Blanket orders are to be used primarily to make payments throughout the duration of the fiscal year for services that are provided on a regular and consistent basis, and in some cases for the regular delivery of a consistent quantity of product. Specific examples include:
- Equipment preventative maintenance (monthly payments)
- Garbage pick-up (department/school specific contract)
- Bottled water service (same quantity each month)
- Facilities construction projects
- Rent, utilities
Most blanket orders are used to order and pay for ongoing services or delivery of product when no individual ordering takes place. A contract/agreement should be in place that has been reviewed and approved by Procurement and Payment Services (PPS) and/or Office of General Council (OGC) (or a template created by PPS and OGC was used).
Blanket orders are not to be used as an open line of credit or to facilitate informal or phone orders (open account with no detail regarding each individual transaction).
Blanket order POs will close at the end of each fiscal year. After the approval of a new blanket order PO, the PO number should be provided to the vendor so that it can be included on all invoices for the remainder of that fiscal year.
Approval of Blanket Orders
ALL blanket Purchase Order requests will be reviewed and must be approved by PPS, regardless of value.
The Bid Documentation Form (BD-1) (doc) or Sole Source Justification Form (SSJ-1) (doc) is required for blanket orders of $25,000 or more and those expected to reach $25,000 or more during the fiscal year, unless a Preferred Vendor is used.