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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.

  • Copier Equipment Requirements Form  [MS Word]
  • FY22 Michigan Sales and Use Tax Certificate of Exemption 
  • Purchase Order Adjustment Form  [Fill-in Form]
  • Batch Closure Form [Excel]
    • Batch closures will be processed before the end of the month received.
    • Submit in excel format for processing
  • New Vendor Form [Fill-in Form]
  • To apply for a Purchasing Card, fill out the Purchase Card Application and send to Accounts Payable.
  • UTS Software & Hosted Solution Purchasing Checklist
  • The Reimagine OU Committee designated to review lean processes and efficiencies for the software purchasing process have reviewed and determined that these 9 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.
    • The software listed above does not require a UTS review, a COI, competitive quotes or interaction with a Buyer.
    • Any software not listed requires a UTS review before purchase.
    • Software is not a reimbursable expense per OU Policy 1020.
    • Use of a personal credit card for these purchases, will not qualify for reimbursement.
    • Full document listing the approved software and details on compliance with this new practice can be found here toward the middle of the page: pCard Approved Software
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.

pCard Approved Software Purchases
Any software not listed requires a UTS review before purchase. Please recall that Software is not a reimbursable expense per OU Policy 1020. Use of 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 software listed does not require these steps in the procurement process:

  • A UTS Review
  • A Certificate of Insurance
  • Competitive quotes
  • Interaction with a buyer Compliance
Fiscal Year End Purchasing Important Dates and Training Manual

FY23 open in Banner: May 1, 2022 - New Year REQs can be created

FY22 Requisitions: June 10, 2022 - The last day to submit FY22 requisitions

PO adjustments for FY22: June 17, 2022 - The last day to submit a PO adjustment form for FY22 POs

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

View the FY22 Fiscal Year End Training Manual.

Potential Phone Call Scam Alert

The new school year brings students filled with wonderment and excitement, increased foot and vehicular traffic, as well as phone call scams. We have been notified that copier repair and toner calls have been received. During the call the Repair Company asks for the model number of your device(s) and type of toner and inventory of toner. If the person calling does not introduce themselves as an Applied Imaging or Konica representative, please politely end the call.  If you have issued a repair request and question whether you should provide information, request a call back number and reach out to your account manager or specialist to determine if the number is from Applied Imaging or Konica.