It is the College's objective to promote competition in public
contracting that supports openness and impartiality to the maximum
For orders < $5,000 staff are encouraged to obtain quotes.
The department can generate a purchase order up to $2,500, for
amounts greater than $2,500 a Purchase Request should be filled out and forwarded to Fiscal Services.
For orders > $5,000 but less than $100,000, Purchasing will
work with college staff to conduct an informal solicitation and
obtain three written quotes whenever possible.
For orders > $100,000 Purchasing
will choose the appropriate solicitation process (e.g. invitation
to bid, request for proposal, request for information, etc), in
accordance with state and federal regulations, to arrive at offers
that represent optimal value to the College. Notices are placed in
an area newspaper.
Purchase Orders (PO) < $2,500
Purchase Orders are issued directly to suppliers by College
departments and used for single, non recurring purchases of $2,500
Purchase Orders (PO) > $2,500
Standard College purchase orders can be used for all purchase
made by the College. Purchase orders exceeding $2,500 require
Fiscal Services approval before goods and services are ordered.
Any and all change orders to a purchase (increases, decreases,
cancellations) shall be made by issuance of a College Change
College Purchasing Thresholds
Before goods and services can be purchases the following
procedures or processes must be met:
under $5,000 can be made at the discretion of College budget
· Purchases of
$5,000 or over, but under $100,000 require a minimum of three
competitive quotations, or may be exempted from the need for a
competitive process by the Purchasing Coordinator. Go here for a form to request an exemption.
· Purchases of
$100,000 or greater must be formally bid or may be exempted by the
need for a competitive process by the President.
· Purchases of
$100,000 or greater must additionally be approved by the Board of
Limitation of Authority
Suppliers should only provide goods and services after
acceptance of an authorized College order.
Anytime a supplier provides goods or services to a College
employee without receiving a purchase order, the supplier accepts
the probability of the College refusing to acknowledge the
transaction and delaying and/or refusing to make payment. In order
to insure appropriate College authority and prompt payment for
goods and services the following procedure should be followed:
1. Authorized College
employee determines the price, delivery terms and supplier for
goods and/or services needed;
2. The College employee
provides the supplier with a purchase order, signed by the
designated College administrator;
3. The supplier provides the
goods or service according to the agreed upon conditions;
4. The supplier submits an
invoice to the College (department name, and purchase order shall
be noted on the invoice).
If there is doubt as to the authority of any staff member to
make purchases, supplier should contact Fiscal Services for approval.
Standard College Terms
Central Oregon Community College's standard contract terms are
an integral part of every purchase order issued by the College. Standard terms can be found here.
HOW THE COLLEGE
Under normal circumstances, the College does not issue payment
until the item has been delivered to the correct location and
accepted as being in appropriate condition and in compliance with
The supplier shall submit invoices in duplicate for each order
Central Oregon Community College
Attention: Fiscal Services, Accounts Payable
2600 NW College Way,
Bend, OR 97701
Invoices shall include:
1. College Purchase Order
2. Name of the College
department requesting the goods or services;
3. Complete description of
goods or services provided;
4. Quantity, unit pries and
5. Discount terms;
6. Invoice number and date
7. Suppliers name, address,
telephone, fax and email.
Payment is issued by Fiscal Services in a timely manner. The general policy is to make no
prepayments or accept C.O.D.s. Payments are made within 30 days
from receipt of invoice. If you have any questions concerning the
payment of an invoice contact Fiscal Services, Accounts Payable, at (541) 383-7224.
For purchases of $5,000 or greater, but less than $100,000:
before a supplier can be selected and an order placed, college
departments must first obtain a minimum of three competitive
Quotations may be obtained by one of the following ways:
1. The buyer may call the
supplier and request a verbal quotation;
2. The buyer may call the
supplier and request the vendor to submit a written quotation;
3. The buyer mal may or
email the supplier a Request for Quotation, which the vendor
competes and returns to the buyer.
In each case it is important that the supplier clearly identify
the product quoted, including the brand and model, and accurately
reflect quantities, unit prices, extended prices, delivery time,
and (if applicable) educational discounts. The buyer cannot make an
informed decision without this information. The supplier could be
disqualified from consideration for failure to supply all the
information requested and/or failure to submit the quotation by the
specified due date.
College Departments Obtaining Quotations
Before obtaining quotations, departments must first clearly
identify the product's attributes, quantity required, a date the
product is needed by, any services required, and the time limit for
acceptance of quotations. Departments then contact potential
suppliers. The project requirements are related in the same manner
to all the suppliers contacted. Suppliers give either a verbal
quote or fax/email a written quote to the department.
Purchasing Services Obtaining Quotations
If a department prefers, the College Purchasing Coordinator will obtain quotations for the department. The
Coordinator may obtain verbal or formal quotations, whichever is in
the best interest of the College. Quotes are discussed with the
department and the lowest responsible, responsive quote is awarded
Obtaining Quotations Ethically and
Some basic rules should be followed when obtaining quotes:
· Give all
suppliers the same information.
· Ensure that
the quotation includes shipping.
· Ask if there
is an educational discount.
· Never disclose
quotations beyond the confines of college staff until an award is
· Do not
· Do not add
non-quoted items to the quote after award is made.
· Ask how long
the quoted price is valid.
· Tell suppliers
if you intend to split the award between two or more suppliers.
· Make sure that
quotations are for goods that have comparable features.