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About Your Department

State Statutes and Delegated Authority for Purchasing

Your Responsibilities

  • What You Need to Know Before Purchasing Anything
  • Purchasing Ethics
  • Who Can Purchase?
  • WA Statutes/Authority Delegation
  • Agreement Signatures
  • Confirming Requisitions
  • Special Requirements Commodities
  • Restricted Items

    Your Purchases

  • Tracking Purchases
  • Receiving Purchases
  • Returning Purchases
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    The University of Washington, as an agency of the State of Washington, is required to operate under rules and regulations adopted by the legislature and other governing bodies. Legislation is contained in the Revised Code of Washington (RCW); other regulations are part of the Washington Administrative Code (WAC).

    The following excerpts from RCW Chapter 43.19 reflect the primary rules which govern purchases by the University for all of its programs.

    Insofar as practicable, all purchases shall be based on competitive bids, and a formal sealed bid procedure shall be used as a standard procedure for all purchases. However, formal sealed bidding is not necessary for:

    1. Emergency purchases
    2. Purchases not exceeding $43,900. Quotations from $3,000 to $43,900 shall be secured from enough vendors to assure establishment of a competitive price. The Buyer shall solicit quotes from at least one certified minority owned and one certified woman owned business in addition to majority owned Vendor(s). A record of competition for all such purchases shall be documented for audit purposes.
    3. Purchases which are clearly and legitimately limited to a single source of supply.

    Competitive bidding shall be solicited by public notice, and through the sending of notices by mail to bidders. When purchases are made through competitive bidding, the contract shall be awarded to the lowest bidder, taking into consideration the quality of the articles proposed to be supplied, their conformity with specifications, the purposes for which required, and the times of delivery. In determining "lowest responsive bidder", in addition to price, the following elements shall be given consideration:

    1. The ability, capacity, and skill of the bidder to perform the contract or provide the service required.
    2. The character, integrity, reputation, judgment, experience, and efficiency of the bidder.
    3. Whether the bidder can perform the contract within the time specified.
    4. The previous and existing compliance by the bidder with laws relating to the contract or services.
    5. Such other information as may be secured having a bearing on the decision to award the contract.

    The legislature has also enacted a variety of laws related to very specific types of purchases, including:

    • Personal services (RCW 39.29)
    • Printing (RCW 43.78)
    • Data Processing (RCW 43.105)
    • Minority and Women Businesses (RCW 39.19)

    And, as a major recipient of federal funds, the University is obligated to follow additional regulations, especially related to advance approval of certain purchases and reporting of activity with vendors.

    Apart from all the regulations which apply to the Purchasing Department as a state agency, the University must conduct its purchases in accordance with the Uniform Commercial Code (UCC). This set of laws has been adopted by each of the states to govern the actions of buyers and sellers in the commercial environment. For instance, the UCC recommends that any contract over $500.00 be in writing in order to be binding.

    RCW 28B.10 vests the University of Washington Board of Regents with the authority to handle all aspects of the University's operation. The Regents have delegated many responsibilities to the President, who in turn delegates them to the Vice Presidents and operating units such as Purchasing and Stores. The University Handbook and Operation Manual detail various procedures and forms which have been developed to guide purchases.