Purchasing at COCC

Central Oregon Community College promotes fair, open competition and responsible use of College funds. The process for purchasing goods or services depends on the type of purchase, its total estimated value, and any applicable funding requirements.

Contact Procurement at procurement@cocc.edu early in the planning process for help identifying the appropriate purchasing method, obtaining quotes, or preparing a solicitation.

1. Determine the Purchasing Method

The following thresholds apply to supplier selection. Budget approval, contract review, signature authority, and purchase order requirements also apply.

Purchase Type	Small Procurement / Direct Selection	Intermediate / Informal Selection	Formal Solicitation
Goods and services, excluding the categories below	Under $25,000	$25,000 to under $250,000	$250,000 or more
Personal services	Under $75,000	$75,000 to under $250,000	$250,000 or more
Architectural, engineering, and related services	Under $100,000	$100,000 to under $250,000	$250,000 or more

Use the total estimated purchase or contract value to determine the applicable process. Include all related components and associated costs. Do not divide a purchase into smaller orders or contracts to avoid procurement requirements.

Construction, public improvements, and some repair or maintenance projects have additional requirements. Contact Procurement before requesting quotes or authorizing this work.

Grant-funded purchases may be subject to more restrictive requirements.

Small Procurements

Small procurements generally allow direct selection of a supplier without a competitive solicitation. Employees are encouraged to compare pricing and obtain quotes when practical to ensure reasonable pricing and good value.

Direct selection does not eliminate required budget approvals, contract review, purchase orders, or other College requirements.

Intermediate Procurements

Work with Procurement to conduct an informal competitive process.

For goods and services, solicit at least three competitive written quotes whenever feasible. For personal services, solicit offers from at least three qualified providers and evaluate their qualifications, proposed services, and pricing using consistent criteria.

If fewer than three suppliers are available or respond, document the suppliers contacted, the efforts made to obtain competition, and the responses received. Procurement will determine the appropriate next steps.

Architectural, engineering, and related services follow a separate consultant selection process. Contact Procurement for assistance before requesting pricing or selecting a consultant.

Formal Solicitations

Purchases of $250,000 or more generally require a formal competitive solicitation unless an authorized alternative procurement method applies.

Procurement will coordinate the appropriate process, such as an Invitation to Bid, Request for Proposals, or Request for Qualifications, and manage required notices, solicitation documents, evaluation procedures, and award requirements.

Alternative Procurement Methods

A cooperative contract, sole-source procurement, emergency procurement, or other authorized exception may be available in certain circumstances.

Contact Procurement before proceeding. Any alternative method must meet the applicable requirements and receive the necessary documentation and approvals. A department’s preference for a particular supplier does not, by itself, establish an exception.

2. Obtain and Evaluate Quotes

Define the Purchase

Before requesting quotes, clearly identify:

• The goods or services needed, including specifications or scope of work.

• Quantities and required features.

• Delivery location and required delivery or completion date.

• Installation, training, warranty, support, or other associated needs.

• The deadline for submitting quotes.

• The criteria that will be used to select a supplier.

Provide the same requirements and information to all suppliers. If requirements change during the process, give all participating suppliers an equal opportunity to respond.

Request Complete Pricing

Ask suppliers to include:

• A description of the goods or services offered, including brand and model when applicable.

• Quantities, unit prices, and total prices.

• Shipping, delivery, installation, and other charges.

• Delivery or completion timelines.

• Available educational discounts.

• How long the quoted pricing remains valid.

• Any exclusions, assumptions, or proposed substitutions.

Written quotes are preferred because they provide a clear record of the supplier’s offer.

Select and Document the Supplier

Evaluate quotes using the requirements and criteria established for the purchase. Selection must follow the applicable procurement method; the lowest price is not the sole consideration in every type of procurement.

Retain the quotes, supplier communications, evaluation information, and reason for selection with the purchasing records.

Procurement can assist with requesting quotes, comparing responses, and documenting the award.

Maintain a Fair Process

Employees obtaining quotes must:

• Treat suppliers consistently and provide equal access to information.

• Compare equivalent products or clearly document meaningful differences.

• Protect supplier information from unauthorized disclosure and refer public records requests to the College’s designated process.

• Coordinate negotiations with Procurement.

• Disclose any potential conflicts of interest.

• Identify any planned split award in the request for quotes.

• Obtain review before adding items or materially changing the scope after selection.

3. Obtain Approval and Place the Order

Complete the required procurement process and obtain all necessary approvals before placing an order or authorizing a supplier to begin work.

Approval of a budget or purchase request does not, by itself, authorize an employee to sign a contract. Contracts must be signed by an employee with the appropriate delegated signature authority. Board approval must also be obtained when required by College policy.

Purchases of $2,500 or Less

Departments may issue purchase orders directly to suppliers for single, non-recurring purchases of $2,500 or less, subject to available funding, budget authority, and other applicable College requirements.

Purchases Greater Than $2,500

Submit a Purchase Request to Fiscal Services with the supporting quotes, procurement documentation, and any required agreement.

Fiscal Services approval is required before goods or services are ordered. Provide the supplier with the approved purchase order and ensure any required contract is fully signed before work begins.

Changes and Cancellations

Document increases, decreases, cancellations, and other changes through a College Change Order. If the purchase also involves a signed agreement, a contract amendment may be required.

Obtain the required review and approvals before authorizing the supplier to perform additional or changed work.

4. Supplier Authorization and Delivery

Suppliers should obtain an authorized College purchase order and any required signed agreement before providing goods or beginning services.

A request from an individual employee does not necessarily authorize a purchase or bind the College. Providing goods or services without the required authorization may delay payment or result in a disputed transaction.

Suppliers who are uncertain whether a purchase has been authorized should contact Fiscal Services before proceeding.

Goods and services must be delivered to the location specified in the purchase order or agreement. The receiving department is responsible for confirming that the order is complete, in acceptable condition, and consistent with the agreed requirements, and for promptly reporting discrepancies.

5. Invoicing and Payment

Submit an Invoice

Suppliers should submit an invoice for each order to:

Central Oregon Community College
Attention: Fiscal Services, Accounts Payable
2600 NW College Way
Bend, OR 97703

Each invoice must include:

• Invoice number and date.

• Supplier name, address, and contact information.

• College purchase order number, when applicable.

• Name of the College department requesting the purchase.

• Description of the goods or services provided.

• Quantities, unit prices, and extended totals, as applicable.

• Separately identified shipping or other charges.

• Total amount due and any applicable discount terms.

Missing or incorrect information may delay processing.

Payment Terms

The College generally pays after goods or services have been received and accepted. Unless otherwise approved and documented, the College does not make advance payments or accept cash-on-delivery shipments.

Standard payment terms are net 30 days, subject to receipt of an accurate invoice and acceptance of the goods or services, unless the agreement establishes different terms.

For questions about invoice status or payment, contact Fiscal Services, Accounts Payable, at 541-383-7224.

For questions about purchasing methods, quotes, solicitations, or supplier selection, contact procurement@cocc.edu.