A Master Contract is a contract between the University and a supplier that has been established by the Department of Procurement and Supply after a competitive procurement process. Departments may purchase specified goods or services covered by a Master Contract directly from the contract vendor without going through Procurement, and without further competition. Unlike other delegated procurement processes that limit expenditures to $5,000, a Master Contract Release has no dollar limit.

Releases from Master Contracts may be made using the Master Contract Release form available in ELF (no dollar limit) or by using the UM Purchasing Card for releases within delegated purchasing authority (up to $5,000). Master Contract Release forms may be accessed through Electronic Forms (ELF) by accessing the University’s website at www.ares.umd.edu and then selecting Electronic Forms from the menu located on the left hand side of the page. Small Procurement Orders (SMs) may NOT be used in conjunction with a Master Contract.

Master Contract Summaries are available online at http://www.purchase.umd.edu/general/morder.htm. The summaries are listed in alphabetical order by commodity or service. The name of the vendor and contract number are listed across from the commodity/service. Click on the contract number to view the summary.

The summary identifies pertinent information about the vendor, the contract specialist who established the contract, the scope of the contract, and the pricing structure. The contract number is located in the upper most right hand corner of the summary. Give this number to the vendor to ensure you get the contract pricing.

Remember to use your purchasing card if the total dollar of the purchase is within your delegated purchasing authority.

Should the total exceed your delegated purchasing authority, complete the Master Contract Release form in ELF. The Master Contract Release is approved by the person(s) within your department who is authorized to sign requisitions. Distribute copies of the Master Contract Release as noted. A unique, pre-identified Master Contract Release Number will be assigned to the release. Give this number to the vendor to identify the particulars of your order.

It is the responsibility of the using department to monitor releases made against the Master Contract for consistency with the items, prices and terms of the contract. Only those items and/or services included under the scope of the contract are to be purchased using the Master Contract release process. By issuing a release against a Master Contract, the person authorized to sign the release certifies that sufficient authorized funds are available and, in accordance with Federal OMB Circular A 110, existing equipment has been screened and is not available for use.

Payment to the vendor is made by Accounts Payable after receipt and matching of the invoice and the Master Contract Release.

Electronic Forms (ELF) training sessions are provided by the Manager of Accounts Payable. Some of the training is in the format of formal classes while others are provided in an informal setting. To request a training session, please contact Chenise Patterson at casp@umd.edu.

Questions regarding the use of Master Contracts may be forwarded to the Manager of Delegated Purchasing. Please contact Marty Newman at (301) 405-5834 or via email at menewman@umd.edu.