Vendors: Doing Business with SOU
Southern Oregon University (SOU) Procurement and Contracting Policy summarizes the standards and procedures applicable to the purchase of services and supplies. This policy supersedes the February 2012 policy. As a public agency, SOU adheres to strict laws, rules, and ethical practices when purchasing goods and services. SOU employees do not accept personal gifts from suppliers nor conduct purchasing transactions for personal benefit. It is a goal of SOU to obtain maximum value for each dollar spent. Purchases made by the University range from office supplies, equipment, maintenance contracts, hardware, software, chemicals, vehicles, to medical supplies. Of the goods and services purchased each fiscal year, more than 50 percent are purchased from local vendors.
The intention of these pages is to provide information that will assist you as you pursue developing business opportunities with Southern Oregon University. Please contact us for additional information or clarification. E-mail: Mark Gibbons at firstname.lastname@example.org
How Purchases Are Made
Southern Oregon University has decentralized and delegated much of its purchasing to individual departments. Purchases less than $25,000 are made at the department level and do not involve the Purchasing Office. Some departments have higher delegated authority, specialized commodities, or special purchasing procedures as indicated below. Formal bid lists are not maintained; however, catalogs and other vendor literature can be sent to appropriate departments or to the Purchasing Office. Contact Mark Gibbons, Purchasing Agent, at 541/ 552-6574 or email email@example.com for additional information.
The bookstore purchases items for resale to faculty, staff and students. Buyers for the bookstore can be located by going to the bookstore website, located at: http://bookstore.sou.edu/
Call the Bookstore at 541/552-6178 for additional information.
These projects require a formal bidding procedure. Generally, bid lists are developed for each individual construction project, depending on the type, size, and scope of the work.
Current bid opportunities can be found at the Oregon University System website “Doing Business with OUS” located at : http://www.ous.edu/about/bid. Contact Drew Gilliland in Facilities Management and Planning at 541/552-6231 or email firstname.lastname@example.org for additional information.
Computer Hardware and Software
The Computing Services Department assists departments with purchasing recommendations for all types of computing resources, as well as managing the University's network and student computer lab. Contact Janice Collins, Purchasing Analyst, at 541-552-6449 or e-mail (email@example.com) for additional information.
Contact Reggie Speer, Resident District Manager, 541-552-6064 or e-mail (firstname.lastname@example.org) for additional information.
The SOU Library's collection of books and periodicals is considered a specialized commodity and is exempt from competitive purchasing procedures. Contact Mary Jane Cedar Face, Librarian, at 541/552-6836 for additional information or email email@example.com.
Physical Plant, Building, and Landscape Maintenance
Purchases include such items as fertilizers, lights and light bulbs, hardware, building, vehicle, and landscape maintenance equipment, repair parts, and services. Contact the Business Manager, Janet Dentoni, in Facilities, Management and Planning at 541/552-6884 or e-mail firstname.lastname@example.org for additional information.
Print and copy services are available to all SOU departments for university-related work. Supplies such as paper are purchased from outside vendors. Please call Luanna Giles in Print and Copy Services at 541/ 552- 6134 or email email@example.com for additional information.
The Interactive Marketing and Media Relations Office bids out the printing of publications that have been produced within the office and cannot be printed in-house. Generally, this applies to jobs that include at least one of the following characteristics:
- Larger than 11x17
- Web Press
- Four-color process
Residence Halls, Family Housing, and Real Property
Purchases include such items as institutional furniture, linens, maintenance supplies, and repair and custodial services. Vendors seeking qualification should contact Housing at 541/552-6371 (main housing office) or email firstname.lastname@example.org for additional information.
The procedures used for the retaining professional services, or for procurement of goods and services vary depending on the anticipated contract price, including all fees and expenses contemplated by the parties. Multiple contracts, purchase orders or requisitions may not be issued separately to circumvent these rules.
Vendors are asked to submit bids, which are either formal or informal, based on the following procurement thresholds:
a) $25,000 or less – Direct Procurement or other method of procurement deemed beneficial is allowed.
b) $25,000.01 to $100,000 – Informal Procurement, Formal Procurement or other method of procurement that the institution deems beneficial, except the Direct Procurement method is allowed.
c) Greater than $100,000 – Formal Procurement, or other procurement method the Institution deems beneficial may be followed, except Direct or Informal Procurement.
Based on the above criteria, one of the following procurement methods can be used:
Purchase of goods or services valued at $25,000 or less are usually handled by the individual departments through Direct Procurement or other method of procurement deemed beneficial and may not involve the Purchasing Office.
Vendors may be asked to submit bids on either a formal or an informal basis:
Informal bid solicitations are usually called competitive quotes and may be obtained by telephone, fax, mail, or email. The quotes may be obtained through Informal Procurement, Formal Procurement or other method
Formal Bid Solicitations
Most formal bid solicitations take the form of a document called a Request for Quotation (aka Invitation to Bid). This document is issued from the Purchasing Office when the purchase exceeds $100,000. These bids are also advertised on the State of Oregon ORPIN System. In most cases, a contract is awarded to a responsible bidder who can provide the product or service of the specified quality and at the lowest price.
Another type of formal bid solicitation is a Request for Proposal (RFP). An RFP is usually issued when the University knows what it wants to accomplish but is willing to consider alternative approaches for meeting its goal. In this case, the contract is awarded based upon a variety of evaluation factors, not primarily upon the lowest bid price. These types of solicitations are typically advertised in local and/or regional newspapers.
The procedures used for procuring Construction-related services including reimbursable expenses and all change-orders contemplated by the parties, are as follows:
a) $50,000 or less, the Institution may directly select a Contractor who has a signed Retainer Contract on file with OUS.
b) $50,000.01 to $500,000, the Institution must select at least three Contractors that have entered into Retainer Contracts to provide Bids or Proposals for the service. Selection of a Contractor from submitted Bids or Proposals will be based on the criteria set forth in the Solicitation Document. In the event that fewer than three Contractors are on the retainer that can provide the required service, the Institution may proceed with fewer than three Bids or Proposals. All eligible Contractors that have entered into Retainer Contracts will have an opportunity to submit a Bid or Proposal in response to the opportunity. Selection of a Contractor from submitted Bids or Proposals will be based on the criteria set forth in the Solicitation Document.
c) $500,000.01 to $1,000,000, the Institution will post an advertisement of the opportunity on the OUS Bid website (http://secure.ous.edu/bid). All eligible Contractors that have entered into Retainer Contracts will have an opportunity to submit a proposal in response to the opportunity. Selection of a Contractor from submitted proposals will be based on the criteria set forth in the Solicitation Document
SOU Accounts Payable
Individual campus departments should be invoiced directly for goods and services. Do not send invoices to "Accounts Payable." All checks are created at and mailed from our institution. Invoices for multiple departments are often paid by a single check, and the check stub provides transaction details. Questions regarding payment should be directed to the ordering department or Accounts Payable at (541) 552-6553.
Terms and Conditions
A Standard Terms and Conditions document is sent to all new vendors. Our terms and conditions state shipping will be F.O.B. destination, freight prepaid. All vendors must furnish, upon request, a federal tax identification number.
The University promotes and encourages contracting with businesses owned by women, minorities, or with emerging small businesses by advertising contract opportunities through the Oregon Procurement Information Network (ORPIN). Southern Oregon University also participates in a State of Oregon program aimed at awarding contracts to qualified rehabilitation facilities. For information about these programs, contact the State of Oregon Department of Administrative Services (DAS) Procurement Office at 503-378-4642. For certification information visit the website of the Office of Minority, Women, and Emerging Small Business by simply “googling” their name.
Vendors providing services to SOU will be required to show proof of insurance coverage. Minimum coverage typically includes both commercial general liability and auto liability of at least $1,000,000 per occurrence.
State Price Agreements
The State of Oregon DAS Purchasing Division issues awards and maintains contracts for various commodities for use by state agencies. The use of these contracts is optional for Southern Oregon University. The Oregon Procurement Information Network (ORPIN) communications software allows vendors electronic access to state bidding opportunities, including the State Price Agreements. For ORPIN assistance contact the Procurement Office at 503-378-4642, or to find their website, simply “google” ORPIN. In addition, as a public higher education institution, Southern Oregon University is often eligible for and takes advantage of educational, governmental, jurisdictional, or other special pricing discounts.
SOU Business Services
Churchill Hall 154
1250 Siskiyou Blvd.
Ashland, OR 97520
Phone: (541) 552-6574
Fax: (541) 552-6573