governance transition & purchasing and contracting overview of uo purchasing & contracting...

Governance Transition & Purchasing and Contracting

Overview of UO Purchasing & Contracting After July 1, 2014

Presented by:Catherine Susman

UO Purchasing & Contracting Policy

• Currently still based on Oregon University System Oregon Administrative Rules (“OAR(s)”)

• OUS OARs are still in full force and effect even though the Governance Transition occurred July 1st

• Approved Forms Use Required – All Forms were updated as part of the

Governance Transition – please go to PCS’ Website

Oregon Administrative Rules

• Chapter 580 – 061-0000• OUS Code of Ethics

– Annual Statement – still required– References to OUS are considered to be

references to UO. (see Section 170(8) of SB270)

OUS Code of Ethics

https://casitweb.uoregon.edu/pcsforms/code-of-ethics

Procurement Thresholds

• Direct Procurement ≤ $25,000

• Informal Procurement $25,000.01 to $150,000

• Formal Procurement $150,000.01 +

• Alternative Procurement

5

AuthoritiesAuthority to Commit Department Funds

(to allow use of budget funds)

vs.

Contracting Authority(enter into a written or oral contract)

6

Authority to internally allow use of department funds

(i.e. who allows the purchase within your department – not who actually

makes the purchase.)

7

Authority to Commit Departmental Funds

Authorities Designation to Commit Funds

Budget Authority

Department Staff

8

Authority to enter into an oral or written contract on

behalf of UO

9

Contracting Authority

AuthoritiesUO Contract Officers

– UO Contracting Authority Delegated to Contract Officers

by UO’s VP of Finance and Administration

– August 30, 2012 Memorandum regarding Delegation of Signature Authority (still effective)https://pcs.uoregon.edu/content/commitment-funds-and-delegated-signature-authority

Chain of Delegation

University Board

AuthoritiesLevel 1 and Level 2 Contracting Authority

– Delegated by PCS Director• Level 1 Contracting Authority (L1CA)

– Less than or equal to $5,000

– Purchase Order, Direct Billing Invoice

– Must use Approved PO Form

• Level 2 Contracting Authority (L2CA)

– Less than or equal to $25,000

– Approved level 2 contract forms

11

Delegated Department Personnel

Delegated Department Personnel

Delegated Department Personnel

UO Department Approval Authorization

Obtain by completing

the Department Approval Authorization Form

Available online at: https://casitweb.uoregon.edu/pcsforms/

12

Contracting with Individuals• All individuals must be Independent

Contractors.

- No UO direction and control

- Rarely UO employees (requires PCS review and approval)

- External review when services are provided in foreign countries

- Must complete Independent Contractor Certification

13

• Policy• Practitioners Guide• Training• Templates• Written Procedures and Instructions• Website• Direct assistance from PCS Staff via phone, email and

in-person meetings; and • Central Emails:

– contract@uoregon.edu – purchaseorder@uoregon.edu– pcard@uoregon.edu – competitionsupport@uoregon.edu

Tools & Support

14

Questions

15