Purchase Order Requirements

Type
Procedure
Category
Finance
Department
Purchasing Services
Phone
(541) 463-5608
Contact
Kara Flath
Email
flathk@lanecc.edu
Responsible Executive Authority
Controller
Date Adopted
Date Last Reviewed

Purpose

Purchase orders of $10,000.00 or greater must follow specific guidelines. This procedure describes requirements for such purchases.

Narrative

Purchase Order: $10,000 - 99,999.99

Requirements

  1. Competitive price quotes from at least three suppliers (unless exempted by purchasing director)
  2. Approval of budget administrator
  3. Approval of purchasing director

Actions

All orders above $14,999.99 require written quotations on letterhead of supplier with explicit definitions of price, delivery costs, delivery date and other applicable requirements. The supplier may send the quotation by mail, fax or email.

Purchase Order: $100,000 Or Greater

Requirements

  1. Sealed bid/proposal (unless exempted by president or Public Contract Review Board)
  2. Approval of budget administrator
  3. Approval of purchasing coordinator
  4. Approval of vice-president

Actions

Formal, sealed bid process as defined within Oregon Revised Statutes 279a, 279b and 279c; BP 6105 Asset Protection and BP 6335 Purchasing Procedure) or board exemption from public bidding. .

Open Purchase Order: Limit of $99,999.99 for Services & Materials

Requirements

  1. Approval of budget administrator
  2. Approval of purchasing director  
    1. A maximum authorized dollar amount shall be listed on the Purchase Order.
    2. No single purchase of supplies exceeding $10,000.00 may be made on a blanket/open purchase order.
    3. The aggregate of all purchases from a single vendor may not exceed $149,999.