Procurement Levels and Types
Current Levels of Procurement
- Direct procurement: Under $25,000
- Informal procurement: $25,000 to $150,000
- Formal procurement: $150,000 or over
Competitive Process
To begin a competitive process, Complete the Contract In‐Take Form. as part of the normal Contract Intake Process and the Financial Services Contract Manager will work with your department and PCS.
Request for Quote (RFQ)
For any purchase over $25,000 but less than $150,000, UO should undertake an informal procurement process commonly known as Request for Quotes. As part of this process, UO must post an advertisement on the UO procurement website for at least 5 business days and obtain at least 3 quotes. Departments will work with Financial Services, Contract Manager to complete the procurement advertisement and will be submitted to PCS.
Request for Quote (RFQ)
Criteria:
- All goods and services between $25k and $150k.
- Selection based on best value OR lowest price.
Process:
- Posted for at least 5 business days.
- Informal posting and selection criteria.
- Must solicit bids from 3 vendors. One must be from a Historically Underrepresented Business (HUB; previously MWESB).
Request for Proposal (RFP)
For any purchase greater than $150,000, UO should undertake a formal procurement process using either an Invitation to Bid (ITB) or a Request for Proposal (RFP). There are significant statutory requirements related to both ITB and RFP processes and therefore PCS will facilitate formal procurements. Departments will work with Financial Services Contract Manager to submit formal procurement submissions to PCS.
Request for Proposal (RFP)
Criteria:
- All goods and services over $150k.
- Selection based on the best value.
Process:
- Posted for at least 21 calendar days.
- Formal posting and selection criteria.
- Must solicit bids from 3 vendors. One must be from a Historically Underrepresented Business (HUB; previously MWESB).
- May include controlled meetings with vendors and down-selection processes.
- Must develop a detailed scoring and source selection process.
Other Types of Procurement:
Alternative Procurement (AP)
Criteria:
- A limited vendor pool of at least 2 entities
- Responds to innovative business and market methods.
- Contributes to UO's productivity improvement and process redesign.
- Results in comprehensive cost-effectiveness and productivity for UO
Process:
- Posted for at least 5 business days.
- Informal posting and selection criteria.
- Greater opportunity to negotiate price and terms prior to award.
Sole Source (SS)
Criteria:
- Due to specific needs or qualifications, the goods or services required are only reasonably available from a single vendor.
- Must clearly demonstrate that the statement of work (SOW) is the only reasonable manner UO could meet its need and that the vendor is the only vendor in the marketplace that can fulfill that SOW.
Process:
- Posted for at least 7 calendar days.
- If no protests are made, the transaction may proceed.