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Purchasing Process & Policies

Governing Bodies of the Purchasing System

All public contracting in the State of Oregon is based by Oregon Revised Statutes Chapter 279, which states in part that it is the policy of the State of Oregon to encourage open and fair competition in public contracting to the maximum extent possible.  To bid on State of Oregon contracts please go to http://orpin.oregon.gov/open.dll/welcome

Other laws, rules and policies governing UCC's acquisitions include the Umpqua Community College's Administrative Procedures AP601 related to Board Policy 601 and the current Community College Rules of Procurement.

These rules and procedures are intended to provide fair and equitable treatment to all persons involved in public purchasing by UCC, to maximize the purchasing value to the public and to provide safeguards for maintaining a procurement system of quality and integrity.

Bidding and Other Requirements

Unless otherwise exempted College acquisitions are based on the following solicitation methods:

Purchases under $10,000 may be completed by the individual departments selecting the vendor and placing a purchase order to go to the approval process, without the requirement of obtaining competitive quotes.

Purchases of $10,000 - $100,000 require three competitive written quotes to be forwarded to the Purchasing department prior to creating a purchase order and completing the order. Exceptions would be for personal service contracts or public improvement projects.

Informal Bids and Quotes

Whenever feasible competitive quotes are encouraged at all levels of purchasing. However: purchases of $10,000 and over require written competitive quotes.

Formal Solicitations

With limited exceptions purchases and public works projects that exceed $100,000 require a formal sealed bid procedure and will be processed by the purchasing department. For public improvement projects that exceed $50,000, prevailing wage rates must apply. Formal solicitations are normally advertised in the Daily Journal of Commerce and the UCC Purchasing web page.

Publications

Purchasing Process Flow Chart

Community College Rules of Procurement

General Terms and Conditions For the Purchase of Supplies and Services

Public Records Forms and Procedures

Surplus Property Disposition Form

BP-601 - Purchasing Policy

AP-601 - Purchasing Procedure

AP-601.1 - Credit Card Procedure

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