Manual Revision Record (MRR)

Procurement and Contract Services Manual
Section: Manual Revision Record
Effective: 04/27/2005

2013

Date	Policy	Summary of Change
01/11	203-002: Ratification of Unauthorized Purchases or Contracts	Updated entire section
01/11	003: Exhibits	Updated exhibits for Purchase Requisition W-9/Expenditures from OSU W-9 Income to OSU
01/11	103-003: Purchase/Payment Fragmentation	Added Payment to title and text
3/12	301	Added reminder that departments and BC should have their agreements vetted for other department policies
3/12	301-007	minor updates
3/12	301-012	Deleted. Public Entities Outside the State of Oregon - Chapter 190 approval removed due to SB 242. legal review no longer required.
3/12	301-012	Added new policy "Audit Services".
3/12	301-013	Changed to reflect post SB 242 changes
3/12	301-001	Updated to reflect BOLI PWR considerations
3/12	303-002	Updated to reflect BOLI PWR considerations. Reference made to exceptions.
3/12	303-003	Updated to reflect BOLI PWR considerations.
3/12	303-005	Changed to reflect Banner system limitations
3/12	303-006	grammatical changes
3/12	303-110	"Generally" added at beginning of sentence
3/12	303-012	This section was broadened to include more categories as allowed. Procedure was added and
3/12	304	Corrected grammatical errors and clarified invoice "Completion".
		Department titles updated. Linked to FIS Policy 1108 Approval Routing
3/12	305	website links updated
3/12	306	Clarification added
3/12	306-001	Procurement card link added
3/12	306-002	clarifications added
3/12	306-003	grammatical changes and clarification of the process added
3/12	306-005	Links added and department name clarified
3/12	306-005	department name clarified
3/12	307-003	Grammatical changes
3/12	308	Grammatical changes
3/12	308-001	grammatical changes
3/12	309	Grammatical changes
3/12	309-002	Grammatical changes
3/12	312-002	Changed to reflect SB 242 changes
3/12	312-005	website links updated
3/12	312-007	grammatical changes
3/12	312-008	Clarification added
3/12	312-010	grammatical changes
3/12	312-011	grammatical changes and clarification of the process added
3/12	313	removed listing and referenced Oregon Administrative Rule since the listing was confusing
3/12	315	Clarification added
3/12	315-001	Grammatical changes
3/12	315-003	website links updated
3/12	315-005	Clarification added
3/12	315-006	Clarification added and changed made to reflect SB 242 changes
3/12	316	Grammatical changes
3/12	316-001	Changes made to reflect OUS MWESB policy now in place
3/12	316-002	grammatical changes
3/12	317-001	reference to smoke-free-campus policy made
3/12	317-002	minor updates to reflect TAPS parking policies for vendors
3/19	500: Construction	Updated all sections under 500
3/19	003: Exhibits	Removed link for Request for Ratification of an Unauthorized Commitment Form
4/30	312-006: Legal Review	updated entire section

2012

Date	Policy	Summary of Change
4/16	401-007 Non-Negotiable Public Contracts	removed section
11/20	000: Introductory Material	Updated PaCS Manager title to Chief Procurement Officer. Added and removed some definitions
11/20	100: Introduction	Updated PaCS Manager title to Chief Procurement Officer.
11/20	200: Authority and Records	Removed references to pre-Senate Bill 242 requirements. Updated PaCS Manager title to Chief Procurement Officer.

2011

Date	Policy	Summary of Change
12/21/2011	200: Authority and Records	Updated content throughout entire section
10/04/2011	001: Introduction	Removed 1st paragraph
09/23/2011	000: Introductory Material	8/5/11 Updated some introduction and definitions. Removed some definitions that aren't utilized in the Policies and Procedures Manual. Removed some exhibits from 002 and added Exhibit "NOTICE OF POTENTIAL OR REAL CONFLICT OF INTEREST" and "COMMODITY LEASE INTAKE FORM". Removed 004 Frequently Asked Questions. UPDATE- 09/23/11 Added definition for Trade Services
08/05/2011	100: Purchasing and Contract Ethics	Section 101-002 Contracting with Current and Past OSU Employees previously under development was added under new title "Purchasing from or Contracting with OSU Employees, Relatives of OSU Employees or Member of the OSU Employee's Household. 101-003 OSU Employee Honorarium Guideline updated. Added a Notice of Potential or Real Conflict of Interest form. 101-006 Personal Purchases using OSU Contracts updated. 102-004 Endorsement added. 103-001 Authority to Purchase changed to Authority to Purchase or Enter into Contracts and moved to 103-002. 103-001 now Ethics Statement for Employees in the Procurement Process - new policy and procedure per OAR and new process facilitated through OUS. Subsequent titles moved down and renumbered. 104-001 Declaration of Conflict or Potential Conflict of Interest updated. 104-003 Conflict of Interest Violations Pertaining to Use of Federal Funds added

2010

Date	Policy	Summary of Change
01/04/2010	All	Complete revision of all policies and procedures implemented due to new Oregon Adminstrative Rules in 2008 and removal of Research Contracts from PaCS in 2006

2008

Date	Policy	Summary of Change
10/17/2008	PaCS 303 Bidding Process	Updated link to Microsoft Work-AT-Home Distribution Procedures.
2/01/2008	PaCS 302-02 Bidding Process	Corrected dollar level under "Guidelines for Procurements."

2007

Date	Policy	Summary of Change
4/19/2007	PaCS 200 Research Contracting & Subcontracting	This section has been removed from the PaCS. Policy and Procedures manual as it is now under the administration of the Office of Sponsored Programs. (Please see their manual for guidance.)
2/28/2007	PaCS 101-04 OSU Internal Controls Policy	Changed language from "Purchasing Authority Guidelines and Purchasing Authorization" to "Departmental Purchasing Guidelines" in the Departmental Expenditure Authorization section, and made minor textual edits.

Date

Policy

Summary of Change

4/19/2007

PaCS 200
Research Contracting & Subcontracting

This section has been removed from the PaCS.

Policy and Procedures manual as it is now under the administration of the Office of Sponsored Programs. (Please see their manual for guidance.)

2/28/2007

PaCS 101-04
OSU Internal Controls Policy

Changed language from "Purchasing Authority Guidelines and Purchasing Authorization" to "Departmental Purchasing Guidelines" in the Departmental Expenditure Authorization section, and made minor textual edits.

2006

Date	Policy	Summary of Change
11/09/2006	PaCS 101-04 OSU Internal Controls Policy	Updated compliance guidelines for department authorization designations.
9/13/2006	PaCS 403 Personal Service Invoice (PSI) vs. Personal/Professional Services Contract (PPSC)	Changed "FY" in the first bullets under Policy to "calendar year."
7/17/2006	PaCS 101-02 Department of Justice (DOJ) and Other Reviews and Thresholds	Added or updated the information in the first two bullet points in the POLICY section under "For Construction Processes" pertaining to "$25,000 - formal construction process threshold" and $50,000 - Bureau of Labor & Industries (BOLI) threshold per project (not per contract).
	PaCS 304-02 Oregon Bureau of Labor and Industries (BOLI) Prevailing Wage Law (PWR)	Updated the APPLICABILITY section.
	PaCS 304-04 Bidding Process	Updated the DEFINITION section and the POLICY section for contracts for projects using a non-standard (RFP, Design/Build or CM/GC) procurement process.
	PaCS 304-012 Timelines	Revised what types of contracts need to be sent to the Department of Justice for legal sufficiency review in PROCEDURE section under "A".
	PaCS 304-14 BOLI / Prevailing Wage Rate Payment Bonds	Integrated information into 304-02: Oregon Bureau of Labor and Industries (BOLI) Prevailing Wage Law (PWR) and Payment Bonds.
5/01/2006	PaCS 101-03 Signature Authority	Updated the list of personnel who have signature authority.

2005

Date	Policy	Summary of Change
12/22/2005	PaCS 301 Preferred Purchasing and Payment Methods for Small Dollar Purchases (Procurements Under $5,000)	Added information that prohibits personnel from using purchasing methods for the sole purpose of obtaining personal rewards (e.g. airline mileage on personal credit cards, rebate programs including personal Costco accounts and other credit cards, etc.).
6/30/2005	PaCS 302-06 Procurements not Requiring a Purchase Order (PO)	Added additional commodities and services to the list of items not requiring a purchase order (PO) in the policy section.
6/30/2005	PaCS 304-14 BOLI / Prevailing Wage Rate Payment Bonds	Added policy to PaCS manual.
4/27/2005	All PaCS policies and procedures	Combined Purchasing Manual & Contracts Handbook to create the PaCS Manual. Updated all policies and procedures and reformatted contents to comply with the PPMM Program.