Governance Transition & Purchasing and Contracting

Overview of UO Purchasing & Contracting After July 1, 2014

Presented by: Catherine Susman

UO Purchasing & Contracting Policy

• Currently still based on Oregon University System Oregon Administrative Rules (“OAR(s)”) • OUS OARs are still in full force and effect even though the Governance Transition occurred July 1 st • Approved Forms Use Required – All Forms were updated as part of the Governance Transition – please go to PCS’ Website

Oregon Administrative Rules

• Chapter 580 – 061-0000 • OUS Code of Ethics – Annual Statement –

still required

– References to OUS are considered to be references to UO. (see Section 170(8) of SB270)

OUS Code of Ethics https://casitweb.uoregon.edu/pcsforms/code-of-ethics

Procurement Thresholds

• Direct Procurement ≤ $25,000 • Informal Procurement $25,000.01 to $150,000 • Formal Procurement $150,000.01 + • Alternative Procurement 5

Authorities Authority to Commit Department Funds

(to allow use of budget funds)

vs.

Contracting Authority

(enter into a written or oral contract)

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Authority to Commit Departmental Funds

Authority to internally allow use of department funds (i.e. who allows the purchase within your department – not who actually makes the purchase.) 7

Authorities

Designation to Commit Funds

Budget Authority Department Staff 8

Contracting Authority

Authority to enter into an oral or written contract on behalf of UO

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Authorities UO Contract Officers

Chain of Delegation University Board – UO Contracting Authority Delegated to Contract Officers by UO’s VP of Finance and Administration – August 30, 2012 Memorandum regarding Delegation of Signature Authority (still effective) https://pcs.uoregon.edu/content/commitment-funds-and-delegated-signature authority

Authorities Level 1 and Level 2 Contracting Authority

–

Delegated by PCS Director

• Level 1 Contracting Authority (L1CA) – Less than or equal to $5,000 – Purchase Order, Direct Billing Invoice – Must use Approved PO Form • Level 2 Contracting Authority (L2CA) – Less than or equal to $25,000 – Approved level 2 contract forms Delegated Department Personnel Delegated Department Personnel Delegated Department Personnel 11

UO Department Approval Authorization

Obtain by completing the Department Approval Authorization Form Available online at: https://casitweb.uoregon.edu/pcsforms/ 12

Contracting with Individuals

• All individuals must be Independent Contractors.

- No UO direction and control - Rarely UO employees (requires PCS review and approval) - External review when services are provided in foreign countries - Must complete Independent Contractor Certification 13

• Policy

Tools & Support

• Practitioners Guide • Training • Templates • Written Procedures and Instructions • Website • Direct assistance from PCS Staff via phone, email and in-person meetings; and • Central Emails: – [email protected]

– – – [email protected]

[email protected]

[email protected]

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Questions

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