Procurement

Our Procurement team is responsible for the non-construction related procurement of goods, services and personal/professional services. While Procurement directly manages the procurement processes and methods for procurements over $25,000, they also manage the policies and procedures associated with the purchases under $25,000 that are delegated to departments and Business Centers, depending on the dollar amount of the purchase. This group also manages procurement related contracts and the development of long term and managed contracts utilized by various OSU colleges and departments. Many of these are identified on the Buy ORANGE page of our website.

How Do I Start?

Goods and Services

Personal and Professional Services

Procurement FAQ

How Do I Start?

Be aware of ethical considerations and potential conflicts of interest. Anyone responsible for any aspect of purchasing on behalf of OSU should complete the Ethics Statement. There are rules and policies pertaining to purchasing and contracting ethics that OSU employees should be aware of and must adhere to when purchasing on behalf of OSU. This includes, but is not limited to purchasing from employees, relatives of OSU employees or members of the employee’s household, personal purchases using OSU Contracts, declaring a potential conflict of interest, accepting honorariums and responsibilities for selection committee members. These rules and policies pertain to all OSU employees for any kind of purchase at any dollar level.

OSU Surplus Property

Check to see if the goods you are seeking are available through OSU Surplus Property. Surplus Property has a wide variety of items available for sale to departments.

$0 - $4,999.99

With the exception of Bureau of Labor and Industries Prevailing Wage Rate related purchases, OSU Departments have a delegated authority for procurements of goods and services up to $5,000. This means for orders which total less than $5,000, you may get quotes and place the order. When feasible, an attempt should be made to get at least three quotes for your purchases, as this will help realize savings on your purchases. However, in some cases it may not be cost-effective to obtain quotes.

$5,000 - $24,999.99

When your total order will be between $5,000 and $24,999.99, you should work with your Business Center staff to process the order. Business Centers will work with you to place your order.

$25,000 - $149,999.99 (RFQ)

If your purchase total is $25,000.00 to $149,999.99, Procurement will handle the solicitation process.

$150,000 and Above or Complex (ITB)

Procurement will work with you to issue an Invitation to Bid (ITB) for procurements that are complex or are $150,000 or over.

Request for Proposal (RFP)

An RFP is issued when we want the vendors to propose a solution which we will evaluate for award, or when we have characteristics or issues we want to consider in the decision to award other than price. As with an ITB, Procurement will work with you to issue an RFP.

Sole Source Procurements and Contracts

Sole Source procurements are only allowed when it can be thoroughly documented that the Vendor holds a unique (no other sources have it) set of skills or expertise that make it impossible for anyone else to do the work or that the goods are not available from another source. For purchases and contracts $25,000 or higher, you will need to complete and submit a Sole Source Request Form along with the Purchase Requisition or Contract to Procurement.

Purchasing $0 - $4,999.99 (Within Your Delegated Authority)

OSU Departments have a delegated authority for procurements of goods and services up to $5,000. This means for orders which total less than $5,000, departments may get quotes and place the order.

The delegation of purchase authority does not mean you should not compete the purchase. Our recommendation is that procurements should be competed whenever feasible. An attempt should be made to get at least three quotes for your purchases. This will help realize savings on your purchases.

Multiple contracts, procurements or requisitions cannot be issued separately in order to circumvent procurement or legal sufficiency rules. Splitting orders is called "fragmenting." Fragmenting is specifically against OSU policy and Oregon Administrative Rules.

When purchasing within your delegated authority, there are several processes we recommend you use:

  1. State of Oregon or OSU Price Agreements
    Your department can issue a PO directly to a vendor who is on State of Oregon or OSU Price Agreements. You must indicate the applicable Price Agreement/Contract number you are using on the PO as reference to the vendor. Information regarding State of Oregon Price Agreements is available from the ORPIN system. For information regarding OSU Price Agreements contact Procurement or go to the Buy ORANGE Portal.

  2. Request for Quotes (RFQ)
    RFQs are the simplest method of competition. RFQs can be made by phone, fax, mail or email. When issuing an RFQ be sure all potential vendors are given the same requirements and specifications with which to prepare a quote. RFQs are used when purchasing a common item which can be easily identified. When issuing an RFQ, the lowest quote must receive the award unless you have specific reasons to reject it (e.g., they did not quote on the identical product you requested or they cannot meet your delivery requirements that were required in the solicitation document.)

  3. Direct Purchase
    A direct purchase (non-competitive) can be made when it has been determined that it is not feasible or appropriate to compete the procurement. For example, it is not practical to get competitive quotes for a box of pencils or other simple, inexpensive products. There are three methods for making direct purchases:

    • Purchasing Card - This is the simplest, most efficient method. The order is placed by giving the vendor your Purchasing Card (Departmental VISA) number. This affords the vendor immediate payment and simplifies the Accounts Payable process. There are thorough instructions regarding how to utilize your purchasing card on the OSU Purchasing Card web page or you can contact Accounts Payable at 737-0650, if you have any questions about a Purchasing Card.

    • Purchase Order - A Department can issue a Department Purchase Order or a Banner FIS Purchase Order to send to the vendor at which point they will normally send the item or provide the service.

    • Auto-Pay - When working with an auto-pay vendor, just order the item or service and have the vendor invoice you. Provide the vendor with the proper "Ship To" and "Bill To" addresses and give them your index code to be sure the item or service, and invoice, reaches the proper user. Auto Payments are entered into the Banner FIS system.

Purchasing $5,000 - $24,999.99 (Over Your Departmental Delegated Authority)

If you need something which costs more than your departmental delegated authority, it doesn’t mean the procurement has to be a long, complex process. When your total order will be equal to or greater than $5,000 but less than or equal to $24,999.99, you must work with your Business Center staff to place the order.

Your Business Center will work with you to process orders and make your purchases when they exceed the $4,999.99 threshold of purchase authority.

Purchasing $25,000 to $149,999.99 (RFQ)

If your purchase total is $25,000 to $149,999.99, Procurement will handle the solicitation process which typically will be managed as a Request for Quote (RFQ) or Informal Request for Proposal (IRFP). We suggest you speak to an analyst in Procurement to make them aware of your upcoming purchasing needs. When you are ready, complete a Purchase Requisition form and send it to your Business Center. The Business Center will submit the purchase requisition to Procurement. We may call or email you to verify the details. Procurement will conduct the appropriate solicitation process and place the order as quickly as possible.

When listing your requirements on the Purchase Requisition form be sure to clearly state all your specifications and requirements. Understand that Procurement cannot award a purchase based on specifications or requirements that are not clearly articulated in the solicitation document. Be clear in what it is that you need and the delivery that is required or you may be put in a position to accept low bid/quote or potentially cancelling the solicitation and starting over because the responses did not meet your needs.

Keep in mind that Procurement must meet the needs of all of the University’s departments. Typically, we process projects received on a first-in-first-out basis, but we try to take emergencies into account. When planning for your program, we encourage you to allow sufficient time to process your purchasing requirements to avoid jeopardizing your project deadline.

$150,000 and Above or Complex (ITB)

Procurement will work with you to issue an Invitation To Bid (ITB) for procurements that are complex or are $150,000 or over.

An ITB is issued for procurements that are either:

1. A dollar level which the Oregon Administrative Rules (OAR) requires a formal bid (anything $150,000 or over),

     - OR -

2. Complex enough by nature to require significant terms and conditions or specifications which would preclude the use of a simple RFQ.

ITBs require more time in preparation and administration, and have mandatory advertising requirements. When evaluating responses to ITBs, the award always goes to the lowest responsive and responsible bidder. Unless a low bidder is rejected for not complying with the requirements of the ITB, award must be to the low bidder; therefore, it is important to develop comprehensive specifications and requirements before going out to bid.

Contact Procurement early, as developing an ITB can be time consuming. We will work closely with you to ensure we have adequate specifications and other pertinent information. This will help us in helping you meet your procurement goals.

Request for Proposal (RFP)

The Request for Proposal (RFP) process is the most complex of the procurement processes. An RFP is issued when we want the vendors to propose a solution which we will evaluate for award, or when we have characteristics or issues which we want to consider in the decision to award other than price.

The time it takes to prepare and issue an RFP is substantially longer than an ITB because of the need for extra care and detail in developing the selection criteria, specifications, requirements, scope of work and terms of the RFP. An RFP process allows more flexibility in the evaluation of criteria for award; however, it also requires more diligence and effort to produce a document that clearly identifies your wants, needs and process for award. An evaluation team must be created and organized which adds time to the process as well.

An RFP is used when we are unsure of the exact item or service we want or are wanting to do some "shopping" between brands or types. Procurement will work with you to develop an RFP which will result in obtaining a product or service which gives you the best mix of characteristics and cost as defined by your needs.

An RFP typically has 3 main categories to be evaluated:

  1. The first category that must be evaluated is the required specifications. These can be seen as the “needs” of the University. If any proposal does not clearly meet all of the required specifications, it will be immediately rejected; therefore, it is important that we work diligently up front to identify the required specifications correctly. The required specifications will also be evaluated based on how well they meet the specifications.

  2. Second, there are the “preferred specifications” or “wants” of the University. The proposer’s responses to these specifications described in the RFP are evaluated and points are awarded accordingly.

  3. The last category evaluated in an RFP process is cost. The points awarded for cost may be equal to, greater-than, or less-than the point value of all the required or preferred specifications in the RFP.

The evaluation process can be lengthy as it may require presentations, testing, best and final offers, or other evaluation processes.

The award of an RFP takes more time than ITBs or RFQs. The extra time is to allow the proposers time to submit protests of award, and the subsequent disposition of any such protests.

Although it takes extra time and effort developing, administering and awarding an RFP, the result is a product or service that is specifically suited to the department’s need at a competitive price.

When submitting a request to issue an RFP to Procurement you will need to do the following:

  • As soon as you have the budget and approval to move forward with soliciting for a purchase or contract, contact a Procurement staff person or the general email address to notify someone that the request is under development. In some cases Procurement can obtain sample RFP’s or specifications from colleagues or other universities’ procurement staff. We can provide you with an RFP template so you can get a more clear understanding of what the document includes and what the process entails.

  • Submit a completed and appropriately signed Departmental Requisition. This will indicate you have the index number ready and budget authority is granted.

  • Include a comprehensive description of the goods or services you are seeking, any required specifications, and a list of your mandatory requirements and desirable evaluation criteria. Procurement will work with you to develop additional specifications or evaluation criteria if needed. Often, we will need to meet with you in person to review these items.

  • If you would like Procurement to obtain proposals from specific vendors be sure to attach their complete contact information. Procurement must obtain proposals from a minimum of three vendors. If you do not know three vendors, list your preferred vendors and Procurement will search for others. Procurement will advertise the RFP on the Business and Bid Opportunities web page as well.

To submit a request fax it to 737-2170, email it to our general email address, or put it in campus mail. Please do not send two copies of your order such as an original and a faxed copy. This will only increase the risk of duplicating an order.

Sole Source Procurements and Contracts

One of the biggest challenges is justifying Sole Source Procurements. The challenge is based on a common misunderstanding of the correct use of sole source procurements. KEEP IN MIND SOLE SOURCE PROCUREMENTS CANNOT BE USED TO AVOID COMPETITION.

Sole Source procurements or Contracts $25,000 or higher are only allowed when it can be thoroughly documented that the Vendor holds a unique (no other sources have it) set of skills or expertise that make it impossible for anyone else to do the Work or that the goods are not available from another source.

For purchases and Contracts $25,000 or higher, complete and submit a Sole Source Request Form along with the Purchase Requisition or Contract to Procurement. We will review and determine if it is a valid sole source. If it is determined to be valid, the Sole Source Request will be advertised on the Business and Bid Opportunities website for 7 days. Other vendors or contractors then have the opportunity to protest our placement of the sole source procurement contract.

A compelling sole source request makes a clear and convincing link between the program requirements and why the sole source is the only vendor or contractor capable of meeting those requirements. Simple statements regarding "compatibility" or other ambiguous reasoning may result in increased time to approve a sole source request. It may also result in converting the sole source to a competitive solicitation process.

Be prepared to answer questions from the Procurement team when you submit a sole source request. We are here to protect OSU from negative audit reports and litigation if another company demonstrates that they could provide the same equipment or service for a lower price. Sole source procurements or contracts will be avoided except when no reasonably available alternative source exists.

If it is determined not to be a valid Sole Source, then Procurement will work with you to develop and issue a competitive solicitation.

Sole Source Request Form

Goods & Services

Procurements for goods and services can encompass something as simple as a 20 item computer order from a contracted computer vendor to a more complex mixture of goods and services such as the multi-stage implementation of a software system. Depending on the dollar value and purchase type, the procurement method can vary greatly in complexity.

How Do I Start?

Information on purchase workflow

Forms

Procurement and Contract Services forms and samples

Buy ORANGE

Buy ORANGE provides information and portal access to OSU Contracts for goods and services.

Qualified Rehabilitation Facilities (QRF) and Contracting

Qualified Rehabilitation Facilities and affirmative action contracting with Minority, Women and Emerging Small Business are considerations all OSU staff should be aware of as they procure goods and services.

Auto Pay Vendors

Established accounts at local businesses where OSU faculty and staff may charge business expenses

Supplier Showcase

This newly redeveloped tradeshow is designed to showcase OSU’s key suppliers for the OSU college and department staff.

Auto Pay Vendors

The monthly statement of all invoices from the vendor is processed by Accounts Payable rather than the individual department.

  1. Obtain Index and Activity codes from Department Accounting staff before using store account; Vendor will require OSU ID when making purchase;
  2. Make purchase, get itemized receipts, forward to Deparment Accounting staff;
  3. Major participating vendors are: OfficeMax, Office Depot, OSU Bookstore, Bi-Mart;
  4. Go to the Business Affairs site for an option to review the current list of vendors.

Personal & Professional Services

Personal and Professional Services are services from an individual or firm with specialized skills, knowledge and resources not available within a department. Be aware that this excludes architectural or engineering consultant services - these types of services must utilize the construction contracting process. For information on that process, please contact Construction Contract Administration.

Although personal services contractors are hired for their specialized skills and knowledge, in some cases competition is required, as noted on our How Do I Start? page.

Signatures: Before submitting your final PSC to Procurement for review and approval, the signatures of the Department Head and Contractor must be obtained first. PSC submissions can be done via fax or through our general email as long as the document is legible, otherwise you may be asked to submit a hard copy of the PSC. Procurement will provide the final signature.

Sole Source Procurements and Contracts: If the Personal and Professional Services Contract is $25,000 or more and only one contractor holds the set of skills or expertise to do the work, review the Sole Source Procurements and Contracts information and submit the Sole Source Request Form along with the Personal and Professional Services Contract to Procurement.

Personal and Professional Services Forms

Buy ORANGE

Buy ORANGE provides information and portal access to OSU Contracts for goods and services. Time, resources and monetary savings are realized when purchasing from an already established OSU Contract. Except for purchases in which Bureau of Labor and Industries Prevailing Wage Rates would apply, purchases up to $5,000 may be made directly against these Contracts without having to go through Procurement or utilizing a Banner Purchase Order. Purchases above $5,000 require a Banner Purchase Order but competition is not required!

Advertising Laundry Services
Computers, Software & Information Technology Moving Services
Copiers Office Supplies
Costco Pouring Rights
Equipment Maintenance Management Services  
Flooring Qualified Rehabilitation Facilities (QRF)
Furniture Residential/Facilities (Mattresses/Linens/Toiletries)
Industrial Supplies / Facilities State of Oregon Contracts
Janitorial Temporary Services
Lab Supplies Travel Services

Costco Program

OSU has set up a program with Costco so that authorized OSU employees can shop for goods for OSU departments in person at the Albany, Eugene, or Hillsboro Costco locations, or order online from the Costco web site. This program is for OSU business related purchases and not for personal purchases.

Information regarding the program and related links are below:

If you are not sure if you are authorized to purchase at Costco, or if you have already submitted your request and need to find out the status, please contact us at 541-737-4261 or use our Contact Form.

Advertising

OSU has contracts in place for display, retail and classified advertising with the Corvallis Gazette Times and the Oregonian. When using these two providers, please reference OSU’s contract numbers at time of order.

Click on desired advertising agency to view contract information and details.

PaCS Buy Orange Advertising Gazette-Times            PaCS Buy Orange Advertising The Oregonian

Equipment Maintenance Management Services

The REMI Group

OSU Procurement and Contract Services has created a new contract for Equipment Maintenance Management Services (EMMS) with The Remi Group LLC. The objective of this contract is to provide a comprehensive approach to managing equipment maintenance that utilizes current service providers while reducing costs. Program benefits include:

  • Freedom to use your preferred service provider
  • Online management reports on equipment and vendor performance
  • Flexibility to customize coverage levels
  • Ability to add or remove equipment at any time
  • Consolidation of equipment maintenance contracts
  • In-house repair reimbursement

The Remi Group does not repair or service equipment. Your department may continue to utilize its current maintenance service provider. Savings are realized by consolidating existing service agreements into ONE comprehensive program, thereby eliminating the inefficiencies of multiple vendor service agreements.

How the Program Works:

How the REMI Group Program Works

Eligible equipment includes: general office, information technology, medical, laboratory/research, security, communication, mailroom, plus other types of equipment that are electronic in nature.

This agreement provides a minimum guaranteed discount of 25% on eligible current vendor service agreements and is available to all OSU departments.

For more information, please refer to the Contract Summary.

Flooring

The Flooring contracts are now being managed by Construction Contract Administration. Please contact Construction Contract Administration with any questions regarding these contracts.

Computers, Software, and IT-Related Goods & Services

Pre-Configured Computers - Frequently Asked Questions

“I have been looking at the Buy Orange computer systems and I can get a cheaper price on the home computer class models than I can on the business class models. Why should I opt for the business class one instead?”

Better hardware: The quality of parts and overall construction of the business class machines is normally superior to that of the cheaper consumer class offerings. This includes higher speed hard drives, longer life batteries, better motherboard components, more efficient power supplies, and better overall construction. Because of this the machines tend to be more reliable and stay usable longer, making them a better value for the money. Additionally, this standardization of hardware allows IT support staff to build and configure the machines faster because they do not have to spend as much time searching for the drivers and applications needed to get the machine ready for use. This also means that if something does go wrong with one of these machines IT staff are able to troubleshoot and repair them quicker. These things together allow us to keep downtime to a minimum and extend the lifetime of the computer out to 3-5 years.

Better warranty: Many consumer class laptops come with a standard one year warranty. If a part in or on the laptop fails after the warranty coverage has expired it can be very expensive (often more than the difference in initial savings) to get a replacement part and have it installed. It is also typical for the standard warranties to exclude accidental damage. If you accidently drop or spill coffee onto your laptop the basic warranty will often not cover the repair cost or cost of parts. This is the reason we recommend the additional accidental damage coverage as well as the basic parts and service warranty and why Buy Orange products have a 4 year warranty.

Pre-Configured Computers

Pre-negotiated pricing has been achieved with Apple, Dell and HP for pre-configured computers based on annual volume and purchase data at Oregon State University and is reviewed each year. Pricing remains constant until stock changes, so you may order one or multiple computers at the same price until these machines are no longer offered. Actual models and pricing offered will be updated within the manufacturer's respective website to reflect changes in technology.

The intent of these pre-configured computers is to meet a majority of the needs on campus to reduce administrative costs and time spent in both procurement and technical support, and is NOT intended to be the only machines acquired on campus.

Speak with your local departmental computer administrator (DCA or CN support team) to determine your technical needs; they may also assist you with on-line quoting and technical consultation.

Contact your business center or finance person to determine your departmental computer ordering and budget approval process.

Pre-Configured Computers - Frequently Asked Questions

If you have any questions, please contact Procurement at (541) 737-4261 and ask for the computer contract administrator.

Furniture

OSU has negotiated discounts with several new office furniture suppliers. With the goal of offering many furniture purchasing alternatives to OSU and its affiliates, these new supplier contracts represent 24 manufacturers, allowing options for any taste and any budget. These pricing agreements are available for use by OSU and its affiliates.

Furniture purchases can be from a variety of suppliers depending on the total cost of the purchase. Below you will find a list of suppliers presently on contract with OSU.

Key things to consider when purchasing furniture:

  • If the total value of the purchase is $25,000 or greater, please contact Procurement so that an analyst can review and insure the supplier is quoting furniture from contracts which OSU can utilize.
  • If pricing provided is not off preauthorized contracts, a competitive bidding process will need to be completed prior to ordering.
  • If the furniture purchase involves any kind of installation please contact us at our general email address (or contact Construction Contract Administration) to see if the project qualifies as a BOLI Prevailing Wage Rate project.

Most suppliers allow testing of chairs prior to placing firm orders to insure proper fit for the end customer.  It is highly recommended that staff test for fit, ergonomics and comfort before investing in a chair.

The following agreements should be the primary sources for supply on contracted systems furniture (click on the supplier's name for the contract summary):

Business Interiors (Staples)

  • Mity-lite
  • Office Master
  • PS Furniture
  • Workrite

King Office Equipment & Designs

  • Great Opening
  • St. Johns
  • Surface Works

Office World, Inc.

  • Herman Miller

Workspace Interiors by Office Depot

  • Global/Evolve
  • Hon
  • Izzy
  • Kimball
  • New England Wood
  • National

SmithCFI

  • Coalesse
  • Details
  • Friant
  • OFS Brands
  • Preferred Seating (RFM)
  • Steelcase
  • Watson

Workplace Resource of Oregon

  • Herman Miller

Workpointe

  • Krueger International (KI)

Moving Services

OSU has established contracts with several companies for moving, relocation and logistical services at significantly discounted rates. Services must be arranged through the contact listed in the contract summary in order to be eligible for the discount. These contracts have been established for OSU official business and their use is voluntary.

Any moving related reimbursement or direct billing requests require prior approval from the Department funding the move/relocation. This approval is recorded through the use of the OSU Moving/Relocation Agreement form which may be obtained from OSCAR, designated as a "Relocation Agreement." New employees should work directly with their prospective departments and Business Center to establish a purchase order per the FIS Relocation and Moving Policies 415-05.

Moving quotes are between the employee and the moving company and do not need to be submitted to Procurement for review or signature. The Business Center can work with Procurement if the final invoice total is over $25,000.00.

Click on a logo below to view contract summary information.

Allied Van Lines

 

Mayflower Transit

North American Van Lines

United Van Lines

Office Supplies

Effective January 2012 OfficeMax and Staples are the OSU contracted suppliers for office and educational supplies. The links below will direct you to contract summaries that will provide a general overview of the contract as well as links for account registration, on-line ordering portals and contact information.

 

Staples

Staples Account Registration
Staples Ordering Portal
Staples Contract Summary

OfficeMax

Office Depot Ordering Portal
Office Depot Summary
 

 

Qualified Rehabilitation Facilities

A Qualified Rehabilitation Facility, or QRF, is a non-profit organization that puts Oregonians with disabilities to work. A QRF often has a variety of programs to help people with disabilities achieve maximum economic and personal independence through vocational development. It is "qualified" because its programs are registered and reviewed on a regular basis by the Oregon Department of Administrative Services (DAS). Click on the link below to access information about the State of Oregon Qualified Rehabilitation Facilities Program:

State of Oregon Seal

State of Oregon QRF Organizations

As a Public University established by the laws of the State of Oregon, OSU does business with QRFs because:

  • It is the right thing to do, providing business opportunities for the disabled.
  • It is the smart thing to do, assisting the disabled earn a working wage.
  • It puts you in the driver's seat with the ability to negotiate contracts tailored to exactly the product/service you want.
  • It is the necessary thing to do according to the 1977 "Products of Disabled Individuals" act that obliges tax supported political bodies in Oregon to purchase goods and services from QRF's when products meet the agencies requirements.

Listed below are the QRF facilities most frequently utilized by OSU. You may also review additional information on our QRF Contracting page.

Qualified Rehabilitation Facility ("QRF") Description of Services Provided to OSU
Blue Sun Inc. Temporary Staffing Services
Coast Rehabilitation Services Janitorial Services
Cornerstone Associates Inc. Janitorial Services
DePaul Industries Temporary Staffing Services
Galt Foundation Temporary Staffing Services
Garten Services Laundry Services
Marie Mills Center Confidential Records Destruction
Opportunity Foundation of Oregon Janitorial Services
Work Unlimited Janitorial Services
Pathway Enterprises Inc. Janitorial Services 
Sunrise Enterprises of Roseburg Inc. Janitorial Services

If you would like information regarding Qualified Rehabilitation Facilities and the services they can provide, please contact:

Donna Cain

1-541-737-3423

Donna.cain2@oregonstate.edu

Qualified Rehabilitation Facilities (QRF) Contracting

In accordance with OAR 580-061-0000(f) Code of Ethics, OUS employees will promote competition by encouraging the participation of Oregon businesses, emerging small and minority-owned and women-owned businesses (MWESB) and Qualified Rehabilitation Facilities.

Qualified Rehabilitation Facilities

A Qualified Rehabilitation Facility (QRF) is a nonprofit organization whose purpose is to assist and encourage Oregonians with disabilities to achieve maximum independence through gainful and useful employment. QRF’s are certified by the Oregon Department of Administrative Services and the State Procurement Office (SPO) manages the products and services of these programs. QRF’s are supported and represented by the Oregon Rehabilitation Association (ORA).

ORS 279.850 mandates public agencies to procure products and services that are included on the Qualified Rehabilitation Facilities Program Procurement List available on the State Procurement Office website from a qualified nonprofit agency for disabled individuals provided the product or service is of the appropriate specifications, is available within the period required by the public agency, and at the price negotiated between the QRF and the agency. Contracts with QRF’s are exempt from competitive bidding.

Go to the Buy ORANGE page for QRF

Software

Please see our updated web page for Computers, IT and Software.

State of Oregon Contracts

OSU has access to all of the Price Agreements that the State of Oregon has issued. You must indicate the applicable Price Agreement/Contract number you are using on the PO as reference to the vendor and follow any specific instructions contained in the Price Agreement for other agency use.

View the full listing of available State of Oregon contracts (run date 6/29/17)

PaCS Buy Orange State of Oregon Contracts

Oregon Procurement Information Network (ORPIN)

(Please contact Procurement and Contract Services if you need log in information.)

Price Agreements placed by either the State of Oregon or OSU Procurement allow you to purchase products without going through a competitive process. Orders over $5,000 are still required to be processed through your Business Center and purchases $25,000 and higher are required to be processed by Procurement, but there is no requirement for a competitive solicitation.

While there is no requirement for a competitive solicitation when using a State of Oregon Contract, please review the pricing to ensure you are getting optimal value.

Travel Services

Travel Services Contractors

Click on the logo below to access contact details and contract information:

Azumano Travel  

 

Car Rental Information

Click on the logo below to access contact details and contract information:

Enterprise and National Car Reservations University Motor Pool

OSU Travel Policies

General Travel Information

OSU Travel Contacts

Travel Contract Administrator
Please contact Procurement with any questions
(541) 737-4261
Contact Us

Airfare Travel Authorization List Coordinator
Stephanie Smith
(541) 737-1825

Azumano Travel

CLICK on the LOGO below to access the Azumano Travel web site:

Azumano Travel

For reservations through Azumano Travel Services contact:

Contract Summary

Azumano Campus Outreach Video – August 20, 2013

Teel's Travel Planners

CLICK on the LOGO below to access the Teel's Travel Planners web site:

Teel's Travel Planners

For reservations through Teel's Travel Planners contact:

  • Local Area: 541-758-0808
  • Toll Free (Oregon): 1-800-824-1028
  • Toll Free (USA): 1-800-233-3225
  • Fax: 541-758-0814
  • Email: travel@travel-planners.com

Contract Summary

Enterprise / National

Please review the Contract Summary for updated information on Enterprise/National car rentals.

Enterprise and National Car Rentals

Procurement FAQ

Below are some frequently asked questions that Procurement receives:

We have a reservation for a hotel (or meeting site) that is requiring a signature. Since it’s a small dollar amount, can I sign it?

Please email any agreements, contracts, reservations, etc. to our general email box for review.  In most cases, Procurement will need to review and sign the forms, as they are typically binding contracts that contain terms and conditions that need to be reviewed by a procurement analyst.

I need to look up the status of a contract or agreement. Do I need to call or email Procurement or is there another way to check?

You can use our Check Status search tool to look up projects that Procurement is working on or has been completed.  If you need access information to the tool, please email our general email box and we will send you the information (available to OSU employees ONLY).

A vendor has requested our W-9 form, but I can’t find it on your site. How do I get a copy?

Please contact your Business Center, the Procurement general email box or Business Affairs Accounting to request the current copy of the OSU W-9.

What is a Sole Source Justification and in what situations is it allowed?

For procurements or contracts that are $25,000 or higher, a Sole Source justification can be allowed only when it can be thoroughly documented that the vendor holds a unique set of skills or expertise that make it impossible for anyone else to do the work, or the goods are not available from any other source. There is more information on our Sole Source Procurements and Contracts page. A Sole Source Request Form must be filled out and submitted with the purchase request papework. Sole Source procurements will still need to be posted for 7 days on the bid opportunities website.

What is BOLI and where can I find information about it?

Please contact Construction Contract Administration for BOLI-related questions, purchases and services.

Where can I find the policies regarding purchasing goods and services and contracting at OSU?

Go to the Procurement and Contract Services Manual for policies and procedures. The FIS Policies also contain policies and procedures for campus.