Procurement and Contract Services

Alert  FRAUD ALERT

ATTENTION VENDORS AND OSU STAFF:

Be Aware of Fraudulent Quote Requests and Orders Using Procurement Contact Information

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Procurement and Contract Services (a division of PCMM, which also includes Campus Recycling and Surplus Property) assists, advises and provides oversight to OSU Colleges, Departments and Business Centers in meeting their procurement and contracting needs.  PCMM is a unit within Business Affairs.

Submit requests for purchases, contract reviews and general inquiries to  Procurement and Contract Services for expedient review by our analysts.

View the Organizational Chart for Procurement, Contracts and Materials Management (PCMM).

Home

About Us

Procurement and Contract Services is responsible for working with University departments to establish procurement contracts, purchase orders and other institutional contracts with a total in excess of $100 million annually in support of all departments and programs across the institution.

Directory

Our address and a list of our employees.

Mission & Vision

View our mission statement, vision core values and guiding principles.

Customer Survey Results

Review our annual survey results and additional feedback information.

eProcurement Initiative

Learn more about our initiative to implement an eProcurement system that would allow buyers to use an electronic shopping environment for contracted goods and services.

Directory

ATTENTION VENDORS AND OSU STAFF:
Be Aware of Fraudulent Quote Requests and Orders Using Procurement Contact Information

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Procurement and Contract Services is located on the main OSU campus at 644 SW 13th Street, Corvallis, OR 97333. Refer to the OSU Interactive Campus Map for further details and directions.

For general information or to contact the main office for PCMM, please call 541-737-4261.

PCMM Org Chart (revised September 2017)

Mission & Vision

PCMM Mission, Vision and Shared Values

Procurement, Contracts and Materials Management (PCMM) is a unit within Business Affairs and is supported by the Chief Procurement Officer. PCMM is dedicated to supporting Oregon State University’s vision to be among the Top Ten land grant institutions in America. Our mission directly advances the University’s goals in sustaining an environment that ensures accountability of stewardship and strategic use of constrained resources.

Mission

PCMM supports the university’s goals pertaining to student success, research, outreach and global impact by delivering maximum value to the University by providing strategic and valuable:

  • contracting services;
  • sourcing of goods and services;
  • spend and revenue management;
  • supplier diversity program management; and
  • materials and resource management, including sustainability initiatives.

Vision

To provide services so highly valued by our customers that PCMM is sought after and recognized for our expertise, leadership and support.

Shared Values

The PCMM staff identified the following as values that we share:

  • Ambition – having drive and motivation for our responsibilities and our role
  • Creativity – being able to transcend traditional ideas and practices and using our imagination to create new ideas
  • Diversity – embracing differences
  • Empowerment – providing those around us with the knowledge, tools and authority to provide for themselves
  • Goal-oriented
  • Growth – developing skills, knowledge and expertise
  • Merit -gaining respect and commendation through excellence and effectiveness
  • Patience – having the capacity to maneuver through challenges and deal with difficulties without getting angry or upset
  • Resourceful
  • Strategic minded – using insight, information and opportunity to plan and achieve goals that provide positive outcomes

Organizational Chart

Download an organizational chart for Procurement, Contracts and Materials Management (PCMM).

Contact Us

Please visit our Contact Us page to get in touch.

Customer Survey Results

2012 SURVEY RESULTS

Procurement and Contract Services is pleased to share the results of our 2012 Customer Satisfaction Survey. Please click on the following link to access the results: 2012 Survey Results. We Would like to thank those internal customers who engaged in providing their valuable feedback through the survey.

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If you would like to submit confidential feedback to the PCMM Department Head, please fill out our feedback form.

eProcurement Initiative

Overview

OSU is considering an initiative to implement an eProcurement system that would provide an online shopping environment for OSU’s contracted goods and services.  The online shopping environment provides users simultaneous access to enabled catalogs which allows for searches across multiple suppliers and catalogs.  In addition to the online shopping environment or “Marketplace” as it is often described, an eProcurement system can cover the entire source to settlement process including: Supplier Information Management, Sourcing & Contract Management, Marketplace & eProcurement, Accounts Payable and Spend & Performance Analysis.

eProcurement Initiative Survey Results

PaCS conducted a survey in June 2013 to gain feedback from the OSU community about their experience, needs and the impact of an eProcurement system at OSU.  A summary of the survey results can be found at eProcurement Initiative - Survey Results Memo 7.16.13.

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.

Contract Services

Contract Services develops and approves OSU contracts for business transactions, which typically include non-research, revenue-in or revenue neutral transactions.  Examples of Agreements that Contract Services reviews and approves include:

  • Academic Affiliation Agreements
  • Collaboration Agreements (for non-research collaborations)
  • Education Abroad Agreements
  • Fee for Services (OSU as Service Provider)
  • Internship, Work Study and Host Site Agreements
  • Testing Services Agreements

Contract Services provides a suite of services, including drafting, reviewing, negotiating, and executing non-research business transaction contracts.  We manage the contracting process from initial opportunity review, through contract negotiation, to contract approval and act as liaison between campus units and Legal Counsel, Risk Management and our contracting partners.

Contact Us

Additional Information

Contract Services Forms

Contracting Offices at OSU

OSU has multiple contracting offices. Each contracting office has different areas of expertise and authority. If you are unsure of which office should handle your contract, contact the office that you believe would handle your contract and that office can assist you in having your contract directed to the most appropriate contracting office.

Construction Contract Administration
CCA is responsible for contracts related to construction services including major & minor construction, renovation, reconstruction, and repairs; architectural,  engineering, and related consulting services; on-campus moving services; asbestos, lead paint and other abatement; and other work that requires attachment to building structures and systems.

Contract Services
Contract Services develops and approves OSU contracts for business transactions, which typically include non-research, revenue-in or revenue neutral transactions.

Office of Commercialization and Corporate Development
OCCD is responsible for contracts related to privately sponsored research, research development and commercialization of University intellectual property, and is responsible for licenses for use of University intellectual property, confidentiality and material transfer agreements.

Office of Sponsored Programs
OSP is responsible for grants and grant contracts from federal and state entities, other universities, other states, non-profits, foreign universities and foreign governments for sponsored research, scholarship, instructional and other activities, and contractual compliance as it relates to sponsored activities. 

Procurement
Procurement handles contracts for OSU’s purchase of goods or services.

Real Estate and Space Management
RESP facilitates the sale, acquisition and lease of University property and manages the drafting and legal processing of real property related documents including: leases and rental agreements; property acquisitions and dispositions; use agreements; property line adjustments; property use licenses; and easements.

University Advancement
UA is responsible for licenses to outside entities for the use of the University’s brand, name, logo and merchandise.

Forms

The publications on this page will be made available in an accessible format upon request. Please contact us using our Contact Form or call 541-737-4261.

Goods & Services Forms
Personal Services Forms
Contract Services Forms

Goods & Services Forms

This form is required to request a procurement for goods or services

This form must be completed and submitted along with a Purchase Requisition for all leases of goods and equipment in which OSU is the lessee. Be sure to review the OSU and OUS lease policies prior to considering any leasing arrangement.

Used when a procurement is less than $5,000 (no Procurement involvement)

This form is used to request a Sole Source Procurement or Contract

Use this form to list the details of the products you would like to have quoted by vendors. Please review the dollar thresholds on our How Do I Start? page so that you have an understanding of when you can obtain your own quotes. There are various dollar thresholds that require certain types of solicitations, advertising and management by Procurement.

Use this form to tabulate bids on departmental-level procurements

Personal Services Forms

Personal Services Contract is used for Personal or Professional Services totaling $5,000 and above for a given year, for non U.S. Citizen workers, or for projects with multiple payments. This form is not to be used for architectural or engineering services. Please be certain to fill out the Employee vs. Independent Contractor Determination form below for submission with each PSC.

An Employee vs. Independent Contractor Determination form is required to be submitted to Procurement along with the Personal Services Contract if the PSC is issued to an individual as opposed to a company. Contracts may only be issued to individuals that qualify as Independent Contractors. Please see our Training section for additional reference materials.

The amendment form is for use when adding money or time to a non-expired Personal Services Contract. This form should only be used in the event of an unforeseen expansion of the scope or delay in performance (not as a means for issuing a new contract with a unique scope of work).

This form is used to request a Sole Source Procurement or Contract.

Contract Services Forms

Resources

The following are resources that colleges, departments and Business Centers may find helpful in their procurement and contracting needs.

Reference Materials

Find reference materials such as Procurement and Contract Services Essentials, policies, procedures, and information regarding insurance.

Training

Check here for the latest training materials and upcoming training opportunities.

Ethics

Review ethical standards that OSU employees must maintain to encompass the highest standards of honesty, integrity, impartiality and professionalism in conducting business on behalf of Oregon State University.

Business Center Resources

Projects and Solicitations

Information for Vendors

Reference Materials

The publications on this page will be made available in an accessible format upon request. Please email us using our Contact Form or call 541-737-4261. 

  • Procurement and Contract Services Essentials Guide
    This is a handy reference guide to successful contracting and procurement at OSU. This guide covers a little bit of everything from personal services contracts to issuing a formal procurement Invitation to Bid. You may also view the Quick Reference Guide for guidelines on Goods and Services Purchasing and Personal Services Contracts.
  • Business Credit Memo
    This is a one page listing that includes pertinent information requested on most credit applications. Please contact Procurement if you need a copy of this.
  • Oregon State University (OSU) Tax Exempt Status
    OSU exists pursuant to state law and is governed by the Oregon State University Board of Trustees. OSU, as a state institution, generally is not subject to taxation under the Internal Revenue Code of 1986, as amended (Code). The OSU tax exemption flows from Code §115 and the rule that federal tax provisions do not apply to integral units of state government, unless the Code expressly makes the provisions applicable to state governments. Please note that the policy does not address sales tax. Sales Tax exemption varies by state, but it is always a good idea to attempt to negotiate a waiver of the sales tax on orders placed to out of state vendors. Just be aware that depending on the state’s nonresident sales tax policy, OSU may be required to pay sales tax. You may contact Procurement and Contracts for assistance with sales tax charges over $250 per transaction, but there is no guarantee the sales tax can be waived.
  • Division 62
    Personal or Professional Services Contracts 580-062
  • Current OSU W-9 Form
    Please contact your Business Center, our general email address or Business Affairs Accounting to request the current copy of the OSU W-9 form.
  • Certificates of Insurance
    When asked for a Certificate of Insurance (COI) you can offer the Certificate of Insurance Letter as a substitute. If a department or vendor requires a Certificate of Insurance for a contract or agreement that Procurement and Contract Services has processed for you, please work directly with Risk Management in obtaining the COI. Please allow 4-5 business days for the COI process. More information about Certificates of Insurance can be found on the Risk Management site.

Training

Current Training Materials

(Please Note: Training Materials created before June 2013 may have outdated purchasing threshold amounts)

  • Procurement - We Are Not Vogons

    Launch into the wide galaxy of procurement! Discover the services that OSU Procurement provides and how to most effectively use them to get positive results. Examples will show how we can help you navigate through the procurement cosmos to successfully reach your destination. View the slideshow or download the PDF of the presentation from Training Days 2013.

  • Banner Purchase Order (PO) Approvals

    This training video guides staff in how to utilize Banner PO Approval access in Banner. Important procurement thresholds and Banner PO Approver responsibilities are outlined. Review of this video is necessary in order to gain Banner PO Approval access in Banner FIS.

  • Azumano Campus Outreach Video

    OSU Procurement and Contract Services invited Azumano Travel, a contracted OSU travel provider, to facilitate a campus-wide travel outreach. This video provides you an opportunity to listen in and view the slide set that was presented on August 20, 2013. This outreach provided attendees the opportunity to meet the Azumano Travel staff, familiarize themselves with Azumano Travel and their value proposition, learn about Azumano Travel’s reach within state-wide systems and contracts and provided an opportunity to ask questions and provide feedback.

  • Should I Separate This? A Lesson in Fragmentation

    Watch this 9 minute video to learn about fragmentation as it pertains to managing purchasing and payments. Fragmentation is a prohibited practice by Oregon Administrative Rules and this informative video reviews the importance of managing purchases in a manner that avoids fragmentation. The video goes over the definition of fragmentation, applicable dollar thresholds and rules, and provides a few examples. It also reviews why it’s important not to fragment and how fragmentation is managed if it is detected.

  • Compliance with OSU (previously OUS) Code of Ethics

    This almost 3 minute video is an excerpt from the 2012 Training Days Presentation “Should I or Shouldn’t I? – An Education in Ethics.”  It focuses on how OSU employees involved in procurements or initiating contracts should review the OSU Code of Ethics and indicate their compliance on an annual basis.

  • Accepting Gifts

    This excerpt from the 2012 Training Days Presentation “Should I or Shouldn’t I? – An Education in Ethics” reviews the OSU employee’s responsibilities in considering the acceptance of gifts for personal use. This video focuses on the policies pertaining to the restrictions in accepting gifts and goes over a few examples in what may or may not be permissible.

2012 Training Days Presentations

  • Should I or Shouldn't I? - An Education in Ethics

    This session explored the world of ethics and conflicts of interest as they apply to public officials, OSU researchers, purchasing and contracting. Representatives from the offices of Procurement and Contracting, Post-Award, and Research Integrity briefly reviewed state and federal regulations and institutional policies on conflicts of interest. They also took a look at a few real-life ethics issues that have surfaced over the years.

  • Essential Contracting

    This session was sponsored by the Contract Services section of Procurement and Contract Services and the following questions were discussed:

    • What types of agreements should be sent to Procurement and Contract Services?
    • How are agreements processed byProcurement and Contract Services?
    • What needs to be included in an agreement?
    • How does Procurement and Contract Services review agreements, including common issues and concerns in agreement formation?
    • What should departments and department faculty keep in mind when drafting agreements or scopes of work?

2011 Training Days Presentations

  • Personal Services Contracts and Independent Contractor Determination

    Learn more about personal services vs. trade services, the importance of a clearly articulated Scope of Work, and the process to develop and execute a Personal Services Contract. You will also learn about the importance of making an accurate independent contractor determination.

  • Purchasing Goods & Services

    (Please note that this document contains historical threshold amounts that were updated in June 2013)
    This presentation focuses on the many considerations when purchasing goods and services. The following are key areas outlined in the presentation:

    • Purchasing & Contracting Ethics
    • Delegated Purchasing Authority
    • BOLI Prevailing Wage Rates
    • Types of Solicitations
    • Buy Orange
    • Contract Signature Authority
    • Type of Contracts Procurement and Contract Services Manages
    • Procurement and Contract Services Resources

Independent Contractor or Employee Panel Discussion

Other Training Options

  • Training Days

    Training Days is a focused set of learning and workshop sessions providing information and insight to Faculty and Staff interacting together in our daily work at OSU. For more information visit OSU Training Days.

  • Department One-on-One Training

    If you or staff within your department are interested in focused training by the Procurement and Contract Services staff please don’t hesitate to contact us using our general email, our Contact Form or by calling us at 737-4261. We would be happy to visit with you about your training needs and schedule a time for procurement and/or contract training for your staff.

Ethics

Employment at Oregon State University is a public trust. The ethical standards that an OSU employee must maintain the highest standards of honesty, integrity, impartiality and professionalism in conducting business on behalf of the University. Employees responsible for maintaining the integrity of the competitive, procurement and contracting processes act as stewards of the University and taxpayers’ dollars so it is especially important that OSU employees avoid even the perception of a conflict of interest. OSU staff should familiarize themselves with the Purchasing and Contracting Ethics Policies and Procedures.

OSU is subject to the provisions in the Procurement and Contracting Code 580-061-0000 “Code of Ethics.” The Code of Ethics states that on an annual basis OSU employees in relation to OAR Chapter 580, Divisions 60, 61, 62, and 63 will sign a statement that the employee has reviewed and will comply with the OSU Code of Ethics. OSU provides an online tool so that employees responsible for procuring or contracting for goods and services may complete the necessary Ethics Statement which fulfills this OSU Standard.

The following are directions for utilizing the OSU Ethics form:

  1. Go to the Ethics Statement Login page
  2. You will be prompted to log in using your ONID ID
  3. After logging in, thoroughly read the Ethics Statement
  4. If you have any questions or think you may have a conflict of interest please contact the Chief Procurement Officer
  5. At the bottom of the Ethics Statement, be sure to fill out the CAPTCHA field then click on the “I agree” button to complete the process

Once submitted, the system sends an automated email receipt of completion to the employee with a copy to the OSU Chief Procurement Officer.

Declaration of Conflict or Potential Conflict of Interest

The procurement of goods and services at OSU must be free of the undue influence of outside interests. There may be situations in which financial or other personal considerations may compromise, or have the appearance of compromising, an employee's professional judgment in the execution of any part of the procurement or contracting process. Any conflicts or potential conflicts of interest regarding the procurement or contracting process must be reported to PaCS before making the procurement or executing the contract. Conflicts of Interests regarding the research integrity of a research project or proposal are managed through the Research Office process. Their decision on the conflict of interest relating to research integrity does not mitigate conflicts of interest in the procurement or contracting area.

Employees should promptly disclose any real or potential conflicts of interest by filling out the Disclosure of Real or Potential Conflict of Interest form and submitting to PaCS for review and advice on mitigating the conflict of interest.

For more information reference Policy and Procedure 104-001.

Additional Ethics Information

For additional information regarding ethics laws pertaining to public officials OSU staff are advised to review the Oregon Government Ethics Commissions' Guide to Ethics Laws for Public Officials and the Guide for Public Officials 2015 Supplement, which provides guidance on the provisions of the statute (ORS 244) pertaining to ethics and public officials.

The OSU Office of Research Integrity also provides guidance on ethics and conflict of interest as it pertains to research. For more information you can review the Office of Research Integrity Conflict of Interest.

To report known or suspected fraudulent acts or financial irregularities, please review the Fraud, Waste and Abuse Reporting Policy.

Business Center Resources

With the exception of purchases that would include requirements pertaining to Bureau of Labor and Industries Prevailing Wage Rates, purchases under $25,000 are within Business Center delegation. Business Centers manage purchases under $25,000 and issue purchase requests to Procurement and Contract Services.

The following links to documents, reference materials and related links that may be useful for Business Center Finance and Administration Staff. The publications on this page will be made available in an accessible format upon request. Please contact us using our Contact Form or call 541-737-4261.

Forms

Policies and Procedures Manual

Buy ORANGE

Our Buy ORANGE section has information regarding goods and services available on OSU contract and other preferred vendors such as Qualified Rehabilitation Facilities.

Business Center Training Materials

Submitting Requests

We highly encourage submitting requests for purchases, contract reviews and general inquiries by emailing us using our general email address, utilizing our Contact Form or by calling 541-737-4261. Once received, projects are assigned to an analyst based on their availability, area of expertise, project complexity and current workload. This is the most expedient and efficient method for submitting purchase requests and contract reviews and will result in a more expedient review.

For information about the various types of purchases and competitive processes, refer to the How Do I Start? page.

Timelines for Procurement Processing

The Procurement Processing Timelines document provides an estimated timeline for managing most common procurements.

Checking the Status of Your Project

This feature of the website allows Business Center staff and the colleges and units they support the ability to search for their projects to check project status and download copies of contracts and Purchase Orders.

View Advertised Projects

Business Centers can view or direct vendors and potential bidders/proposers to advertised projects at the following location:

Projects & Solicitations

Colleges, departments and Business Centers can check the status of their project while Vendors and Contractors can view advertised procurement opportunities.

Check the Status of a Project

Use this search to check the status of contracts, such as Contract Services agreements, Personal and Professional Services Contracts (PSC) and procurement requests (for OSU employee use only).

Business and Bid Opportunities

Vendors and OSU employees can check here for OSU open and advertised procurements as well as bids from other state universities.

Check Status of Projects

Information for Vendors

PLEASE NOTE: Oregon State University's Corvallis campus is a smoke-free environment as of 9/1/12. For more information, please visit the Smoke-free OSU web site.

The publications on this page will be made available in an accessible format upon request. Please contact us using our Contact Form or call 541-737-4261.

Minority, Women Owned and Emerging Small Business (MWESB)

This page provides information on policies and programs related to minority, women, and emerging small businesses (MWESB) interested in doing business with Oregon State University. Please review our blog at MWESB at Oregon State University for additional information. If you have any questions, please contact our Adminstrative & Diversity Manager Christine Atwood.

Minority, Women and Emerging Small Businesses

OAR 580-061-0030 expands economic opportunities for Minority Business Enterprises, Women Business Enterprises and Emerging Small Businesses by offering them the contracting and subcontracting opportunities available through OSU contracts. Notices of all solicitations over $25,000 procured through a competitive process will be provided to the Advocate for Minority, Women and Emerging Small Business through the Oregon State University Bidding Opportunities website.

In accordance with OAR 580-061-0030 (2), OSU shall not knowingly contract with or procure goods and services from an Entity that discriminates on the basis of age, disability, national origin, race, marital status, religion, sex, or sexual orientation.

For procurements of goods and services, bidders and proposers must certify, as part of the bid or proposal documents accompanying the bid or proposal on a public contract, that such bidder or proposer has not discriminated against Minority, Women, or Emerging Small Business Enterprises in obtaining any required subcontracts.

Minority, Women and Emerging Small Business Certification

Qualifying Minority, Women and Emerging Small Businesses can obtain certification through the Oregon Office of Minority, Women and Emerging Small Business website for certification information.

MWESB Policy

Effective November 2011, the Oregon University System (OUS) implemented a MWESB policy. This policy requires effort by universities within OUS to extend business opportunities to MWESBs. OSU Procurement has updated the solicitation processes to incorporate the requirements of the policy.

It is the intent of Oregon State University to acquire the best product at the best price being cognizant of the need to encourage growth of Oregon firms including small businesses and women and minority owned businesses.  Thank you for your interest in doing business with Oregon State University!

MWESB Annual Report

Click here for the FY16 MWESB Annual Report

This report represents the joint effort of Procurement, Contracts and Materials Management (PCMM) and Capital Planning and Development (CPD) to provide information on the participation of Minority, Women-Owned and Emerging Small Businesses (MWESB) vendors in fiscal year 2016 at Oregon State University (OSU). MWESB participants include suppliers, construction contractors and professional service providers. PCMM and CPD continue to actively promote and engage the utilization of MWESB firms through a variety of outreach activities.

Terms and Conditions

Oregon State University issues Purchase Orders using standard or special terms and conditions. When using the standard terms and conditions, those are usually not attached, except by reference, to the physical Purchase Order. OSU uses four different sets of "standard" terms and conditions as appropriate. The three that apply to Procurement are:

If for any reason you are unable to view the referenced Standard Terms and Condition, please let our staff know and we will provide it to you accordingly. The publications on this page will be made available in an accessible format upon request. Please contact us using our Contact Form or call 541-737-4261.

Construction Contract Administration

Construction Contract Administration is a unit within Procurement, Contracts and Materials Management.  This unit is responsible for construction related procurements and contracts.  These type of services include, but are not limited to:Learning Innovation Center (LInC)

  • major and minor construction,
  • renovation,
  • reconstruction and repairs,
  • architectural,
  • engineering,
  • geotechnical,
  • land surveys,
  • moving services utilized for department moves,
  • floor coverings,
  • systems furniture,
  • painting,
  • asbestos, lead paint and other abatement, and
  • other services that require installation or attachment to building structures and systems.

Construction Contract Administration administers any construction related procurement that includes services that require trade labor that is subject to Bureau of Labor and Industries (BOLI) Prevailing Wage Rates (PWR).  Because of the analysis that must be conducted to determine whether a purchase is subject to BOLI PWR, Construction Contract Administration is responsible for reviewing the purchase request and making that determination. To find out whether a project is subject to BOLI PWR, email pacs@oregonstate.edu with your inquiry.  All purchases requiring the payment of PWR must route through Construction Contract Administration, regardless of dollar value.

Construction Contract Administration also administers the retainer program for consultants and construction contractors, as well as master contracts for inter-campus moves, floor covering, abatement, and other types of construction and related services.  Construction related business opportunities can be found at http://bid.oregonstate.edu

Construction Contract Administration and Capital Planning and Development partner on many small and large capital projects for the University.  They collaborate by working together to plan and develop the procurements and execute and administer the contracts.

Contact Us

Additional Information

How To Join the Retainer Contract Pool  (Note: We only accept electronic submissions).

For Contractors (PDF)     For Consultants (PDF) 

Standard Terms and Conditions for Construction Contracts (PDF)

Bid Opportunities

General Information for Vendors

MWESB Certification

 

eProcurement

Supplier Showcase

Thursday, October 12, 2017
11:00am - 2:00pm
CH2M HILL Alumni Center

Save the Date - 2017 Supplier Showcase

Click here for more information!

Participating Vendor List - Updated Weekly!

Vendors Attendees
  • Registration will not be required this year for attendees
  • Drinks and snacks will be available during event (attendees may purchase own lunch at nearby eateries)
  • Please encourage buyers and purchasing decision-makers in your area to attend

Supplier Showcase Terms and Conditions

OSUSupplier Showcase 2017

Event Date: Thursday, October 12th

Terms & Conditions

  1. Freight or Delivery: Shipments will not be accepted until 3 business days prior to show and can be shipped to directly to the CH2M HILL Alumni Center or The LaSells Stewart (location of your exhibit space):

CH2M HILL Alumni Center

725 SW 26th St

Corvallis, Oregon 97331

 

The LaSells Stewart Center

875 SW 26th Street

Corvallis, Oregon 97331

 

Attention:  Company Name, Show Name, Date, Location

Anything over 150 pounds or over 26”x26”x26” must be shipped to OSU Campus Freight:

OSU Campus Freight

4700 SW Research Way

Corvallis, Oregon  97333

 

Attention:  Company Name, Show Name, Date, Location

Campus Freight questions 541-737-4019 or http://printmail.oregonstate.edu/mailing-services/campus-freight


Notification of shipment and estimated arrival date must be sent to conferences@oregonstate.edu


Vendors are responsible for shipping coordination and charges both to and from OSU. OSU will not assume any shipping fees, C.O.D. fees, etc. All such fees are the sole responsibility of the exhibitor. Furthermore, OSU is released and discharged of any liability for damage to, or loss of, any and all exhibitor’s property occurring while it is on campus.

Campus Freight questions 541-737-4019 or http://printmail.oregonstate.edu/mailing-services/campus-freight


Notification of shipment and estimated arrival date must be sent to conferences@oregonstate.edu


Vendors are responsible for shipping coordination and charges both to and from OSU. OSU will not assume any shipping fees, C.O.D. fees, etc. All such fees are the sole responsibility of the exhibitor. Furthermore, OSU is released and discharged of any liability for damage to, or loss of, any and all exhibitor’s property occurring while it is on campus.

2.  Canvass Marketing:  Vendors are prohibited from canvass marketing outside of the Facility by distributing advertising materials to persons, private automobiles or buildings within the Oregon State University Corvallis campus.

3.  Food & Beverage must be provided by an OSU approved and licensed caterer.

4.  Set-up:  Vendor set-up will be allowed during the hours as stated on the Expo schedule. You may not affix anything permanent to the walls, ceilings or floors. You may use blue painters tape to affix signs, or other like type items to the walls with preapproval from staff on site. 

5.  Cancellation:  Cancellation requests must be made in writing to conferences@oregonstate.edu 2 weeks prior to the expo. Cancellation requests received by that time will receive a refund of registration fees minus a $50 administrative fee. Vendors cancelling after that date will not be eligible for a refund and will be responsible to pay the cost for the reserved exhibit space.

6.  Right of Removal or Refusal:  OSU reserves the right to remove or refuse Vendors, exhibits, decorations, materials or publications that are inappropriate, unsuitable or not in compliance with policies, rules or regulations. OSU reserves the right to stop or remove from the Event any Vendor, or their representative, performing any act or practice which, in the opinion of OSU, is objectionable.

7.  Default:  If the Vendor fails to comply in any respect with the terms of this Agreement, Vendor will be deemed in default of this Agreement and may be requested to vacate their reserved exhibit space. In the event of default, all costs paid by the Vendor to OSU shall be deemed earned and nonrefundable. OSU shall have the right to occupy or resell the exhibit space.

8.  Force Majeure:  OSU shall not be held responsible or liable for any damage or expense incurred by Vendors if the Event is delayed, interrupted or not held as scheduled for causes beyond OSU’s reasonable control. If the Event is not held as scheduled, and is subsequently not rescheduled, costs paid to OSU by Vendors will be refunded.

9.  Non Waiver:  Failure by OSU at any time to require the performance by the Vendor of any of the provisions hereof shall in no way effect the right of OSU hereunder to enforce the same, nor shall any waiver by OSU of any breach hereof be held to be a waiver of any succeeding or continuing breach or a waiver of this non waiver clause.

10.  Indemnification:  Vendor agrees to indemnify and hold harmless OSU, its employees, agents, and board members from any and all liabilities, damages, action, costs, losses, claims and expenses  (including attorneys fees), arising out of or resulting in whole or in part from any act omission, negligence, fault or violation of law or ordinance by Vendor, its employees or agents.

11.  Insurance:  Vendor shall at its sole cost and expense, procure and maintain through the term of this Agreement the following insurance:

  • Commercial General Liability Insurance providing coverage against claims for bodily injury or death and property damage occurring in or upon or resulting from the exhibit and storage space, which is the subject of this agreement.  Such insurance is to offer immediate protection to the limit of not less than $1,000,000 and such insurance shall include Blanket Contractual Liability Coverage, which insures contractual liability in this agreement to OSU.
  • Automobile Liability Insurance with limits not less than $1,000,000 each occurrence, combined single limit for bodily injury and property damage including coverage's for owned, non-owned and hired vehicles, including loading and uploading operations.
  • Workers’ Compensation Insurance in compliance with ORS 656.017, which requires subject employers to provide workers' compensation coverage that satisfies Oregon law for all their subject workers, unless such employees are exempt under ORS 656.126.
 

If you have any questions regarding the terms and conditions above, please contact:

OSU Conference Services | 541-737-9300 | conferences@oregonstate.edu

Participating Vendors

Below is the list of the confirmed vendors in alphabetical order for Supplier Showcase 2017 (the Type legend is at the bottom of the list). This will be updated on a weekly basis during vendor registration.

Vendor
Category Type Description
Bio-Rad Laboratories Lab Equipment Buy ORANGE Vendor Icon Founded in 1952, Bio-Rad's mission is to provide useful, high-quality products and services that advance scientific discovery and improve healthcare. Today, Bio-Rad is a global leader, with a team of over 8,250 employees and a global network of operations that serves our life science research and clinical diagnostics customers, helping people live longer, healthier lives.
BlueSun, Inc.       Other QRF Vendor Icon BlueSun, Inc is a local nonprofit business. We provide employment services for our returning veterans as well as all individuals with disabilities. We also provide payroll and staffing services. The proceeds to go to the LBCC and OSU foundations.
CDW-G Computers Buy ORANGE Vendor Icon CDW-G is the leading North American provider of technology products and services to Higher Education.
Complete Book & Media Supply Other Buy ORANGE Vendor Icon Complete Book & Media Supply is one of the world’s leading suppliers of books, subscriptions, and media offering over three million items for the corporate, education, and government business community.
Dell Inc. Computers Buy ORANGE Vendor Icon Dell empowers countries, communities, customers and people everywhere to use technology to realize their dreams. Customers trust us to deliver technology solutions that help them do and achieve more, whether they are at home, work, school or anywhere in their world.
Galt Foundation Other QRF Vendor Icon Galt Foundation is the answer to all your professional staffing needs. We are a non-profit organization that provides temporary staffing services through our offices in Portland, Salem and Eugene, Oregon.
Graybar Electric Co. Other Buy ORANGE Vendor Icon Graybar, a Fortune 500 company, specializes in supply chain management services and is a leading North American distributor of high-quality components, equipment and materials for a number of industries.

Hewlett-Packard (HP, Inc.)

Computers Buy ORANGE Vendor Icon Hewlett-Packard Company or HP is an American multinational information technology corporation headquartered in Palo Alto, California, United States. It provides hardware, software and services to consumers, small- and medium-sized businesses (SMBs) and large enterprises, including customers in the government, health and education sectors.
J.Beam Design & Craft Other A majority of my work is signage ,mostly cut vinyl application accompanied with CNC or laser cut or lettering applied to a variety of substrates. All of this involves a thorough knowledge of available materials, wood working skills and painting skills.  Secondly, I do logo design and graphic design layout in a timely manner and at a reasonable price. Lastly is mural work which is my favorite but I don't get to do as often. I'm very flexible on time and easy to work with so I look forward to working with you on your next project!
King Office Equipment & Designs Furniture Buy ORANGE Vendor Icon
MWESB Vendor Icon
Providing ergonomic furniture for the work place.
Medline Industries Other Buy ORANGE Vendor Icon Medline Industries is a global manufacturer and distributor of medical products with patient-centered solutions, services and expertise across the continuum of care.
Office Depot Furniture
and Office Supplies
Buy ORANGE Vendor Icon
Office Depot, Inc. is a leading global provider of products, services, and solutions for every workplace, whether your workplace is an office, home, school, or car. Office Depot, Inc. is a resource and a catalyst to help customers work better. We are a single source for everything customers need to be more productive, including the latest technology, core office supplies, print and document services, business services, facilities products, furniture, and school essentials.
RICOH Copiers Buy ORANGE Vendor Icon Ricoh is a global technology company specializing in office imaging equipment, production print solutions, document management systems and IT services.
SmithCFI, Inc. Furniture Buy ORANGE Vendor Icon SmithCFI is a contract furniture dealership that represents over 200 manufacturers. We hold contracts on "Buy ORANGE" for 7 manufacturers: Steelcase, Coalesse, Details, Watson, Friant, OS Brands, and RFM Preferred seating.
Staples Advantage Office Supplies Buy ORANGE Vendor Icon Staples is a large office supply chain store, with over 2,000 stores worldwide in 26 countries. Staples sells supplies, office machines, promotional products, furniture, technology, safety and business services both in stores and online.
Suddath Relocation Systems Moving Services

 

Suddath is a moving and storage company in Portland that takes moving personally—whether that’s transporting sensitive cargo around the world or your family around the corner in the Portland area. We provide household and employee moving services, office moving and planning services, and strategic partnerships in global logistics.
Troxell Office Supplies Buy ORANGE Vendor Icon Troxell was established in 1946 and is the largest privately-held audio-visual distributor in the US. Headquartered in Phoenix, Arizona, with more than 60 offices nationwide, Troxell has local Account Executives who are unmatched in product knowledge and personalized customer service. They provide on-site expertise for every area of a school.
VWR International Lab Equipment Buy ORANGE Vendor Icon VWR enables science in laboratory and production facilities in the pharmaceutical, biotechnology, industrial, education, government and healthcare industries. VWR has more than 8,500 associates working to streamline the way scientists, medical professionals and production engineers stock and manage their businesses.
WAXIE Sanitary Supply Other Buy ORANGE Vendor Icon WAXIE understands that no matter what type of business you are in, that you need to provide a clean and healthy environment for your staff, customers, students or patients – at the lowest total cost. That’s why WAXIE delivers total facility supply solutions for every market sector, from innovative surface sanitation/disinfection to entryway matting and site maintenance solutions.
Westside Moving & Storage Moving Services Buy ORANGE Vendor IconMWESB Vendor Icon Westside Moving & Storage is an agent for Mayflower Transit and offers domestic and international household goods relocations.
Workplace Resource of Oregon Furniture Buy ORANGE Vendor Icon Oregon's only Certified Herman Miller dealer representing over 100 contract furniture manufacturers. We specialize in ergonomic + educational solutions for higher education. We are a "Buy ORANGE" vendor, and can also access US Communities, IPA, State of Oregon, and OSU pricing contracts.
Xtreme Grafx, LLC Advertising Xtreme Grafx in Albany, Oregon has been providing Mid-Willamette Valley businesses with first-class visual communication solutions for just over 12 years. Services include outdoor sign production and installation, eye-catching vehicle wraps, full-service graphic design work, large format / full-color printing, vinyl banners, custom apparel with screen-printing or embroidery, and more.

Buy ORANGE Vendor Icon= Buy ORANGE Vendor

Local Vendor Icon= Local Corvallis Vendor

MWESB Vendor Icon= MWESB Vendor

QRF Vendor Icon= QRF Vendor

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