Procurement Rules

Procurement Rules

Sky View of PSU Campus

The basic rules for delegation of procurement authority:

CAPS is required to comply with the thresholds, methods, and procedures of procurement described in PSU Standard 580-61 and PSU Standard 580-62 (formerly Oregon Administrative Rules). 

For Federally funded procurements CAPS is also required to comply with the Code of Federal Regulations 2 CFR 200, also referred to as Uniform Guidance (UG). 

Solicitation Thresholds:

Non-Federal funds

  • $25,000 or less: Direct Procurement – No solicitation process required
  • $25,001 - $150,000: Informal solicitation process required - Request for Quote (RFQ)
  • $150,001 and greater: Formal solicitation process required - Request for Proposal (RFP)

Federal funds

  • $10,000 or less: Direct Procurement – No solicitation process required
  • $10,001 - $150,000: Informal solicitation process required - Request for Quote (RFQ)
  • $150,001 and greater: Formal solicitation process required - Request for Proposal (RFP)

Methods of Procurement (subject to the Solicitation Thresholds above):

Direct Procurement.  Departments may negotiate directly with a single vendor and issue a purchase order or enter into a contract without obtaining quotes from other vendors. No competitive solicitation process is required. Purchase orders may be issued for goods; a contract is not required. A Personal Services Contract (PSC) or Personal Services Invoice (PSI) is ALWAYS required for services. Multiple purchase orders may not be issued separately with the intent to circumvent these Procurement Rules.

Request for Quote (RFQ). The Request for Quote (RFQ) is an informal competitive solicitation process.  With the department’s assistance, CAPS will draft the required RFQ solicitation document and post to the Oregon Procurement Information Network (ORPIN) for a minimum of three business days.  If the contract awarded under the RFQ is for goods, the department must enter a purchase order into Banner. The text field of the purchase order must reference the PSU contract number. Contact CAPS with any questions regarding RFQ’s, including development of RFQ’s and posting on the ORPIN website.

Request for Proposal (RFP). The Request for Proposal (RFP) is a formal competitive solicitation process. With the department’s assistance, CAPS will draft the required RFP solicitation document and post to the Oregon Procurement Information Network (ORPIN). The formal competitive solicitation process will be conducted in accordance with PSU Standard 580-61 (0000 through 0160). There may be additional considerations specific to the types of products and services being procured, so please contact CAPS early in the process for assistance in developing the appropriate solicitation document. Contact CAPS for any questions you may have about the RFQ or RFP process. The formal procurement process can take eight weeks or more to complete depending on the products or services being procured, so please plan ahead and contact CAPS early in the process.

Sole Source (for both federal non-federal funds):

Sole Source is a process where CAPS has made a written determination that due to special needs or qualifications only a single source is reasonably available to provide such personal and professional services or goods and services.  PSU departments are required to complete and submit the Sole Source Justification Form if they believe their procurement of goods and services is only available from a single source.  CAPS will then review the completed Sole Source Justification Form and if approved CAPS will draft a Sole Source Notice and post to ORPIN for seven (7) days from the date of notice publication to allow the public the opportunity to submit a protest.  If after the 7 days protest period has passed, no protests are received, PSU may proceed with the sole source procurement and the applicable solicitation requirement is waived. Sole Source procurement will be avoided except when no reasonably available alternative source exists.

Qualified Rehabilitation Facilities (QRF’s):

QRF means an activity center or rehabilitation facility, certified as a community rehabilitation program or as a vocational service provider through the Oregon Department of Human Services, that the State Procurement Office has determined to be qualified to participate in the program created by ORS 279.835 to 279.855. PSU is required to purchase goods and services from QRF’s in accordance with the provisions of ORS 279.835 to 279.855 provided that the product or service is available from a QRF, of the appropriate specifications, and is available within the period the department requires.

Oregon Procurement Information Network (ORPIN):

ORPIN is operated by the State of Oregon, Department of Administrative Services.  All RFQ and RFP solicitations and other notices are posted exclusively to ORPIN.

ORPIN Homepage

Bonfire electronic quote/proposal submission and evaluation portal:

Bonfire is the web portal for vendors to submit their quotes and proposals inr response to PSU RFQ and RFP solicitations.  Bonfire is also used by CAPS and the department for evaluation of all quotes and proposals received for goods and services.

Bonfire Homepage

Equity in Public Contracting Policy:

PSU strongly supports federal, state, and local efforts to promote economic growth and prosperity. In its efforts to encourage economic growth and development, PSU is continuously improving relationships with Minority, Women, and Emerging Small Businesses (MWESB) vendors and increasing contracting efforts with these firms. The Equity in Public Contracting Policy aims to ensure equity and fairness in the contracting and purchasing activities administered by the University. 

Sustainable Procurement and Life Cycle Consideration Policy:

PSU is dedicated to sustainability and recognizes that our impact extends beyond campus. Acknowledging our impact as a major purchaser of goods and services, the Sustainable Procurement and Life Cycle Consideration Policy aims to ensure that University procurement supports the sustainability goals of the institution and models environmental, economic, and community stewardship.