Guidelines for ALL Blankets

1. Blanket purchase orders should be used when the ordering department/cost center will:
   • Purchase repetitive, specified services or items, or categories of items from the same vendor; which are purchased and paid in a predictable manner during a certain time period, usually one (1) year.
   • Order standard materials or maintenance supplies which require numerous shipments
   • Enable the buyer to obtain more favorable pricing through volume commitments.
     
     
2. Blanket purchase orders generally should not be used when:
   • No benefit will be derived over and above use of a regular Purchase Order
   • As a means to provide an open line of credit with a vendor
   • Prices are unknown at ordering time, or subject to change later without notice. There are certain exceptions when small-item purchases are being made locally.
   • Quality of vendor and/or services are questionable.
   • Control over the University expenditures would be weakened significantly
   
   
3. A uniform blanket purchase order format should be used and shall include the following information:
   • The period to be covered by the blanket agreement (generally should not exceed one year)
   • A cancellation clause
   • The previous blanket purchase order number if this is a replacement blanket purchase order
   • Items and/or categories of items to be covered by the blanket purchase order
   • Maximum quantities, if any
   • Prices and pricing arrangements
   • Terms and billing arrangements
   • Personnel authorized to issue order releases
   • For regulated or controlled substances, the name of the licensed investigator and DEA license number must appear on the blanket purchase order. Also, the DEA license forms must be mailed to the supplier. (If applicable)
   
   
4. Pricing: Price, F.O.B. terms, commodities and quantity should be established before the blanket purchase order is issued. Occasionally, where an order is intended to cover any item provided by a supplier, neither commodity, price, nor quantity is covered. When these are not specified, the blanket purchase order is usually not a legally binding contract for an amount. However, regular standing shipment of amount or quantities can be used when they are known and agreed upon by both the buyer and seller. All regulated, controlled or restricted items must be approved and have proper documentation or forms.
   
   
5. Annual Review: Each year during July-August or thirty (30) days prior to issuing a new blanket order, the ordering department or buyer should review the requisitioned blanket purchase order for changes. The Bid Documentation/Single Source Justification (SSJ) form and blanket purchase order text information should be completed before issuing a replacement blanket purchase order. Your blanket purchase order request will be expedited by completing all necessary forms or contacting Purchasing Services early in the process for assistance.
   
   

Responsibility: It shall be the responsibility of the ordering department to monitor the prices and terms of their blanket purchase order.


Guidelines for Blankets $25,000 and Over

1. The Bid Documentation/SSJ form and supporting documentation is required for Blanket Purchase Orders $25,000 and above, and those expected to reach $25,000 or more in expenditure during the fiscal year. Complete procedures are documented in “Procedures and Guidelines for Purchases $25,000 or more” (Click on SSJ Menu Below). The SAME procedures apply to all orders $25,000 and over, including blankets.
   
   
2. The department must update and resubmit SSJ and bids/documentation every fiscal year when the blanket is opened. If a contract such as a maintenance agreement explicitly covers multiple fiscal years, then submit a copy of the SSJ.
   
   
3. Purchasing Services will provide assistance in negotiating price agreements and/or getting bids from different vendors.
   
   

SSJ Form

SSJ Policy

SSJ Menu