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© Oregon University System, 2007
The Oregon University System (OUS) includes the Chancellor’s Office and seven institutions: Eastern Oregon University (La Grande), Oregon Institute of Technology (Klamath Falls), Oregon State University (Corvallis), Portland State University (Portland), Southern Oregon University (Ashland), University of Oregon (Eugene), and Western Oregon University (Monmouth).
Oregon Administrative Rules 580-061-0000 through 580-061-0160 and 580-062-0000 through 580-062-0025 set out the processes for acquiring Personal/Professional Services and Goods & Services. Personal/Professional Services are those services offered by an independent contractor whose experience, expertise, specialized skills or reputation in the field are required for completion of the project. Examples are: consultants, graphic artists, and speakers. Goods & Services include a vast array of commodities and services. Examples are: telecom equipment, computer and printing equipment, grounds equipment, software, installation services, office supplies, cleaning supplies, facility maintenance or repair.
Procurement Thresholds
- $0 to $25,000: Purchases are made directly with vendors.
- $25,000.01 to $100,000: Requires getting at least three quotes. Institutions must also post notice of the opportunity on the OUS Procurement Website for a reasonable time necessary to obtain at least three bids or proposals.
- Greater than $100,000: Requires that a Request for Proposals (RFP), Invitation to Bid (ITB) or other solicitation document be created. Notice of the procurement must be posted on the OUS Procurement Website. Institutions may also post notice of the procurement in trade periodicals, newspapers of general circulation, institution website, or other minority, women, and emerging small business targeted periodicals.
*Please note that institutions may have implemented policies establishing lower procurement thresholds than those outlined above.
Oregon Administrative Rules 580-061-0000 through 580-061-0160 and 580-063-0000 through 580-063-0045 set out the process for acquiring Construction Related services. Construction Related Services are services related to construction of new facilities or major facility improvement. Examples are: finance, design, preconstruction and construction. The project delivery methods that use Construction Related services include: design-build, construction manager at risk, agency construction management, and performance contracting.
Because of statutory and other regulatory requirements, Construction Related Services are divided into two categories: Professional Consultants and Construction Services. Professional consultants are architects, engineers, planners, land surveyors, appraisers, construction managers, and similar professional consultants. Construction Services are all other services related construction and major facility improvement.
To procure Professional Consultants, Institutions may use two separate methods.
Standard Procurement. Using this Standard Procurement method, Institutions must provide a variety of notice to the contracting community based on the estimated contract price.
- $0 to $25,000: Purchases are made directly with vendors.
- $25,000.01 to $100,000: Requires getting at least three quotes. Institutions must also post notice of the opportunity on the OUS Procurement Website for a reasonable time necessary to obtain at least three bids or proposals.
- Greater than $100,000: Requires that a Request for Proposals (RFP), Invitation to Bid (ITB) or other solicitation document be created. Notice of the procurement must be posted on the OUS Procurement Website. Institutions may also post notice of the procurement in trade periodicals, newspapers of general circulation, institution website, or other minority, women, and emerging small business targeted periodicals.
Retainer Program. The Office of Capital Construction, Planning & Budget maintains the Capital Construction Retainer Program. The Retainer Program is a list of pre-approved Professional Consultants who have already entered into a contract to provide services at a fixed rate of compensation and on certain terms. When Institutions have a project, they contact those firms on the retainer to quickly procure and execute a supplement to the contract for the specific project. When requesting bids, Institutions must contact a certain number of firms in the Retainer Program based on the estimated contract price for the project.
- $0 to $100,000: Purchases are made directly with a firm on retainer.
- $100,000.01 to $250,000: Requires getting at least three proposals from firms on retainer.
- $250,000.01 to $1,000,000: Requires the Institution to post the opportunity on the OUS Procurement Website and allow all eligible firms on retainer the opportunity to submit a proposal.
To procure Construction Services, Institutions may use two separate methods.
Standard Procurement. Using this Standard Procurement method, Institutions must provide a variety of notice to the contracting community based on the estimated contract price.
- $0 to $25,000: Purchases are made directly with vendors.
- $25,000.01 to $100,000: Requires getting at least three quotes. Institutions must also post notice of the opportunity on the OUS Procurement Website for a reasonable time necessary to obtain at least three bids or proposals.
- Greater than $100,000: Requires that a Request for Proposals (RFP), Invitation to Bid (ITB) or other solicitation document be created. Notice of the procurement must be posted on the OUS Procurement Website. Institutions may also post notice of the procurement in trade periodicals, newspapers of general circulation, institution website, or other minority, women, and emerging small business targeted periodicals
Retainer Program. The Office of Capital Construction, Planning & Budget maintains the Capital Construction Retainer Program. The Retainer Program is a list of pre-approved Contractors who have already entered into a contract to provide services at a fixed rate of compensation or on certain terms. When Institutions have a project, they contact those companies on the retainer to quickly procure and execute a supplement to the contract for the specific project. When requesting bids, Institutions must contact a certain number of companies in the Retainer Program based on the estimated contract price for the project.
- $0 to $50,000: Purchases are made directly with a company on retainer.
- $50,000.01 to $500,000: Requires getting at least three proposals from companies on retainer.
- $500,000.01 to $1,000,000: Requires the Institution to post the opportunity on the OUS Procurement Website and allow all eligible companies on retainer the opportunity to submit a proposal.
The Board encourages participation of Emerging Small Businesses by creating an Emerging Small Business Program. The Emerging Small Business Program is limited to businesses that meet the definition in ORS 200.005(3) and that maintain a current certification issued by the Oregon Department of Consumer and Business Services. When conducting procurements, Institutions may implement the Emerging Small Business Program by methods including, but not limited to:
(a) Priority of Contract Award. In the event of a tie low Bid, when price is the sole determinative factor, give priority to a certified Emerging Small Business;
(b) Exclusive Emerging Small Business Opportunities. Institutions have the authority to create opportunities that are only open to certified Emerging Small Businesses. When an Institution issues a Solicitation Document, the Institution may determine that it is in the Institution’s interest to limit the opportunity to only qualified and certified Emerging Small Businesses.
(c) Evaluation Criteria. An Institution may identify in a Solicitation Document that it will award additional evaluation points based on certified Emerging Small Business status.
For Construction Related Services where price is the determinative factor, if a Responsible Emerging Small Business’ Responsive Bid is within one percent of the lowest Responsible Responsive Bid, the Institution will award the Contract to the Emerging Small Business.
The general policy of OUS Institutions will be to expand economic opportunities for Minority Business Enterprises, Women Business Enterprises, and Emerging Small Businesses by offering them the contracting and subcontracting opportunities available through Institution Contracts. Notice of all Contract procured through a Competitive Process will be provided to the Advocate for Minority, Women, and Emerging Small Business, unless otherwise provided, using the OUS procurement website. Institutions are encouraged to unbundle contracts, when appropriate, to expand contract opportunities for Minority, Women, and Emerging Small Businesses and Oregon based businesses.
OUS will not knowingly contract with or procure goods or services from any Entity that discriminates on the basis of age, disability, national origin, race, marital status, religion, sex, or sexual orientation.
Bidders and Proposers will certify, as part of the Bids or Proposals that such Bidder or Proposer has not discriminated against Minority, Women or Emerging Small Business Enterprises in obtaining any required subcontracts.
OUS also complies with state statutes requiring the use of services and products of Qualified Rehabilitation Facilities (QRFs).
It is the intent of OUS to acquire the best product at the best price being cognizant of the need to encourage growth of Oregon firms including small businesses and women and minority owned businesses.
Oregon State University
http://www.pacc.oregonstate.edu
University of Oregon
http://baowww.uoregon.edu/procurementcontracting.htm
Portland State University
http://www.pdx.edu/bao/
Thank you for your interest in doing business with the institutions of the Oregon University System!