine required insurance, and issue PO.
Renewals of Service, Maintenance Solicit and attach quote/scope of work for the renewal year. Negotiate contract, determine required insurance, and issue PO.
Rentals (House, Apartment, Equipment) If agency has their own contract please attach it to the requisition, it will be incorporated into the contract. Negotiate contract and issue PO.
Photocopier Maintenance Requisition is due each year by May 15th. One machine per requisition. Work with procurement and central printing vendor to find best machine
Software License, Maintenance, or Support VPAT is required for accessibility review. If VPAT is not available extra testing will be done to determine accessibility.
Sole Source/Brand - Solicit a quote from vendor and complete sole source information on the requisition.
Competitive Bid - Provide contact information for at least 3 vendors interested in bidding and a detailed product description.

Sole Source/Brand - Review and issue PO.
Competitive Bid - Write bid using product description provided by department. Issue bid, review responses, negotiate and write contract, and issue PO.

Renewals of Software Solicit and attach quote/scope of work for the renewal year. Negotiate contract and issue PO.