Purchasing and Contracting Procedures

1. Purchasing and Contracting Procedures Processes and Procedures for Contracting at UO Presented by: Catherine Susman & Allie O’Connor Winter 2016

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

3. 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

4. Procurement Steps, cont. • Perform Competitive Process if Required • Select Purchase Method • Ensure All Required Approvals Obtained • Make Purchase • Issue PCS Form Contract, if applicable • Administer Purchase to Ensure Terms are Met • Input Invoice Payment into Banner

5. Basic Concepts • Dollar Value of Contract • Best Value • Brand Name Specification • Disqualification • Department Policies • Contracting Authority • Level 1 & Level 2

6. Included in Delegated Contracting Authority Level 1 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 • 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.

7. NOT Included in Delegated Contracting Authority Level 1 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 UO Employee • 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 UO Employee

8. 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, Dell

9. 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

10. 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 (Comments) • Required Internal and External Approvals

11. 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

12. 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

13. 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

14. PSC Exercises • Speaker Agreement for one presentation on a specific topic • Web Development Agreement to enhance functionality of existing site

15. Facility Use Agreement • Completing the form • Legal Name • Purpose of Rental • Rental Dates • Rental Fees • Insurance Requirements

16. 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

17. Purchase Orders, cont. • Terms & Conditions • Check boxes • Insurance • Certificates of Insurance • Insurance Endorsements • Signing the Purchase Order • Entering Payment

18. PO Exercises • Equipment Purchase Using Exhibit (quote containing specifications and pricing information) • Moving POs

19. 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.

20. 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

21. 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