OSU PaCS 302-09: Price Agreements and Contracts

Purpose

To facilitate the purchasing of specific goods and services without having to obtain competitive bids.   

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Applicability

All employees.

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Background

Price Agreements are agreements negotiated between OSU and vendors that are used to (1) maintain reduced prices, (2) maintain product availability, and (3) clearly define consistent terms.

This policy complies with Oregon Administrative Rule 580-040-0225.

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Policy

Procurement and Contract Services (PaCS) must follow appropriate competitive bidding procedures to enter into price agreements with vendors who will provide specific items at a set price during a specified period of time.  Once these contracts have been executed by PaCS, departments may purchase these authorized goods, services and equipment from the price agreements without the use of competitive procedures, regardless of dollar amount.

Regardless of dollar value, PaCS staff may contact and purchase goods and services from other State of Oregon agencies, local government units, federal government units and any other governmental entity without the use of competitive procedures.  However, contracts with other states and foreign governments must be approved by the Oregon Attorney General’s office.  See PaCS 101-02: Department of Justice (DOJ) & Other Reviews & Thresholds

OSU departments may utilize State of Oregon Department of Administrative Services Price Agreements and OSU Contracts.  Departments may issue a Purchase Order (PO) referencing the price agreement or contract number directly to the vendor.  When utilizing a price agreement or contract it is important that departments write the price agreement or contract number directly on the Departmental Requisition or Purchase Order.

Other public agencies may have established contracts that OSU can utilize or there may be cooperative agreements (co-op) available for OSU use.  Departments that know of a contract with another public agency or a co-op agreement and would like to utilize or “piggy-back” off that contract must contact PaCS. PaCS will verify that it is a viable contract and available for participation by OSU.

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Procedure

For purchases of goods or services for which there is an underlying contract (price agreement) in place, departments should simply issue an order or departmental purchase order when the total purchase will be less than $5,000.  For orders that will exceed $5,000, departments should complete a departmental requisition noting the contract information and the vendor with whom the contract is placed.  In those instances, PaCS will simply place the Purchase Order without further competition or documentation required.

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Additional Information

For information regarding what contracts are available through PaCS, please contact PaCS directly at (541) 737-4261 or visit the PaCS website and click on the link: Items off a Price Agreement.

Information regarding State Price Agreements is available from the Oregon Procurement Information Network (ORPIN), formerly the Vendor Information Program (VIP) system. 

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