Purchasing and Contracting
Procedures
Processes and Procedures for
Contracting at UO
Presented by:
Greg Shabram and Kristen Jackson
Agenda
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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
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Basic Concepts
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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 Authority
Level 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)
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Direct Billing Account
UO Purchase Order
Telephone Order
Invoice
Price Agreements – Office Max, Staples, Metro Office
Solutions, Dell
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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
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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
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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
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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
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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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