Procurement

 

NEW Improvements in Procurement!​​​

PCS is improving the way the procurement process is done. The UO Purchasing Portal has been updated to take the place of the existing paper/email process. This update will help to facilitate accurate document retention since all documents and correspondence will be captured within the system. Due to automatic workflow systems, deadlines and periods will be accurately tracked and launched; such as the starting of the protest period. Procurements will still be posted to the Business Opportunities site but now the vendor will be able to click for information and enter the proposal directly into the Purchasing Portal!  

To summarize, updates to the procurement process include:

  • Reduction in paper/emails tracking
  • Automatic document retention
  • Automatic start of the protest period
  • Vendors will be able to enter proposals directly into the Purchasing Portal
  • All items centrally located regarding your procurement

Training on these updates is scheduled for Nov. 12, Nov. 20, Dec. 3 and Dec. 12. Registration is available in the UO Purchasing Portal under ‘Register for a PCS Class’. A copy of the presentation, titled Competitive Procurement Upgrade, is available in the Reference Documents section below. A tutorial video covering the procurement process in the UO Purchasing Portal is available in our tutorial video library.

The Updated Procurement process will help support recent updates to the Purchasing and Contracting Procedures. Additional information regarding the updated policies and procedures can be found on the Policies & Procedures page.

What is procurement? 

Procurement is the process of finding, agreeing on terms, and acquiring goods, services, or works from an external source, often by a competitive bidding process. The process is used to ensure the buyer (UO) receives goods, services, or works at the best possible value. The university has defined processes intended to promote fair and open competition for our business while minimizing risks, such as exposure to fraud and collusion. If your purchase is over $25,000, you are likely required to conduct a competitive procurement process.

What are the steps to begin a procurement?

The procurement type you will need to launch is based on different variables. Contact PCS to get in touch with the contracts officer that assists your department. They can help you determine which procurement type you will need to begin.

What types of competitive procurement are available?

  • RFP - Request for Proposal
  • RFQ - Request for Quote
  • AP - Alternative Procurement
  • SS -Sole Source

What type of procurement should I enter?

Please feel free to contact PCS to get in touch with your contracts officer to help you determine. Below you will find some general criteria and process for each procurement type.

Request for Proposal (RFP)

Criteria:

  • All goods and services over $150k.
  • Selection based on the best value.

Process:

  • Posted for at least 21 calendar days.
  • Formal posting and selection criteria.
  • Must solicit bids from 3 vendors. One must be from a Historically Underrepresented Business (HUB; previously MWESB).
  • May include controlled meetings with vendors and down-selection processes.
  • Must develop a detailed scoring and source selection process.

Request for Quote (RFQ)

Criteria:

  • All goods and services between $25k and $150k.
  • Selection based on best value OR lowest price.

Process:

  • Posted for at least 5 business days.
  • Informal posting and selection criteria.
  • Must solicit bids from 3 vendors. One must be from a Historically Underrepresented Business (HUB; previously MWESB).

Alternative Procurement (AP)

Criteria:

  • A limited vendor pool of at least 2 entities 
  • Responds to innovative business and market methods.
  • Contributes to UO's productivity improvement and process redesign.
  • Results in comprehensive cost-effectiveness and productivity for UO

Process:

  • Posted for at least 5 business days.
  • Informal posting and selection criteria.
  • Greater opportunity to negotiate price and terms prior to award.

Sole Source (SS)

Criteria:

  • Due to specific needs or qualifications, the goods or services required are only reasonably available from a single vendor.
  • Must clearly demonstrate that the statement of work (SOW) is the only reasonable manner UO could meet its need and that the vendor is the only vendor in the marketplace that can fulfill that SOW.

Process:

  • Posted for at least 7 calendar days.
  • If no protests are made, the transaction may proceed.