Contracting & Procurement Services (CAPS) CAPS is committed to pursuing best value solutions through fair and competitive processes, while maintaining professionalism, customer service, and compliance with all applicable laws. About CAPS • • • • • Department within Finance and Administration (FADM), part of the Finance and Accounting Services Team (FAST). Oversee contracting and procurement activities for the University, including goods, equipment, services and capital construction. Serve as consultant, trainer, advisor and partner in contracting and procurement activities of all types. Ensure PSU complies with federal, state and local requirements for public contracting and procurement. Located in Market Center Building (MCB), Second Floor About Contracting & Procurement • Review, negotiation and execution of contracts, including personal services contracts (PSC). • Develop and manage solicitations including Request for Quotes (RFQ), Request for Proposals (RFP), Invitations to Bid (ITB), and Request for Information (RFI). • Provide training on best contracting practices. • Promote the purchase of sustainable products. • Promote the use of Minority, Women and Emerging Small Businesses (MWESB). • Administer ePSU Marketplace eProcurement portal. • Administer iContracts contracts management system. Contracting & Procurement Services Director Darin Matthews Assistant Director Karen Thomson Procurement Coordinator Ahrea Summers Contracts Officer Paul Thomas Contracts Officer Sacey Balenger Contracts Officer Martha Kierstead Contracts Officer Bill Terry Student Employees Interim Construction Supervisor Stacey Balenger Contract Specialist Hanna Emerson Contracts Associate Bryanne Grafton Procurement Thresholds and Requirements • Under $25,000 : direct purchase • No quotes required, can negotiate directly • Competition is still a good idea • Excellent area for using minority and women owned firms • $25,000 to $150,000 - informal procurement • • • • Competitive quote process (RFQ) Sent to known vendors of good or service Post on ORPIN (State of Oregon) website for three working days Document quotes on Banner in purchase order text • Over $150,000 - formal procurement • Invitation to Bid (ITB) - for goods if price is the only criteria • Request for Proposal (RFP) - criteria other than just price • CAPS will work with you on to develop ITB or RFP, evaluate proposals and negotiate the contract • Public posting on ORPIN, sealed offers, and formal opening required Contracting for Personal Services • • • • • • • • Professional services are creative or technical services such as architect, consultant, trainer, programming, etc. Plumbing, landscaping and electrical are considered trade services. Selection based on qualifications, reputation, certifications, etc. (not lowest cost). Must meet IRS requirements of an independent contractor. Cannot be current PSU employee (or former in same year) Under $5,000 a Personal Services Invoice can be used • One time payment, services within 3 weeks, no Non-Resident Aliens, submitted directly to Accounts Payable, NO CAPS review. Over $5,000 a Personal Services Contract (PSC) is used • Multiple payments, services not within 3 weeks, used for NonResident Aliens. Over $25,000 a competitive process, RFQ or RFP, is required. Exemptions from Competitive Bidding Cooperative Purchasing Agreements are existing contracts that PSU can purchase directly from without its own bid process; contracts were already competed through an RFP process similar to our own by another entity. Intergovernmental Agreements are contracts negotiated between two public agencies; they are not subject to competition. Athletic Contracts are generally not subject to competition, but there may be instances where it makes sense to do an RFP; this includes athletic travel, agreements to play other universities, and sponsorships. Sole Source is when only one vendor is qualified to provide the necessary goods or services and, therefore, competition is not practical; public notice on web site is required, as well as VP of FADM approval. May not be approved by VP. Other goods and services may also be exempted by statute so please call our office to discuss your options and opportunities. Ethical Considerations • All PSU staff and faculty are public officials and subject to ORS 244 • Avoid any conflicts of interest • Financial interest in a company • Doing business with a “family member,” which is broadly defined • Avoid the appearance of impropriety or favortism • Stay within the gift guidelines – Generally $50 • Avoid personal gain Purchase Orders Should be used for goods and equipment (use a contract for services) A Banner PO will encumber the funds Purchasing limits apply (direct, intermediate, formal) If quotes are required (over $25K), document them in Banner PO document text (FOAPOXT) If a contract is involved, document the contract number in document text (FOATEXT) Information required: Department’s street address Delivery point (where the item is to be shipped) Shipping terms (FOB Delivered preferred) Contract Signing Authority • PSU has a signature authority and delegation policy, which can be found at: www.pdx.edu/ogc/university-policy-library • Only those with designated authority are authorized to sign on behalf of the University • Avoid signing contracts, agreements and other vendor provided documents unless you have been authorized When to Contact Us If you have questions about a current purchasing or contracting need (friendly advice) If a purchase is over $25,000 (or might be) If you need a contract signed If you have a problem with a PO in Banner If you have a vendor performance issue If you get contacted by a vendor and you are unsure they are legitimate (scams) What’s Coming Up? New contract authority policy Who can sign what at department level - DONE Personal Services Invoice (PSI) Departments approve up to $5,000 - DONE Equity in public contracting policy Promotoes diversity in procurement - DONE I-Contracts System New system for tracking/storing contracts E-Procurement Portal Online ordering system, shopping cart Procurement Training Program Personal services, RFP processing, construction Questions?