Purchasing Services is responsible for monitoring compliance with state and federal public contracting laws. Purchasing Services promotes responsible, effective purchasing practices and helps departments acquire needed goods and services in a professional, nontreating environment.

Procurement Laws and Policies Governing Purchasing

Lane Community College receives its funding primarily from tax dollars. The college is a public institution and is governed by state and federal statutes. The purchasing activities are governed primarily by the following state statutes, as adopted by our Board of Education: OAR 137 Oregon Attorney General's Model Public Contract Rules

OAR 137 Oregon Attorney General's Model Public Contract Rules

ORS 279 Public Contracts and Purchasing

OAR 125 Public Contract Exemptions

ORS 200 Disadvantaged, Minority, Women, and Emerging Small Business Enterprise

ORS 244 Government Ethics

ORS 701 Construction Contractors Board

OAR 839 Bureau of Labor and Industry

College Policies

Oregon Community College Model Purchasing Procedures

Various other state (statutes and rules) and federal laws as they apply in our operations

Purchasing Services promotes and upholds the integrity of all applicable laws and effective business practices. As mandated by state statute, the college has established Thresholds at which we must obtain Quotations or competitive Bids. Price negotiations are strictly prohibited by state statute. Note: Copies of state stautues can be obtained from the state of Oregon, Legislative Publications & Distribution, Room 49, State Capitol, Salem, Oregon 97310.

Specifications

Once a need has been identified, the user department drafts the minimum, acceptable specifications that outline the required goods or services. The specifications are forwarded to the Purchasing office and solicitation documents are prepared. The quality of an item or service is stipulated in the specifications section of the bid documents. The specifications may be technical or a "brand name" may be used. In either case, the specification is an expression of the quality required and not a preference for a particular brand-name item (except for items exempted by state statutes or college board action). Suppliers with products meeting or exceeding the quality requirements are encouraged to bid or quote even though the brand name of their product may not be mentioned in the specifications. If a supplier can supply both the brand name listed and an alternate which meets the requirements, they are invited to bid or quote both items.

Samples and Demonstrations

All materials or equipment provided as samples and all demonstrations, tours of a supplier's facilities, product reviews, and product training sessions or seminars must be coordinated through and approved by Purchasing Services. All samples will be returned to suppliers upon request.

Award Decisions

Unsuccessful bidders need not be notified (Attorney General's Model Public Contract Rules 137-30-135). Tabulations of awarded bids may be obtained in person or by submitting, to the college, a written request stating the bid number and a self-addressed, stamped envelope. Completed bid files are available for public review at Purchasing Services. To obtain copies of public documents, request a "Request for Public Information" form from Purchasing. Copies of material from bid files, other than previously described tabulation sheets, may be obtained upon payment of a reasonable copying charge. The charge to copy information varies.

Award of the Contract

Contracts under $50,000 total value are awarded by the college's Purchasing Services office. Contracts of $50,000 or greater are awarded by the college's President and of $75,000 or greater are awarded by the college's Board of Education, all to the lowest responsible bidder. This is the bid that has substantially complied with all prescribed public bidding procedures and requirements and which has not been disqualified on the basis of: The financial ability of the bidder to perform the contract;

1. The bidder's facilities, equipment and skill for performing the contract;
2. The bidder having key personnel of sufficient experience to perform the contract.
3. Results of prior dealings with the bidder by public or private contracting agencies;
4. The Lane Community College Board of Education usually meets on the second Wednesday of each month, generally in early evening.

Solicitation Documents

The solicitation documents contain the particular requirements for each project. If you have a question about a solicitation, it is best to contact the purchasing office for clarification.