Purchasing Process

All promotional item purchases must follow a defined order of precedence to ensure compliance with university policy and state law. Departments must first utilize the university’s contracted suppliers under SPC-010549 or the Staples Promotional Products cooperative contract. If neither option can fulfill the request or provide an acceptable alternative, a competitive or formal bid is required. Failure to follow this process may result in the return of ordered items and non-payment or the need for a formal ratification review.

Definitions and Restrictions

Promotional items are defined by the State of Arkansas as one or more items purchased to promote or advertise the university. The following examples are intentionally non-exhaustive.

  • Apparel (t-shirts, sweatshirts, etc.)
  • Pens, mugs, and drinkware
  • Key chains and pins
  • Stickers and similar items

In accordance with Arkansas Act 943 (effective August 5, 2025), promotional items manufactured or produced, in part or in whole, in the People’s Republic of China are prohibited. Items received in violation of this law will be returned and will not be paid for.

Contracted Suppliers

UA Little Rock has established university-wide contracts under SPC-010549 for promotional items and apparel. These contracts are the primary and required sourcing method for departments. Approved suppliers include:

  • 4imprint
  • Allegra
  • Cole’s Screen Printing
  • Momentec (apparel and headwear only)
  • Silver Eagle

Departments are required to use these suppliers as the first option. No separate competitive bid is required unless both the contracted suppliers and the cooperative contract are unable to fulfill the request in full or provide an acceptable alternative. Departments may work directly with suppliers to select products, obtain pricing, and review proofs, timelines, and delivery details.

While not required, Procurement Services strongly recommends obtaining quotes from multiple contracted suppliers to ensure the best overall value.

Purchasing Procedure

All purchases with a contracted supplier or Staples must follow these steps:

  1. Obtain Artwork Approval
  2. Obtain a Quote
    • From a contracted supplier (required first), or
    • From Staples (if applicable)
  3. Submit a Requisition
    • Attach the supplier quote
    • Include contract number SPC-010549 when applicable
    • Follow standard Workday procedures

Cooperative Contract Option

If contracted suppliers are unable to meet the department’s needs, the Staples Promotional Products cooperative contract may be used as an alternative sourcing method. This contract satisfies competitive procurement requirements and may be used in lieu of a bid; however, it is not mandatory and does not replace the requirement to first attempt to use contracted suppliers.

When utilizing the cooperative contract, departments are responsible for requesting a quote, ensuring all artwork has been approved, and submitting a requisition in accordance with standard procedures.

When a Bid Is Required

A competitive quote bid or formal bid (cost determines method) is required when the requested items cannot be provided by any contracted supplier and cannot be sourced through the Staples cooperative contract. Promotional items, regardless of cost, must be bid if a contracted supplier or cooperative contract is not used.

In these situations, a licensed vendor must be used. If departments do not have the and Procurement Services will facilitate the solicitation process. Standard procurement timelines and requirements will apply.

P-Card Use

Use of a P-Card for promotional items or logoed apparel requires written pre-approval from the Director of Procurement Services or the Procurement Manager. The use of a P-Card does not waive any procurement requirements, including the use of contracted suppliers, cooperative contract guidelines, or artwork approval requirements.

Compliance, Exceptions, and Non-Compliance

All promotional item purchases must adhere to established procurement requirements and follow the defined order of precedence:

  • Contracted suppliers
  • Cooperative contract
  • Competitive or formal bid

Departments are responsible for ensuring that licensed vendors are used when required, that all artwork is approved prior to purchase, and that standard procurement procedures are followed in full.

Exceptions to the required use of contracted suppliers or the cooperative contract must be requested in advance, include written justification, and receive approval from Procurement Services prior to purchase.

If a purchase is made outside of the required process or without proper approvals, a Purchase Ratification Request will be required. Approval of ratification is not guaranteed.

Failure to comply with these requirements may result in returned goods, non-payment, or required ratification review.

Branding and Licensing Requirements

All use of the university’s name, logo, or marks must be reviewed and approved by the Office of Communications and Marketing prior to production. In addition, all merchandise must comply with university licensing requirements.

If a non-licensed vendor is used or artwork is not approved prior to production, a ratification request must be submitted to both Communications and Marketing and Procurement Services. Both offices reserve the right to deny the request and determine next steps.

Print Materials Exception

Printed materials such as brochures, flyers, and stationery are not required to be purchased through contracted promotional suppliers. However, UA Little Rock Print Services must be given the first right of refusal for all print projects. If Print Services is unable to fulfill the request, documentation of their declination must be included with any subsequent procurement request.

Support and Questions

Procurement Services is available to assist departments throughout the purchasing process. This includes support with supplier selection, obtaining quotes, coordinating bid processes, and evaluating exception requests.