Purchasing Contract Frequently Asked Questions
A contract is a formal agreement signed by another party and an officer of the University or a delegated campus official through the University’s Contract System in accordance with University Fiscal Policy FI420 (Contracts).
A purchase order is a document signed by an authorized university purchasing agent that authorizes a vendor to provide goods or biddable services.
A framework order is a specialized purchase order signed by an authorized University purchasing agent that permits departments to make purchases from a contract vendor under pre-set prices, terms, and conditions for a specified period of time.
A University purchasing contract is a purchasing agreement signed by a purchasing official that establishes prices, terms, and conditions that are applicable to purchases from a specific vendor. A framework purchase order will be issued in reference to a University purchasing contract.
Purchasing agents in Purchasing Services are authorized by university policy to sign purchase orders, framework orders, and term contracts (price agreements).
For additional information about the contracting process, refer to University Fiscal Policy FI420 (Contracts). Personal liability and disciplinary action may result if a university faculty or staff member signs a contract or agreement without authorization.
University personnel specifically authorized by their departmental business managers are permitted to make certain purchases below $5,000 in accordance with university purchasing policies. See university Fiscal Policy FI0410 (Purchasing Bidding Requirements) for additional guidance.
Personal liability and disciplinary action may result if a university faculty or staff member signs a contract or agreement without authorization or makes an unauthorized purchase.
Only one product or service can meet the specific need and the required product or service is available from only one source.
Compatibility or consistency with past acquisitions of products or services is essential (e.g., avoiding additional costs by changing the supplier of the product or service).
For additional guidance, refer to University Fiscal Policy FI0410 (Purchasing Bidding Requirements) and University Fiscal Policy FI420 (Contracts).
To document an emergency purchase of $10,000 or above or to request that a purchase of $10,000 or above be made on a non-competitive basis in accordance with Fiscal Policy FI0410 (Purchasing – Bidding Requirements)
Requisitions/Purchase Orders: Departments must attach the NCJ form in UT Market Place. Please see these instructions for more information https://procurement.tennessee.edu/how-do-i-buy/
Contracts: Departments seeking to justify a sole-source purchase associated with a contact must complete the NCJ field in the University's Contract Management System.