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Purchasing Department

Facilities Management Building
411 Pioneer Drive
Rochester , MI 48309-4482
(location map)
(248) 370-3172
Fax: (248) 370-3175

Purchasing Department

Facilities Management Building
411 Pioneer Drive
Rochester , MI 48309-4482
(location map)
(248) 370-3172
Fax: (248) 370-3175

Information for Departments

Departments are responsible for requesting price quotes from at least 2 suppliers when the estimated value of the purchase is between $2500 and $10,000.  For purchases between $10,000 and $50,000, written price quotes shall be obtained from at least three suppliers. For purchases above $50,000 the Purchasing Department shall follow formal sealed bidding procedures.

If an item or items can be obtained under an existing competitively bid cooperative contract, consortium agreement, or OU contract the purchase may be made without obtaining additional competitive bids or quotes.  Purchasing Policy containing bid thresholds can be found at the following link: Procurement Policy #1000

NOTE: Exhibit 1 to Procurement Policy #1000 - Delegation to Contracting Authority Authorization has been updated.

The Purchasing team will post formal solicitations on the OU Bid Opportunities page, and on the Michigan Intergovernmental Trade Network (MITN Purchasing Group).  Once responses are received, it is the responsibility of Purchasing to award the purchase order or contract to the most qualified, responsive, responsible bidder. Purchasing may consider factors other than price. If you have questions about a particular solicitation, please contact the OU Purchasing Dept.

If you have any questions or concerns about the accessibility of the content or documents on this page, please view our Public Accessibility Statement.

Department Forms

Forms marked as [PDF] are in Adobe Acrobat PDF format and require Adobe Acrobat Reader unless otherwise specified. If you don't have Acrobat Reader installed on your computer, you can download it for free from Adobe software. Forms marked as [MS Word] can be opened with Microsoft Word.

Software Renewal Process

Multi Year Contracts
If your department has a current multi year contract (eg Year 2 of 5, Year 2 of 3, etc) and the renewal is due, a re-review is not required if:

  • There are no new documents to sign
  • There are no new modules or functionality being added to the existing purchase
  • There are no changes in technical requirements or existing security vulnerabilities in the news for the product or vendor.

Annual renewals still require a software form and review.

Purchasing Card (pCard) Approved Software Purchases
Any software not listed below requires a UTS review before purchase. Software is not considered a reimbursable expense per OU Policy 1020. Using a personal credit card for these purchases will not qualify for reimbursement. License entitlements are authorized for use by the paid receipt, which is, Oakland University.

The Reimagine OU Committee designated to review lean processes and efficiencies for the software purchasing process have reviewed and determined that these software packages are available to purchase as Preferred Software and are approved for pCard Purchases.  A PO is not required for the following software packages:

  • Camtasia- request quotes from Camtasia. You can call the number on the quote to pay over the phone or pay online. 
  • EndNote - request quotes from Clarivate. No fee, the vendor can provide a link to pay online with a card.
  • EndNote Upgrade -request quotes from Clarivate. No fee, the vendor can provide a link to pay online with a card.
  • Grammarly - request quotes from Grammarly. No sales tax or fees to pay online. 
  • Nvivo (not student version) -request quotes from QSR International. No additional fees for using a P-card.
  • Stata- request quote from Stata. Link to order is in quote, no fee, must submit tax exempt document to account. 
  • Stata  Upgrades  - request quote from Stata. Link to order is in quote, no fee, must submit tax exempt document to account. 
  • All Adobe Renewals (New requests still require a UTS review, as we need to add them into the portal to gain access. This is an Adobe requirement)
  • Scrivener - The price listed on the website is all they charge. No additional fees for credit card transactions.

Any software NOT listed above requires the following steps, in order to purchase:

Fiscal Year End Purchasing Important Dates and Training Manual

FY24 open in Banner: May 1, 2023 - New Year REQs can be created

FY23 Requisitions: June 9, 2023 @ 5:00PM - The last day to submit FY23 requisitions

FY23 PO adjustments: June 16, 2023 @ 5:00PM - The last day to submit a PO adjustment form for FY23 POs

Batch Closure requests should be submitted in an excel format and should be submitted 2 weeks prior to month end.

View the FY23 Fiscal Year End Training Manual.