Procurement Compliance Requirements

In exchange for more favorable pricing, KU's contract with Fisher Scientific requires scientific consumables and equipment to be purchased from Fisher when available.  Use Fisher Scientific catalog in Oracle FITC unless items are unavailable or there is a lengthy delay or backorder.

If purchaser needs to buy elsewhere, the purchaser must explain that items are unavailable from Fisher with their requisition or payment request and may also be directed to Procurement for an exception.

To ensure competitive pricing and secure other key terms for rental car services, KU has standardized to Enterprise/National.  If a rental car is needed, please secure a reservation with Enterprise/National through Concur. 

If Enterprise/National doesn’t have available cars or a presence in the location where vehicle is needed, then purchaser may proceed using alternate rental car agency so long as collision damage waiver (CDW) is purchased with the rental. 

To drive standardization and obtain advantageous pricing, KU has standardized to Matheson Tri-Gas for industrial gases.  If industrial gases are needed, use the Matheson Tri-Gas catalog in Oracle FITC. 

If items are unavailable or there is a lengthy delay or backorder, you may be allowed to make a purchase from Air Gas or another supplier but those requests must first be vetted and approved by Ramia Whitecotton.

To drive brand standardization, KU stationary and business cards must be purchased from Brand Center.

Items purchased through the Brand Center:

• Stationary
• Business Cards
• Letterhead
• Envelopes

To drive standardization, simplify tech support, and enhance KU's cybersecurity defenses, Windows computers must be purchased from the Dell catalog. 

If a new Windows computer is needed, first contact your TSC rep for support and ordering. The TSC will help find a standard configuration that meets your technical needs.  Otherwise, purchases should be made using the Dell Catalog in Oracle FITC for Windows computers.

To drive standardization, simplify tech support, and enhance KU's cybersecurity defenses, Apple computers must be purchased from the KU Bookstore catalog. 

If a new Apple computer is needed, contact your TSC rep for support and ordering. The TSC will help find a standard configuration that meets your technical needs.  Otherwise, purchases should be made using the KU Bookstore in Oracle FITC for Apple computers.

Software includes applications, operating systems, and other programs that help users and devices function.  As used here, software means "on-prem" (short for on-premises) software installed and run on KU’s own servers and infrastructure, rather than being hosted in the cloud.

Software as service (or SaaS), on the other hand, is a cloud-based software delivery model where users access applications over the internet without needing to install or maintain them on their own devices. The provider manages updates, security, and infrastructure.

Note: This includes software or SaaS subscriptions you intend to purchase with a KU/KUCR P-Card.

Exclusions:

This excludes software downloadable at the KU Software Webstore, which is free or heavily discounted and has been pre-approved by IT.

This also excludes Database Access Subscriptions, which are service agreements that grant permission to access and use a specific database or collection of databases. This type of subscription typically involves periodic fees and provides authorized users with the ability to search, view and retrieve data stored within the database, often through an online platform. Database access subscriptions are common for accessing proprietary or specialized datasets in various fields, such as academic research, business intelligence or industry-specific information.  Database access subscriptions are excluded from IT review because they're considered low-risk from a cybersecurity perspective. 

Employees should make an honest effort to decide whether a service qualifies as a database access subscription that does not require IT review. This means checking if the service is only for viewing data online and does not require downloading data to our systems, installing software or connecting directly with our internal tools. If the service does require data download, software installation or you are unsure, please submit a Technology Procurement Request at the Finance Client Portal. 

Warnings: If purchases are made without a Technology Procurement Request where required, there could be a delay in payment to the vendor and/or implementation of the software. Further, misclassifying a service could lead to security risks, data breaches or compliance issues, which may have consequences for both the university and the employee.

Cloud data storage is a service that allows users to store, manage, and access data over the internet instead of on local devices or on-premises servers. The data is hosted on remote servers maintained by cloud providers, offering scalability and remote accessibility.

Note: This includes cloud data storage you intend to purchase with a KU/KUCR P-Card.

IT Professional services include software implementation, configuration, customization, and development.   These services are often purchased with new software or at the start of a new SaaS subscription but may also include work on existing software owned by KU.

Software maintenance and support refers to the ongoing updates, bug fixes, troubleshooting, and improvements to software applications to keep them functional, secure, and efficient. This includes correcting errors, enhancing performance, adapting to new requirements, and providing user assistance.

IT hardware maintenance and support refers to the services and activities involved in keeping computer hardware, servers, and other physical IT equipment operational. This includes regular inspections, troubleshooting, repairs, updates, and replacement of faulty components to ensure optimal performance and prevent downtime.

A major IT hardware or equipment purchase refers to the acquisition of high-cost, critical technology infrastructure that supports KU’s operations and is generally purchased in consultation with KU IT. 

Examples include:

• Servers and Data Center Equipment – Enterprise-grade servers, storage systems, and network infrastructure.
• Networking Equipment – Routers, switches, firewalls, and other critical network components.
• Virtualization and Cloud Hardware – On-premises hardware for private cloud or hybrid cloud environments.
• Specialized IT Equipment – High-performance computing (HPC) systems, research computing clusters, or IoT infrastructure.

This excludes laptops/desktops purchased through Dell or the KU Bookstore. 

Note: Non-compliant purchases could lead to increased IT support costs or additional infrastructure that the department may be responsible for in conjunction with installation.

When purchasing from an active KU supplier with a contract in place, please reference the Oracle FITC contract number on your requisition. A valid contract number demonstrates Procurement  was involved in negotiating that contract and satisfies Procurement Policy. 

Procurement can help purchasers find or negotiate a contract.  Please engage Procurement by submitting a new Procurement Request (Tech or Non-Tech) at the Finance Service Portal.

Purchases between $10,000 and $50,000 using UKANS funding require at least three quotes, unless there is an active contract in place or Procurement has made a documented exception.

In these situations, Procurement can help purchasers obtain quotes or review their request for an exception.  Please engage Procurement by submitting a new Procurement Request (Tech or Non-Tech) at the Finance Service Portal.

Purchases of $50,000 or greater using UKANS funding require a formal competitive bid (e.g. RFP) resulting in a contract award unless there is an active contract in place or Procurement has made a documented exception.   

In these situations, Procurement can help purchasers run a competitive bid or review their request for an exception. Please engage Procurement by submitting a new Procurement Request  (Tech or Non-Tech) at the Finance Service Portal.

Purchases between $50,000 and $250,000 using research funding require at least three quotes unless there is an active contract in place or a documented exception.

Purchases greater than $250,000 require a formal competitive bid (e.g. RFP) resulting in a contract award unless there is an active contract in place a documented exception.   

Note: specific funding sources (such as sponsored projects/grants) may have additional restrictions.

In these situations, purchasers should engage the KU Office of Research (not KU Procurement) using the Research tile on the Finance Service Portal.

For more information, please review the KUCR Procurement policy.