Procurement is dedicated to providing accurate, transparent, and timely information to the campus community regarding the purchase of goods and services and procurement contracting. As part of this effort, this webpage contains various modalities (video presentations, live and on-demand training opportunities and documents) to help assist and inform campus staff involved in these activities.

Videos

Best Value Selection

Reference Materials

  • VIEW the Campus Guide for Sole Source (PDF)
  • VIEW the Campus Guide to Personal Services Contracts (PDF)
  • VIEW the Campus Guide to Procurement Contract Signatures (PDF)
  • VIEW the SAM.gov Exclusion Check for Federal Purchases (PDF)
  • VIEW the Independent Contractor or Employee Website Information (PDF)
  • VIEW the Independent Contractor or Employee Handout - Part 1 (PDF)
  • VIEW the Independent Contractor or Employee Handout - Part 2 (PDF)
  • VIEW Informal Competitive Procurement Quick Reference Guide (PDF)
  • VIEW Grant Flyer - Procurement Pre-Award Quick Guide (PDF)
  • VIEW Procurement Quick Reference Guide (PDF)

Procurement FAQ's

Procurement is a part of PCMM - Procurement, Contracts, and Materials Management. We provide services to the OSU community related to procurement, including:

  • Maintaining procurement policies and procedures.
  • Advising and assisting departments with acquiring goods and services.
  • Reviewing and processing procurement-related contracts and agreements.

If you have questions about acquiring goods and services for OSU or related contracts or agreements, Procurement is here to help.  

For any questions about the procurement process for goods and services, please email us at procurement@oregonstate.edu. 

You can reach the Procurement team at procurement@oregonstate.edu. If you are already working with an analyst on your procurement, you can contact them directly.  

The Procurement Quick Reference Guide, available under Reference Materials and Quick Guides on our Training and Support webpage, is a great place to familiarize yourself with OSU procurement policies, procedures, and resources.

A contract is required for any goods or services with an aggregated cost over $5000.00. This could be a supplier contract, Purchase Order, Personal Services Contract, or another appropriate mechanism. Contracts may also be used for purchases under $5000.00 if it is necessary to detail scope, specifications, and other terms and conditions.

Per University Policy 03-001 Contract Signature Authority, only those with delegated authority may legally bind the university or obligate the university to commit financial or other institutional resources to any third party. The Procurement team has been delegated authority to sign procurement-related contracts and agreements.

Submit any contract or agreements related to the purchase of goods or services to Procurement@oregonstate.edu for review and signature.

For more information on Contract Signature Authority, visit https://policy.oregonstate.edu/UPSM/03-001_contract_signature_authority.  

Submit purchase agreements, statements of work, or other purchase documents requiring signature in BennyBuy using a Purchase Request (requisition) or a Contract Request Form. Both forms can be found in BennyBuy under Showcases.

For tips on how to submit, visit https://fa.oregonstate.edu/eProcurement/training/tip-sheets under Shopping and Forms.

Here's a quick comparison to help you decide:   

Purchase Request –   

  • Generates a Purchase Order (PO)  
  • Encumbers funds
  • Captures budget approvals
  • Supplier registers in BennyBuy   

 

Contract Request Form -   

  • Does not encumber funds  
  • Does not require budget approvals 
  • Does not require supplier registration in BennyBuy  
  • Good for multi-year contracts  
  • Good for master contracts or agreements   

Cooperative contracts are established through a competitive solicitation and can be used by public entities. OSU can utilize cooperative contracts without a competitive process if the original competitive process is reasonably equivalent to OSU standards. If you are planning to use or need information about a cooperative contract, please contact procurement@oregonstate.edu.

To amend a contract, submit the Contract Amendment Form through BennyBuy. Detailed instructions are available at https://fa.oregonstate.edu/eProcurement/training/tip-sheets under Forms.

For revisions to a Purchase Order, refer to 'Processing PO Revisions" under General Features at the same link.

For any questions regarding BOLI PWR, please contact the Construction Contracts Administration team at constructioncontracts@oregonstate.edu   

To request a Certificate of Insurance from the Insurance and Risk team, visit https://risk.oregonstate.edu/certificates-insurance. You will need to provide a copy of the fully signed agreement between OSU and the supplier.

For guidance on searching for contracts in BennyBuy, refer to the PDF titled "Contracts Search" in the BennyBuy tip sheets available at https://fa.oregonstate.edu/eProcurement/training/tip-sheets under General Features.

Training

Procurement hosts a series of webinars each November covering various procurement topics. These sessions are designed for new staff or those wishing to refresh themselves on procurement policies and procedures. Registration for these sessions open in October. Webinar topics include:

  • Procurement Standards and Resources
  • Informal Procurements
  • Introduction to Sole Source
  • Introduction to Personal Services Contracts
  • Federal Purchases Under Uniform Guidance

Procurement is happy to come to you with individual or department training on procurement topics. Just email pacs@oregonstate.edu and let us know your need.