Presented by: Catherine Susman susman@uoregon.edu

1. 2013 GOVERNOR’S MARKETPLACE Contracting with University of Oregon and Oregon University System Presented by: Catherine Susmansusman@uoregon.edu

2. Rules Governing Procurement for OUS • Unlike most public agencies OUS is not subject to most of ORS chapters 279, 279A, 279B and 279C • ORS 351.060 & SB 242, grants • the OUS general authority • to create its own rules for • purchasing & contracting

3. Rules Governing Procurement for OUS • OUS has its own OARs for all 7 Institutions • OUS institutions: • University of Oregon • Oregon State University • Portland State University • Southern Oregon University • Eastern Oregon University • Oregon Institute of Technology • Western Oregon University

4. Oregon Administrative Rules OAR 580 – Oregon University System - Division 60, Real Property, Facility, and Campus Planning - Division 61, OUS Procurement & Contracting Code - Division 62, Purchasing and Contracts for Personal or Professional Goods and Services - Division 63, Capital Construction and Contracting

5. OUS MWESB POLICY It is the policy of all of the Oregon University System institutions, including University of Oregon, to provide the best possible opportunity for minority, women, and emerging small businesses to compete for and be awarded contracts.

6. Decentralized Purchasing Decentralized Purchasing • OUS has a decentralized purchasing environment • Each department has the responsibility and authority to make their own purchases for goods and services • Vendors must market directly with departments • OUS has a decentralized purchasing environment • Each department has the responsibility and authority to make their own purchases for goods and services • Vendors must market directly with departments

7. OUTREACH Establishing Networks and Channels • Each OUS Institution must develop an Outreach Plan • New in Fall 2012: UO Vendor Registration Portal: • http://pcs.uoregon.edu/vendor-registration-portal • Upcoming MWESB outreach events statewide in which UO is participating: • May 9, 2013 – OAME Conference and Trade Show • June 25, 2013 – Hispanic Chamber Employment & • Business Fair • Participation in other regional and national events • UO Capital Construction Lunch Presentations • UO PCS Presentations • 2013 UO Reverse Vendor Fair Follow-up

8. Locating Information OUS Business Opportunities: https://secure.ous.edu/bid/ University of Oregon Websites UO Main Website: http://www.uoregon.edu/ UO PCS: http://pcs.uoregon.edu/ UO Campus Operations: http://campusops.uoregon.edu/

9. Procurement Methods and Procedures Dollar Value - Dollar value based on the sum of all payments during the life of the procurement/project. Best Value - Departments make selection based on lowest price, if other requirements are documented then decision is based on best value (i.e. warranty, product quality, training, shipping, etc.)

10. Competitive Procurement Direct Procurement of Goods and Services Applies when dollar value of the procurement does not exceed $25,000. Competition not required. Departments responsible for vendor selection and apply best value analysis. Vendors can market directly to campus departments.

11. Competitive Procurement Informal Procurement of Goods and Services Required when dollar value of the procurement is greater than $25,000, but not more than $100,000 3 quotes are required At least one outreach to an MWESB vendor OUS posting May be advertised in other publications or trade journals

12. Competitive Procurement Formal Procurement of Goods and Services Required when dollar value of the procurement is greater than $100,000 Formal requirements document created – ITB or RFP OUS posting At least one outreach to an MWESB vendor May be advertised in other publications or trade journals

13. Competition Not Required Special Entity Entity is a federal, state, or local government agency or a Qualified Rehabilitation Facility Qualified Rehabilitation Facilities (QRF) Nonprofit organizations which provide employment to individuals with disabilities OUS must purchase from a QRF if: QRF goods or services deemed suitable by State; Such goods or services meet dept’s specifications; and Such goods or services are available within dept’s timeframe.

14. Competition Not Required Emergency Contracts UO President, VPFA or OUS Chancellor may declare an emergency. Sole Source Applies when goods or services are available only from one seller PCS Approval required OUS posting for seven calendar days Exemptions Certain types of purchases are exempt from competition pursuant to the administrative rules Dept. must document applicability PCS confirmation and acknowledgement

15. Insurance Standard Requirements: General liability insurance of not less than $1,000,000 for each occurrence and $2,000,000 aggregate If driving on campus, automobile liability insurance of not less than $1,000,000 for each occurrence and $2,000,000 aggregate If applicable, professional liability insurance with not less than $1,000,000 per occurrence and $2,000,000 aggregate. Certificates of Insurance generally required. Endorsements.

16. Common Clauses & Limitations Governing Law & Jurisdiction Confidentiality Time & Materials & Not-to-Exceed Caps Indemnity Attorney Fees Control of Defense Interest & Late Fees Smoke Free

17. Questions