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A VENDOR'S GUIDE ON HOW TO DO BUSINESS WITH LANE COUNTY, OREGON

Lane County Purchasing
Corey Garberolio
Public Service Building
125 East 8th Ave.
Eugene, OR 97401
541-682-3681
Fax: 682-6743
Corey.Garberolio@co.lane.or.us

Lane County is committed to equal opportunity, diversity, and to ensuring that businesses owned by minorities, women, and persons with disabilities, emerging small businesses, and other disadvantaged business enterprises be provided with full and equal opportunity in gaining access to all County public contracting opportunities. The County honors the certification process administered by the State of Oregon Office of Minority, Women and Emerging Small Business.

YOU CAN DOWNLOAD LANE COUNTY'S PURCHASING POLICY (EQUAL OPPORTUNITY, DIVERSITY, AND EQUAL ACCESS).

• Microsoft Word Version
• Adobe PDF Version

HOW DOES THE COUNTY'S PURCHASING SYSTEM WORK?

All public contracting in the State of Oregon is governed by Oregon Revised Statutes Chapter 279, which states in part that it is the policy of the State of Oregon to encourage public contracting competition that supports openness and impartiality to the maximum extent possible. Lane County acquisitions are further governed by the Lane Manual and the Administrative Procedures Manual. These laws and rules are to assure that business conducted with vendors is fair, ethical and competitive


ALL COUNTY ACQUISITIONS REQUIRE ISSUANCE OF AN ORDER NUMBER.

Any offer by a vendor that is accepted by the County requires issuance of an Order Number to finalize the order and authorize purchase of the item or service. County departments have spending authority up to $500 and may issue Field Purchase Order Numbers. Orders in excess of $500 are made by contract, or by issuance of a Lane County Purchase Order processed by the Purchasing Office. Whenever accepting an order, please request our employee's name, driver's license, address, telephone number and name of their department. It is to your advantage and protection, and it will enable you and the County to better track the order for invoice, delivery, and payment purposes.

Field Purchase Order (FPO) - A number issued by County departments for the acquisition of goods and services with a total purchase of $500 or less. The order number may be given to the vendor orally.

Purchase Order (PO) - A preprinted County order document given to the vendor to issue the order number and formalize the standard County terms & conditions under which the order is placed. The signed & numbered PO includes: a complete description and quantity of items or services ordered, delivery address, shipping requirements, invoice address, and payment terms of the sale. Delivery of the items or services constitutes acceptance of the Purchase Order and the standard Lane County terms and conditions.

Payment - All Lane County acquisitions are made on a "net 30 day" basis, with payment processed following receipt and acceptance of the goods or services, and receipt of a written invoice. At present vendor payments are processed every two weeks (26 times per year).


BIDDING AND QUOTE REQUIREMENTS

Unless otherwise exempted, County acquisitions are based on the following solicitation methods:

Purchases under $5,000
For purchases under $5,000 the County may select vendors and place orders without obtaining additional competitive quotes. This authority is not intended to restrict or eliminate competition, but only to expedite the purchasing process, as dollar values may not justify any further solicitation effort. Whenever feasible, competitive quotes will be obtained.

Informal Bids and Quotes
Purchases of $5,000 to $100,000 generally require competitive quotations to be solicited from at least 3 vendors known to carry the item or perform the service. Price quotations may be obtained by telephone or written solicitation. Lane County has adopted a policy to have at least one of the quotes be requested from an M/W/ESB vendor in this area if available. It is also the policy of County Purchasing to have all vendors certify that they are an equal opportunity employer, and that they have not discriminated against any M/W/ESB vendors in making formal bids and written quotes.

Over $100,000 & Formal Bids
With limited exceptions, purchases over $100,000 are made by formal solicitation. Formal solicitation processes include Invitation to Bid, Letter of Interest, Request for Qualification, and Request for Proposal.

Advertising for Formal Solicitations
Lane County advertises formal solicitation notices in the Register-Guard. Additional advertising may be placed in the Portland Daily Journal of Commerce, The Skanner, a Portland area minority newspaper, and via Internet on the State of Oregon ORPIN Program.