PURCHASE LEVEL SUMMARY

This page provides an overview of the Districts' Public Contracting Requirements.

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1) All Procurements (Large - best if printed on 11 x 17)
2) 279B Goods & Services (smaller - 8-1/2 x 11)
3) 279C Consultants and Construction (smaller - 8-1/2 x 11)

Some contracts are exempt from competitive bidding requirements. See link at the bottom of this page.

Employee Expense See important links below
Purchase Type	Purchase Amount1	Rule / Instruction	Contract Type	Change or Amendment
Employee Expense - Goods	Under $50	Reimburse Employee with Petty Cash	Use petty cash procedure	No amendments or changes allowed: Create a new employee expense reimbursement for new receipts
	$50 to under $200	Use Employee Expense Reimbursement for Goods	Use employee expense worksheet
	$200 and over	Purchases $200 and over normally require an IFAS PO	Use IFAS PO
Employee Expense - Travel	No Limit	Use Employee Expense Reimbursement for Travel	Use employee expense worksheet
Link to: Employee Expense Procedures Link to: Employee Expense Forms IFAS Purchase Requisitions Manual

Goods & Services (including Trade Services and Non Personal Services) Definition/Procedures See important links below
Purchase Amount	Procurement Rule	Instruction	Type of Contract Used	Contract Amendment
Less than or equal to $5,000	OAR 137-047-0265 Small Procurements (ORS 279B.065)	Direct selection or award	IFAS Purchase Order	May increase up to a total to $6,000: Contact Purchasing
Over $5,000 to less than $75,000	OAR 137-047-0270 Intermediate Procurements (ORS 279B.070)	Informal Solicitation: Seek at least three verbal quotes (Verbal)	IFAS Purchase Order	May increase the total to a sum not greater than 25% of the original amount: Contact Purchasing
$75,000 and over to less than or equal to $150,000	OAR 137-047-0270 Intermediate Procurements (ORS 279B.070)	Informal Solicitation: Seek at least three written quotes (Written)	IFAS Purchase Order	May increase the total to a sum not greater than 25% of the original amount: Contact Purchasing
Over $150,000	OAR 137-047-0300 thru 0760 Formal Procurements (ORS 279B)	Formal Solicitation required contact Purchasing	Contact Purchasing: Formal written contract or IFAS Purchase Order	May increase the contract price pursuant to OAR 137-047-0800: Contact Purchasing
Trade Services	OAR 137-049-0140 Non Public Improvements Contact under OAR 137-047	Informal Solicitation: Verbal or Written - Written Preferred see Trade Services page	Trade Service Contract & IFAS Purchase Order	May increase the total to a sum not greater than 25% of the original amount: Contact Purchasing
Trade Services Master Agreements	OAR 137-049-0140 Non Public Improvements Contact under OAR 137-047	Direct selection of Contractor See PWA page See Existing Contracts	Formal written contract, then: Project Work Authorization (PWA) & an IFAS Purchase Order (encumbrance)	May increase the total to a sum not greater than 25% of the original amount: Contact Purchasing
Requirements Contract (Price Agreements) $ Unlimited	Administrative Regulation DJC-AR	Direct selection or award find existing Contracts	IFAS Purchase Order	May increase the contract price pursuant to OAR 137-047-0800: Contact Purchasing
Sole Source Contracts $ Unlimited	OAR 137-047-0275 (ORS 279B.075)	Direct award to sole source vendor, (after a written determination)	IFAS Purchase Order	May increase the contract price pursuant to OAR 137-047-0800: Contact Purchasing
Emergency/Urgent Contracts $ Unlimited	OAR 137-047-0280 (ORS 279B.080) Administrative Regulation DJ-AR	Direct award to a vendor to solve the urgent situation (after a written determination)	IFAS Purchase Order (may be issued after-the-fact) Contact Purchasing	May increase the contract price pursuant to OAR 137-047-0800: Contact Purchasing
Public Contracting Rules IFAS Purchase Requisitions Manual Admin Reg DJC-AR Admin Reg DJ-AR

Personal Services Definition/Procedures See important links below
Purchase Amount	Purchase Type	Rule / Instruction	Contract Type	Change or Amendment
Less than or equal to $75,000	Administrative Regulation DJCA-AR (see paragraph 2a)	Direct selection or award	IFAS Personal Services Contract	May increase the contract price pursuant to OAR 137-047-0800: Contact Purchasing
Over $75,000 to less than or equal to $150,000	Administrative Regulation DJCA-AR (see paragraph 2d)	Informal Solicitation: Seek at least three informal quotes (Written)	IFAS Personal Services Contract or Written Contract (see RFP document)	May increase the contract price pursuant to OAR 137-047-0800: Contact Purchasing
Over $150,000	Administrative Regulation DJCA OAR 137-047-0250 thru 0290	Formal Solicitation Required, Contact Purchasing	Written Contract (see RFP document)	May increase the contract price pursuant to OAR 137-047-0800: Contact Purchasing
Unlimited	Sole Source Procurement for Personal Services Contact Purchasing	OAR 137-047-0275 Sole Source Contact Purchasing	IFAS Personal Services Contract or Written Contract (see RFP document)	May increase the contract price pursuant to OAR 137-047-0800: Contact Purchasing
Unlimited	Emergency for Personal Services Contact Purchasing	OAR 137-047-0280 Emergency Procurements & Administrative Regulation DJ-AR	IFAS Personal Services Contract or Written Contract (see RFP document)	May increase the contract price pursuant to OAR 137-047-0800: Contact Purchasing
Public Contracting Rules Personal Services Procedures IFAS Purchase Requisitions Manual Board Policy DJCA Admin Reg DJCA-AR Admin Reg DJ-AR

Consulting Services (Architects/Engineers, and Related Services
Purchase Amount	Purchase Type	Rule / Instruction	Contract Type	Change or Amendment
Less than $25,000	Direct Selection	OAR 137-048-0200	Informal Consulting Contract & an IFAS PO	Pursuant to: OAR 137-048-0320 & DJ-AR
Less than or equal to $150,000	Informal Selection	OAR 137-048-0210	Informal Consulting Contract & an IFAS PO	Pursuant to: OAR 137-048-0320 & DJ-AR
Over $150,000	Formal Selection	OAR 137-048-0220	Formal Consulting Contract & an IFAS PO	Pursuant to: OAR 137-048-0320 & DJ-AR
Public Contracting Rules Consultants Procedures Admin Reg DJ-AR

Public Improvements
Purchase Amount	Purchase Type	Rule / Instruction	Contract Type	Change or Amendment
Less than or equal to $100,000	Intermediate Public Improvement (OAR 137-049-0160)	OAR 137-049-0160	Intermediate Public Improvement Contract (*For Maintenance Dept; may use an IFAS PO under $5,000)	May increase up to an aggregate of 25% over the original contract amount for reasonably related work; and May increase up to an aggregate of 50% over the original contract amount for reasonably related work with Purchasing Manager or higher approval
Over $100,000	Formal Public Improvement (OAR 137-049-0200 thru 137-049-0490	OAR 137-049-0200 thru 0490	Under $500,000 Construction Contract and General Conditions (small) or Over $500,00 Construction Contract and General Conditions (large)	May increase the contract price pursuant to OAR 137-049-0910
Public Contracting Rules Public Improvements Procedures Admin Reg DJ-AR

Notes:
1: Amounts are per ORDER, not ITEM. PO's should always be created before placing orders with Vendors.
2: A Contract Amendment means a written modification to a Contract.
3: Personal Services are contracts for specialized skills, knowledge and resources in the application of technical
expertise, or the exercise of professional, artistic or management discretion or judgment. Include, but not limited to:

accountant, attorney, photographer, artistic painter, consultant services, and educational services.
(PSC= Personal Services Contract).

4: " Public Improvement" means a project for construction, reconstruction or major renovation on real property.
“Public improvement” does not include Emergency work, minor alteration, ordinary repair or maintenance necessary to
preserve a public improvement.

Exemptions allowed

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