Forms & Documents

Purple Streetcar in PSU Urban Plaza

Contract Cover Sheet 

The Contract Cover Sheet is completed by the department submitting a contract for review and execution. "Contracts" include amendments to contracts, task orders, and work orders. 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 found to the right.

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 pCard. Authorized PCard users may sign up to make purchases via the ePSU Marketplace. Users without PCards 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.

Personal Service Invoice (PSI) 

A Personal Service Invoice should be used for 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. This form can not be used for 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.

The PSI MAY be used:

  • For services costing less than $5,000
  • If total payments paid to the contractor by your department in the calendar year does not exceed $5,000
  • When a single payment will be made
  • When a contract end date extends less than three weeks into the future or the services have already been performed

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

Personal Service Contract (PSC)

A Personal Service Contract should be used for 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. This form can not be used for 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.

The PSC MUST be used:

  • For services costing more than $5,000
  • If total payments paid to the contractor by your department in the calendar year exceeds $5,000.
  • When multiple payments will be made 
  • When a contract end date extends more than three weeks into the future

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 $25,000.00 (or $10,000 if using Federal Funds) must be sent out for solicitation via either an informal or formal soliciation process. If a department is executing a Contract for Goods & Services valued over $25,000 (or $10,000 if using Federal Funds), 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

All vendors are established and maintained by Campus Accounting Services. As of November 2020, PSU has partnered with PaymentWorks for PSU’s online vendor setup and maintenance platform, called PaymentWorks@PSU.

PaymentWorks@PSU eliminates the need for vendors to submit a paper W9/W8 to PSU. Instead, PSU departments can utilize PaymentWorks to send “invitations” to new vendors to get them established with PSU. This online vendor platform is free to vendors and comes packed with advantages.  It adds fraud protection and the ability for vendors to view invoice payment status. Vendors will also be able to maintain their vendor profile themselves without going through PSU departments.

To set up a vendor, PSU departments will utilize PaymentWorks to invite new vendors. They will also utilize PaymentWorks to update any existing vendors who contact them of changes to their name, TIN number, address, or banking information.

To set up PSU employees and students as vendors, please refer to Vendor and ACH Setup Procedure for PSU Students and Employees.

Trainings

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

Policies & Rules

Signature Authority 

All goods and services agreements must be sent to Contracting and Procurement Services for 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 agreements. 

SFO Delegated Contracts: 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 $10,000 in accordance with and subject to procedures established by Contracting and Procurement Services.

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.

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. 

Oregon Price Agreements and QRFs

Oregon Price Agreements or Cooperative Purchasing Agreements are existing contracts that PSU can purchase directly from without its own bid process; contracts were already completed through an RFP 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.