Forms & Resources

Contract Cover Sheet 

The Contract Cover Sheet is completed by the department submitting a contract for review and execution. "Contracts" include amendments/addenda to contracts, task orders, and work orders. "Contracts" may include any documentation you receive from an external party that includes agreements, terms, conditions, or requires a signature. The Contract Cover Sheet is required for all grant and/or federally funded contracts, as well as all other contracts where PSU is purchasing goods and services, with the few exceptions outlined in the Contract Cover Sheet Procedures document.

The Contract Cover Sheet also screens for contracts requiring Office of Information Technology and/or PCI Committee review. If OIT Review is required, departments must submit the electronic IT Contract Review form to OIT prior to submitting their Contract Cover Sheet to CAPS. If PCI Committee Review is required, departments must email psu-pci_committee-group@pdx.edu a copy of all contract documentation for review. 

Cooperative Purchasing Agreements and QRFs

Oregon Price Agreements and Cooperative Purchasing Agreements are existing contracts that PSU can purchase directly from without its own Solicitation process; contracts were already completed through an RFP Solicitation process similar to our own by another public entity with a "piggy-back" provision. Departments interested in such agreements should contact CAPS before working with any vendor identified in any of these agreements. 

QRFs: Oregon law (ORS 279.835) requires that PSU use a Qualified Rehabilitation Facility (QRF) for products or services that are available from a QRF provided the product or service meets PSU's specifications or requirements and is available for the time required. Services available from QRFS include, but are not limited to, custodial services, temporary employee services, confidential records destruction, electronic waste services, and security services. Departments requiring such products or services should contact CAPS before working with any vendor that is not a QRF. 

ePSU Marketplace

ePSU Marketplace is an online portal you can use to make purchases from select suppliers. It offers searchable catalogs, comparison shopping, and an “online retailer like” shopping experience.  All purchases made through ePSU Marketplace are paid for with a University Purchasing Card. Authorized Purchasing Card users may sign up to make purchases via the ePSU Marketplace. Users without Purchasing Cards may sign up as Transfer Cart Users. Transfer Cart Users have full access to view products and initiate the purchasing process by transferring a loaded cart to an authorized purchaser.

iContracts

iContracts is Portland State University's cloud-based Contract Management System. It offers a central repository for all agreements signed by CAPS and assists in managing the entire contract lifecycle and contract components. Authorized users can search and find the status of their contracts in seconds, they can view and download contracts, as well as create and view various reports. 

When using iContracts off-campus, please note that you must be connected to PSU's Full Tunnel Virtual Private Network (VPN). For more information about setting up and connecting to PSU's Full Tunnel VPN, please visit OIT's VPN Help Articles or contact the OIT Helpdesk. 

Personal Service Invoice (PSI) 

A Personal Service Invoice is a standard form used to procure infrequent, technical, and unique services performed by an independent contractor with specialized expertise of a technical, scientific, or artistic nature. The selection criteria for these services may include but are not limited to the contractor’s skill, knowledge, reputation, and/or creativity. 

Per IRS regulations, the relationship of a person/entity performing services under a Personal Service Invoice (PSI) must be that of an Independent Contractor, not an Employee. Using the Employee vs. Independent Contractor Checklist, you can determine whether the relationship of the person/entity providing services is considered an independent contractor or an employee. If it is determined that the relationship falls into the Employer/Employee category, you must contact Human Resources by email at askhr@pdx.edu or by phone at 5-4926 to determine the appropriate mechanism for compensating the individual, such as a Wage Agreement. 

This form can not be used for services related to teaching a for-credit class or trade services. Trade services are those services that involve the application of manual or mechanical labor such as work performed by plumbers, electricians, or locksmiths. If procuring trade services, please contact Project Accounting. If procuring services related to teaching a for-credit class, please consult with Human Resources to execute a Wage Agreement. 

If using Foundation funds to procure services, please review Foundation Policies/ Processes for Foundation-Funded Contracted Services.

The PSI MAY be used:

• For services costing $10,000 or less;
• If total payments paid to the contractor by your department in the calendar year does not exceed $10,000; AND
• Where a single payment will be made.

The PSI cannot be used to procure services from a Non-Resident Alien or Foreign Entity.

The PSI can only be used for purchases with Departmental or Foundation Funds - Grant/Sponsored Project Funded services MUST use a PSC instead. 

Personal Service Contract (PSC)

A Personal Service Contract is a standard form used to procure infrequent, technical, and unique services performed by an independent contractor with specialized expertise of a technical, scientific, or artistic nature. The selection criteria for these services may include but are not limited to the contractor’s skill, knowledge, reputation, and/or creativity.

Per IRS regulations, the relationship of a person/entity performing services under a Personal Service Contract (PSC) must be that of an Independent Contractor, not an Employee. Using the Employee vs. Independent Contractor Checklist, you can determine whether the relationship of the person/entity providing services is considered an independent contractor or an employee. If it is determined that the relationship falls into the Employer/Employee category, you must contact Human Resources by email at askhr@pdx.edu or by phone at 5-4926 to determine the appropriate mechanism for compensating the individual, such as a Wage Agreement.

This form can not be used for services related to teaching a for-credit class or trade services. Trade services are those services that involve the application of manual or mechanical labor such as work performed by plumbers, electricians, or locksmiths. If procuring trade services, please contact Project Accounting. If procuring services related to teaching a for-credit class, please consult with Human Resources to execute a Wage Agreement.

If using Foundation funds to procure services, please review Foundation Policies/ Processes for Foundation-Funded Contracted Services.

The PSC MUST be used:

• For services costing greater than $10,000;
• If total payments paid to the contractor by your department in the calendar year exceeds $10,000; OR
• Where multiple payments will be made.

The PSC must be used to procure services from a Non-Resident Alien or Foreign Entity. 

For more information about procuring service from a Non-Resident Alien and Foreign Entity, please contact contract@pdx.edu. 

Solicitation and Sole Source Requests

Pursuant to Solicitation Thresholds, Contracts for Goods & Services valued over $50,000 ($15,000, if Federally Funded) must be sent out for solicitation via either an informal or formal solicitation process. If a department is procuring goods or services valued over $50,000 ($15,000, if Federally Funded), the department must complete the Solicitation Request Form and submit it to CAPS at contract@pdx.edu. Upon receipt of the form, a CAPS Contract Officer will review the request and work on drafting the informal or formal solicitation process documentation (RFP, RFQ, or ITB). 

Sole Source Requests: Sole Source is a process where CAPS has made a written determination that due to special needs or qualification, only a Single Seller is reasonably available to provide such personal or professional services or goods or services. Sole source procurement will be avoided except when no reasonably available alternative source exists. If a department believes that sole source procurement is justified, the department must complete the Sole Source Request Form and submit it to CAPS at contract@pdx.edu. Upon receipt of the form, a CAPS Contract Officer will review the request to verify that the procurement meets the sole source criteria. 

Vendor Setup and Maintenance

Portland State University entered into a partnership with PaymentWorks for our online vendor setup and maintenance platform.  We call our partnership, PaymentWorks@PSU.

Vendors do not submit a W9/W8 to PSU. Instead, the Fiscal Service Center will utilize PaymentWorks to send “invitations” to new vendors to get them onboard. This online vendor platform is free to our vendors and adds fraud protection for them and for PSU. Vendors will also be able to maintain their vendor profile themselves without going through departments. 

Trainings

Learn about Procurement Basics, the ePSU Marketplace, and Procuring Professional Services.

Procurement Rules, Standards, and Policies

Effective July 1, 2014, Portland State University (PSU) became a separate legal entity from the Oregon University System.  With its own Board of Trustees, PSU is no longer governed by the State Board of Higher Education (SBHE). As a result of the legislation effecting this governance transition, PSU has different authorities than it previously had, and rather than promulgating Oregon Administrative Rules (OARs), it will promulgate Policies or Standards. 

Chapter 580 of the OARs, previously promulgated by the SBHE, were also effectively readopted as PSU Standards in substantially identical form on June 30, 2014.  They are now also incorporated into the PSU Standards, retaining their previous OAR numbers without the “OAR” designator. 

To interpret the Standards and Policies during this transition period, note that “Board” or “State Board of Higher Education” now refers to PSU’s Board of Trustees; “Chancellor” means “President;” “Institution” means PSU; and so on.

A handful of PSU Standards and Policies related to procurement activities have been compiled and can be found on the right. 

Ethics

All PSU staff and faculty are subject to the Oregon Ethics Laws (ORS 244). Contracting with any business in which you or your family member has a financial interest in may be a conflict. If you have any questions or concerns of this nature, please contact the Office of Contracting and Procurement before proceeding.

Signature Authority 

All goods and services contracts must be sent to Contracting and Procurement Services for signature. "Contracts" may include any documentation you receive from an external party that includes agreements, terms, conditions, or requires a signature. The authority to sign agreements on behalf of the University is very limited. Faculty and staff outside of Contracting and Procurement Services do not have authority to sign contracts.  Only those with authorized signature authority can sign contracts and accept terms and conditions on behalf of PSU. See PSU's Signature Authority & Delegation Policy to see who has signature authority for PSU. 

SFO Delegated Contracts: Authorized and trained SFOs, as defined in the SFO Delegated Contract Procedure, have been granted authority to sign Catering, Events, Hotel and Resorts, and Bus Charter contracts with a value up to $15,000 in accordance with and subject to procedures established by Contracting and Procurement Services.