Oregon State University

315: Purchasing from Existing Contracts

Procurement and Contract Services Policy & Procedures Manual
Section 300: Purchasing
Effective: 7/01/2010
Revised: 3/12/2013

 

OSU will use existing University-wide Contracts or Price Agreements set up for purchasing goods and services whenever possible.  The Contracts represent savings based on large dollar spend and will likely be better than the prices quoted outside of the Contract or, represent savings in administrative processing that may not be apparent on the face of the Contract.

 

OSU also has access to Cooperative Procurement Contracts from other organizations and may be able to use those Contracts in order to fulfill the requirement for competition.  OSU maintains and supports first those Contracts put in place by OSU, and then those organizations that OSU is affiliated with for Cooperative Procurements.  When using these Contracts or agreements the requirement for competition has typically already been met, however PaCS must review and document how the contract or price agreement and competitive method used to establish the contract or agreement meets requirements under applicable sections of OAR Divisions 61 and 62.

 

 

315-001: OSU Contracts and Price Agreements

OSU should use current Contracts or Price Agreements listed on the PaCS website.  The Contract number should be given to the Vendor when asking for a quote and referenced on the resulting Purchase Order, ordering documents and payments.   

 

315-002: State of Oregon Contracts and Price Agreements

As a State of Oregon agency, OSU may utilize existing State of Oregon Contracts or Price Agreements without seeking further competition if the specifications are equivalent.  All requests for procurements from an existing State of Oregon contract should reference the contract number and follow the order procedures identified in the contract.  When using a contract from the State of Oregon the terms and conditions of that contract will apply.  State of Oregon contracts can be viewed on the Oregon Procurement Information Network (“ORPIN”) and can be accessed at the State of Oregon Procurement website with a username and password.

 

315-003: Western States Contracting Alliance

The State of Oregon is a participating state in the Western States Contracting Alliance (“WSCA”) which is a cooperative multi-State contracting group established to achieve cost-effective and efficient acquisition of quality products and services.  All governmental entities within WSCA states as well as authorized governmental entities in non-WSCA states may use the approved Contracts.  Purchases from WSCA Contracts should match the specifications and follow the order procedures identified in the Contract.  When using a Contract from WSCA the terms and conditions of that Contract will apply.  Some Contracts require addendums to be established before a purchase order can be issued, and most minimally require a clause be added to the purchase order and Contract documents.  WSCA Contracts can be viewed on the web at http://www.aboutwsca.org/content.cfm/id/WSCA?CFID=503291164&CFTOKEN=77962624.

 

315-004: General Services Administration (GSA) Contracts

OSU is allowed to use the U.S. General Services Administration (GSA) Multiple Award Schedules (MAS) program also known as Federal Supply Schedule or GSA Schedules pursuant to OAR 580-062-0020(7)(d).  However, state and local government may only purchase from the GSA schedules when granted access through federal government regulations.  The federal government has granted very limited access to the schedules.  Contact PaCS if you wish to make a procurement under a GSA schedule.

 

315-005: Other Contracts and Cooperatives

Established under the Alternative Processes in OAR 580-062-0020(6), OSU may purchase from Contracts issued by Cooperatives, without seeking further competition, if OSU, or a Cooperative to which OSU belongs, was originally named in the solicitation and the following conditions are met:

a)    the goods or services were competitively solicited and awarded in a manner reasonably equivalent to the respective process established in OAR 580-061 through OAR 580-062;

b)    the Contract has not expired and will not expire before the goods and services are received;

PROCEDURE:

Submit your request to utilize a cooperative contract to PaCS.  An analyst will:

1.         Review the request and the subject contract and make a written determination, including any backup documentation, that the solicitation and award of the contract meets the conditions above.

2.         Review the terms and conditions in the awarded contract and verify that OSU can agree to the terms and conditions.  Negotiate any terms or conditions that may be objectionable to OSU.

3.         If needed, obtain legal review.

This process can take significant time to perform each of the steps listed.  In some cases it may be more expedient to issue a solicitation through PaCS.

 

315-006: Contracts Issued By Other Public Agencies

Established under the Alternative Processes in OAR 580-062-0020(6), OSU may make purchases from Contracts issued by other Public Agencies, without seeking further competition, if all of the following conditions are met:

a)    the goods or services were competitively solicited and awarded in a manner reasonably equivalent to the respective process established in OAR 580-061 through OAR 580-062;

b)    the solicitation or Contract indicates that other public agencies may make purchases from the Contract; and

c)    the Contract has not expired and will not expire before the goods and services are received;

PROCEDURE: 

Submit your request to utilize a cooperative contract to PaCS.  An analyst will:

1.         Make a written determination, including any backup documentation, that the solicitation and award of the contract meets the conditions above.

2.         Review the terms and conditions in the awarded contract and verify that OSU can agree to the terms and conditions.  Negotiate any terms or conditions that may be objectionable to OSU.

3.         If needed, obtain legal review.

This process can take significant time to perform each of the steps listed.  In some cases it may be more expedient to issue a solicitation through PaCS.

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