Solicitation Methods

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Solicitation methods

Very few goods and services are procured without some consideration of competition. It is the college's objective to promote competition in public contracting that supports openness and impartiality to the maximum extent possible.

Orders/Purchases up to $10,000: Designated college staff may purchase directly with the supplier. Quotes are not required but are encouraged.

Orders/Purchases greater than $10,000 up to $150,000*: Procurement Services will work with college staff to conduct an informal solicitation and obtain three written quotes whenever possible.

Order/Purchases greater than $150,000*: Procurement Services will choose the appropriate formal solicitation process (e.g., invitation to bid, request for proposal, request for information, etc.).

Notices of formal solicitations are placed in an area newspaper, as required, and the College's Procurement Services website. Suppliers may attend the public opening of Offers after a formal solicitation closing. The college will attempt to post preliminary results on the Procurement Services website under Bid Results.

* NOTE: The following exceptions apply:

For Construction Projects (contracts and Purchase Orders): a Formal solicitation is required when the project cost exceeds $100,000. Board approval is required when the cost exceeds $150,000.

For Telecommunication purchases: Board approval is required when the cost exceeds $100,000.

Right to accept or reject

Chemeketa Community College reserves the right to accept or reject any or all quotations or offers submitted as a result of a solicitation document (formal or informal). The college reserves the right to accept or reject any specific item or group of items on a bid or quote, unless the supplier/contractor states that the entire bid or quote, or any subgroup, must be accepted in total

FOB delivered

All quotes and bids shall be submitted FOB delivered. Unless otherwise indicated, in writing, and mutually agreed, supplier/contractor pays freight charges, supplier/contractor bears freight charges, supplier/contractor owns goods in transit, supplier/contractor files any claims. In the event the College agrees to pay freight costs, the supplier shall prepay freight costs and add them to the invoice. The college will refuse collect shipments. Even though the College may agree to pay freight charges, the supplier still retains the responsibility of ensuring that the goods are delivered in a condition acceptable to the college.

Standard contract provisions

The college's Standard Contract Provisions, as required by law, are an integral part of every purchase order issued by the college.

Contact

Procurement Services

Building 2, Room 202
4000 Lancaster Drive NE
P.O. Box 14007
Salem, OR 97309

Phone: 503.399.5014
Fax: 503.399.5038