Purchasing

Open:
Fall/Winter/Spring Term: Monday-Friday 9:00AM - 4:00PM
Summer Term: Monday-Thursday 9:00AM - 4:00PM Closed Friday

Phone Number: 541-917-4332
Fax Number: 541-917-4327

Contact: Jennifer Conrod, Accounts Payable & Purchasing Specialist
conrodj@linnbenton.edu

Processing Formal Solicitations (RFP, ITB, RFQ) and Contracts, Purchasing Services Support and Training (P-Cards, Informal Quote Review, Purchase Orders, Personal Services Contracts, Store Account Logins and Price co-op Memberships, Asset and Furniture Purchase Guidance).

Forms

Public Records Request Form (Laserfiche Form).

Current Solicitations

Request for Proposal, Invitation to Bid, & Request for Quotation.

Current Notices

Published Notices.

Current Findings

Published Findings.

Governing Bodies of the Purchasing System

All public contracting in the State of Oregon is governed by Oregon Revised Statutes and Administrative Rules Chapter 279, which states in part that it is the policy of the State of Oregon to encourage public contracting competition that supports openness and impartiality to the maximum extent possible.

Other laws, rules, and policies governing LBCC's acquisitions include the Linn-Benton Community College's Board Policies 5035 - Purchasing, Insurance, Inventory, and Bids, 5080 - LBCC Contract Review Board, and 5085 - Sale of Goods and Services and Administrative Rules AR5035-04 Purchasing-General, AR5035-07 Disposition of Surplus College Assets, AR5035-08 Disposal of Items Acquired for Student Instructional Experiences and Subsequent Resale, and AR5080-01 LBCC Contract Review Board Rules and the current Community College Rules of Procurement.

Board Policies and Administrative Rules - These policies are to provide for the fair and equitable treatment of all persons involved in public purchasing by LBCC, to maximize the purchasing value of public funds, and to provide safeguards for maintaining a procurement system of quality and integrity in requirement of the State of Oregon for Community Colleges and Local Units of Government.

College furniture, computer, printer, and media equipment have prescribed purchasing procedures.

See lbcc purchasing buyer tools and information services web pages for requesting and sourcing these specific types of items.

Bidding and Purchase Requirements

LBCC Purchase Order Terms & Conditions (pdf).

Unless otherwise exempted, College acquisitions are based on the following solicitation methods. When feasible, competitive quotes are encouraged at any level of purchase/spend.

SMALL PROCUREMENTS (less than $10,000) Purchases under $5,000 may be completed by individual departments and placing an order via procurement card or direct invoice. Obtaining three (3) competitive quotes is not required under 10k. A PO may be placed as the contract or acceptance if the vendor's offer or agreement requires.

Purchases totaling $5,000 and over require a PO, with few exceptions, see AR5035-04. Informal quotes are encouraged from $5,000 to $10,000. Items with an individual value of $5,000 or more require capital asset accounting and an official LBCC PO to acquire. See AR5035-04.

INTERMEDIATE PROCUREMENTS($10,000 to $100,000) - Purchases of $10,000 and over require at least three (3) written competitive quotes. Departments may conduct quotes for goods with assistance from LBCC Purchasing. An official LBCC PO is required to complete the purchase. Depending on the nature of the goods a Request for Quotation may be issued by Purchasing. In the case of services or goods combined with Services, at or above the 10k threshold, a Request for Quotation must go through Purchasing.

Any purchase over $25,000 require an informational agenda report to the Board of Education.

All purchases over $50,000 for public works (i.e., painting, carpet, major renovation) or $5,000 in public improvement (i.e., construction, improvement of real property) are applicable to BOLI wage rules and law (see Prevailing Wage Law - BOLI), and often require special insurance, bonds, and are processed by LBCC Purchasing, with limited exceptions - see Facilities or Capital Construction Manager first for any needs in this category.

LARGE PROCUREMENTS ($100,000+) - With limited exceptions, purchases for goods or services and public projects $100,000 and greater require a formal sealed competitive process, per the specific Invitation to Bid or Request for Proposal issued. These contracts require Board of Education pre-approval and are processed by LBCC Purchasing.

Procurements over $50,000 for public works (i.e., painting, carpet, major renovation) or $50,000 in public improvement (i.e., construction, improvement of real property) are applicable to BOLI wage rules and law (see Prevailing Wage Law - BOLI), and often require special insurance, bonds, and are processed by LBCC Purchasing, with limited exceptions- see Facilities or Capital Construction Manager first for any needs in this category.

Publications

Open solicitations for quotation, bid, or proposal and public notices are posted to the LBCC Business Office/Purchasing webpage, in the sub menu on the left, under Open Solicitations. Formal solicitations and public notices may also be advertised on ORPIN and in the Albany Democrat Herald, the Corvallis Gazette-Times and/or the Wednesday Lebanon Express Newspapers. Additional advertising may be published in the Daily Journal of Commerce.