Handbook of Business Procedures

7.7.5. BLANKET PURCHASE ORDERS

A. Introduction

Blanket purchase orders at The University of Texas at Austin allow for recurring purchases of a specific service or commodity when the quantity or frequency of delivery cannot be fully determined at the time the purchase order is initiated.

B. Guidelines

The following guidelines apply to blanket purchase orders.

• They are school- or department-specific, and funds must be encumbered based on a reliable estimate of the amount to be purchased within the fiscal year.
• They cannot extend beyond the current fiscal year.
• All campus-wide, multiple-department, and/or multiple-year requirements must be placed on a contract. Note: Schools and departments may issue a blanket purchase order to proportionally encumber funds in a specific fiscal year for services and commodities that are on contracts spanning multiple fiscal years.
• Equipment leases and maintenance agreements should not be on blanket purchase orders because the quantity and frequency of delivery must be defined at the inception of those agreements.
• They are not intended for the purchase of items for which the university requires additional supporting documentation, such as an Official Occasion Expense Form (OOEF). 
• They are not for use with UT Market orders.
• They are paid on *DEFINE VP1 voucher documents.
• All blanket orders must contain verbiage specifying the contract period or length of the purchase order. For example: “Contract period is from date of order through August 31, 20XX. There shall be no price increases during this contract period.” Schools and departments must inform the supplier of their intent to use a blanket purchase order when requesting a quote for goods/services and that the pricing will be held for the term of the blanket order. The blanket purchase order must list the maximum total value of the purchase order for the entire length of the purchase order. 
• If appropriate, the blanket order may contain verbiage about estimated usage. For example: “This order is an estimate of usage/services only. No maximum or minimum quantity is guaranteed.”

C. Establishing a Blanket Purchase Order

The procurement method used to establish a blanket purchase order depends on the total value of the purchase order over the term of the purchase order.

• Blanket Purchase Orders with a Total Value Equal to or Less than $15,000
  
  Departments can use a POINT Plus PBO requisition document to issue a blanket purchase order where the total amount paid over the life of the purchase order is equal to or less than $15,000. Departmental administrators are responsible for processing payment vouchers against the blanket purchase order and making modifications to the purchase order within the allowable dollar threshold.
   

• Blanket Purchase Orders with a Total Value Greater than $15,000
  
  The Purchasing Office issues blanket purchase orders which have a value over the term of the purchase order greater than $15,000. The Purchasing Office will review the requisition submitted by the department. The requisition must encumber an amount that will cover the total value of all payments over the term of the purchase order for a given fiscal year. Departmental administrators are responsible for processing payment vouchers against the purchase order and for making modifications to the purchase order, including removing any remaining encumbrances at the end of the fiscal year.

  The Purchasing Office processes requests based upon whether any individual release against the purchase order is anticipated to be greater than $15,000:

  • If the total value of the blanket purchase order over the term of the purchase order is expected to be greater than $15,000, then the procurement justification or procurement award must be based on university guidelines regarding informal bids, formal solicitations, or exclusive acquisition justifications. For more information, see the Handbook of Business Procedures, 7.4. Purchasing Process - General Information.

Part 7. Purchasing - Table of Contents