B-3-1 Use of Existing Contracts

I. Purpose

UK Procurement Services has established contracts for use by all areas of the University of Kentucky including its Affiliated Corporations (hereinafter “all areas”) to utilize to obtain quality goods and services at the best value. 

II.    Responsibilities

All areas should use University Price Contracts established by UK Procurement Services or its approved delegates, or University contracts established by Procurement Services based on state or General Services Administration (GSA) contracts when making purchases for any good or service covered by these contracts. 

All areas may use other Cooperative contracts that have been competitively bid and contain legal cooperative language. Consideration will be given to establishing a contract any time it is determined that a contract would provide enhanced services or prices for the requirements needed. 

If an existing contract does not cover an area’s requirements,  other methods of procurement may be used to secure the supplies, equipment and services necessary to accomplish the mission of the University. These methods are listed in BPM section B-3-2, Delegated Procurement Policy for Departments.  

University departments and administrators, including those at affiliates, do not have the authority to sign contracts that obligate the University for goods and services. Vendors requiring a document to be signed in response to any purchase made under delegated purchase authority must forward all associated documents to UK Procurement Services or its approved delegates for review and to determine appropriate disposition. UK Procurement Services or its approved delegates will ensure any required document is in accordance with procurement statutes and University policy and will secure the appropriate signatures. After signatures are obtained, the vendor agreement and associated documents will be returned to the requesting area for transmission to the vendor. Any questions regarding vendor contract terms should be addressed to authorized representatives of UK Procurement Services or its approved delegates. 

III.   Procedure

1. University of Kentucky Price Contracts 

   University of Kentucky Price Contracts are established when it is determined there is a continuing need for a certain type of product or service. These contracts are usually established after issuing a formal, advertised Invitation for Bid (IFB) or Request for Proposal (RFP). The contracts contain clauses allowing renewal for additional years. If a University Price Contract is in place for a good or service that meets an area’s requirements, it should be used for any such purchases. 

2. State Price Contracts

   Contracts established by the Commonwealth of Kentucky may be used by all state agencies. All state agencies may use contracts established by the Commonwealth of Kentucky. UK Procurement Services or its approved delegates will establish a UK contract based on the state contract. These contracts may be used in the same manner as the University established contracts.  

3. GSA Contracts

   The GSA has established contracts for a wide variety of products for the use of governmental agencies. The University may purchase from these contracts provided the contract holder agrees to sell the product to the University at the GSA contracted price and under the same terms and conditions. UK Procurement Services or its approved delegates will establish a University contract based on the GSA contract. The contract established may be used in the same manner as UK Price Contracts. 

4. Cooperative Contracts

   Competitively bid cooperative contracts that are consistent with Commonwealth of Kentucky Statutes may be used upon written approval of UK Procurement Services consistent with state statutes.

5. Printing Services Guidelines

   The University of Kentucky is governed by Chapter 57 of the Kentucky Revised Statutes, which requires all contracts for printing to be approved by the Governor. Therefore, in compliance with these statutes, the contracted vendors established by UK Procurement Services shall provide all printing services for all areas of the University.

   All areas must purchase printing services through the approved contracted vendors.  University departments must pay for printing services with the procurement card or an SAP requisition/shopping cart. The Payment Request Document (PRD) is not a valid document for the acquisition of printing. Payment for printing services by Affiliated Corporations must be made by requisition/shopping cart in Workday.

6. UK Kings Daughters and UK St. Claire may utilize local suppliers for goods and services that do not exceed $100,000 per year per supplier. Before such purchases are made, the affiliate must determine that the local offering is price-competitive with the options listed in 1-4 above. For purposes of this section, local is defined as a supplier physically located within 30 miles of the affiliate facility.