Purchasing and Contracting Procedures

Processes and Procedures for Contracting at UO

Presented by:Greg Shabram

Agenda

• Basic Concepts• Direct Procurement • Contracting Authority• Contract Administration• Payment• Review & Support

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Procurement Steps

• Develop Minimum Specifications and Estimate Total Dollar Value

• Confirm Approved Funding• Identify Applicable Policies & Required

Processes• Review QRF Listing for Product/Service• Determine if Price Agreement is Available

for Product/Service

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Procurement Steps, cont.

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• Perform Competitive Process if Required• Select Purchase Method• Ensure All Required Approvals Obtained• Issue Purchase Document• Monitor Purchase to Ensure Terms are Met• Input Invoice Payment into Banner

Basic Concepts

• Dollar Value of Contract• Best Value• Brand Name Specification• Disqualification• Department Policies• Contracting Authority

– Level 1 & Level 2

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Included in Delegated Contracting AuthorityLevel 1

• Purchase goods and trade services less than or equal to $5,000.– Using UO Purchase Order

less than or equal to $5,000.

– Using invoices less than or equal to $5,000.

Level 2• Purchase goods, trade

services and personal services less than or equal to $25,000– Using Specific UO

templates (under revision)• Purchase Order• Personal Service

Contracts• Facility Use Agreement

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NOT Included in Delegated Contracting Authority

Level 1• Any Purchase over $5,000.• Purchase Orders over $5,000.• Any Personal Service

Contracts at any $ amount.• Any Vendor Contracts,

Invoices or Quotes at any $ amount.

• Any changes to the UO Purchase Order template

• Any contract with a current or former OUS Employee

Level 2• Specific UO templates over

$25,000– Purchase Order– Personal Service Contracts– Facility Use Agreement

• Any Vendor Contracts, Invoices or Quotes at any $ amount.

• Any changes to the UO templates.

• Any contract with a current or former OUS Employee

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Direct Procurement(Less than or equal to $25,000)

• Competition encouraged but not required• Obtain best value for UO• Purchases of Goods or Trade Services less

than or equal to $5,000 (Level 1 Contracting Authority)– Direct Billing Account– UO Purchase Order– Telephone Order– Invoice– Price Agreements – Office Max, Staples, Metro Office

Solutions, Dell8

Direct Procurement Cont. (Less than or equal to $25,000)

• Purchases of Goods or Trade Services over $5,000 & less than or equal to $25,000– Written Contract Required– Level 2 Contracting Authority on approved UO templates– Approval by PCS for all other contracts

• Purchases of Personal Services less than or equal to $25,000– Written Contract Required– Level 2 Signature Authority on UO approved Personal Services

Contract template– Approval by PCS for all other contracts

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Purchase Orders• Completing Form

–Paper PO–Banner PO

• Contractor’s/Entity’s Legal Name• Referencing a Contract

–State of Oregon –Other Price Agreements/Contracts

• Referencing Vendor Quotes

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Purchase Orders, cont.

• Terms & Conditions–Check boxes

• Insurance–Certificates of Insurance– Insurance Endorsements

• Signing the Purchase Order• Entering Payment

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PO Exercises

• Equipment Purchase Using Exhibit (quote containing specifications and pricing information)

• Moving PO’s

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PCS Intake Sheet• Intake sheet is used to get a brief understanding

of the main contract elements:– Name of Contractor– Total Amount of Contract– Identification of Index and Fund – Confirmation of Commitment of

Funds/Availability– Confirmation of No Conflicts of Interest– Summary of Work Elements– Required Internal and External Approvals

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Personal Services Contracts• Completing Form• Contractor Legal Name• Attachments

– Standard Contract Provisions (A) – Statement of Work (B)– Compensation (C)– Insurance (D)– Photography (E)– Independent Contractor Certification (F)– Other

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Personal Services Contracts

• Term of Agreement• Fees• Expenses• Confirmation Independent Contractor

– Including confirmation not a current or former OUS employee

• Signing the PSC• Entering Payment• Amending a PSC

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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 (See Supplement)

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PSC Exercises

• Speaker Agreement for one presentation on a specific topic

• Web Development Agreement to enhance functionality of existing site

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Facility Use Agreement

• Completing the form• Legal Name• Purpose of Rental• Rental Dates • Rental Fees• Insurance Requirements

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Banner Approvals

• Level 1 Contracting Authority transactions will continue to be routed as in the past – use required text for purchase orders and invoices to ensure automatic approval.

• Level 2 Contracting Authority – will continue to be routed as in the past – use required text for purchase orders and invoices to ensure automatic approval.

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Support & Review• Initial Reviews

– At least 3 successfully drafted contracts completed in 3 month period

– Written notice provided once initial review completed

• Routine Reviews – Routine reviews of Banner transactions– Routine reviews of department contracts– Checklist of review items– Department Purchasing Profile

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Tools & Support• 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

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