SCREENING AND SELECTION PROCEDURES FOR
PERSONAL SERVICE CONTRACTS ENTERED
INTO BY THE OREGON POTATO COMMISSION
The Oregon Potato Commission (OPC) occasionally requires the services of an outside party to accomplish all or part of a project. The purpose of these rules is to specify the screening and selection procedures which will be used for personal service contracts.
(1) The OPC will contract for services when the specialized skills, knowledge, or resources are not available within the Commission; when the work cannot be done in a reasonable time with the Commission's own work force; when it will be less expensive to contract for the work; when an independent and impartial evaluation of a situation by recognized professionals is required; or when the Commission is directed by statute to contract for services. Contracts will be let only after approval of the Commission.
(2) Agreements for the services of a contractor who is a member of the Public Employes' Retirement System and who is employed in another public agency usually will be by interagency agreement.
(3) In selecting between two or more equally qualified bidders when awarding contracts, preference may be given to individuals and businesses which have prior successful experience with commodity commissions.
(1) "Competitive Negotiation" (formal bidding) is a procurement method whereby proposals are requested from a number of sources and the Request for Proposal is publicized.
(2) "Non-Competitive Negotiation" (sole source) is procurement through solicitation of a proposal from only one source.
(3) "Small Purchase Procedures" (informal bidding) are those relatively simple and informal procurement methods whereby price or rate quotations are obtained from a number of sources and selection is made on the basis of cost and other applicable criteria.
(1) Small purchase procedures may be used for the procurement of services costing not more than $10,000. Price or rate quotations shall be obtained from at least three qualified sources.
(2) Competitive negotiation shall be used for personal service contracts in excess of $10,000 per agreement per fiscal year and may be used for contracts of less than $10,000. Exceptions may be granted to accommodate one or more of the conditions described in section (3) of this rule with the approval of the Commission.
(3) Non-competitive negotiation may be used for contracts if:
(a) The item or service is available only from a single source, or the sole source has special skills that are only available based upon his/her expertise or situation;
(b) Public need or emergency advises against a delay incident to competitive solicitation;
(c) After solicitation of a number of sources, competition is determined inadequate;
(d) The contract is a renewal of an existing contract, subject to approval by all required parties.
Maintenance of RFP Mailing List
The Commission Office shall maintain a Request for Proposals (RFP) Mailing List consisting of persons, businesses, organizations and other entities which have indicated the desire to be notified of contracting opportunities that are available. An OPC business form will be used to place persons on the list.
Competitive Negotiation Procedures
(1) A Request for Proposals (RFP) shall be prepared for contracts for which competitive negotiation procedures will be used. The RFP shall include, at a minimum, the following information:
(a) Date and hour by which proposals must be received;
(b) Description of work;
(c) Evaluation specific to contract criteria.
(2) Notification of the availability of the RFP shall be mailed to entities on the OPC Mailing List that have indicated expertise in the subject area.
(3) Notification of the availability of the RFP shall be advertised in the Oregon Daily Journal of Commerce. It may also be advertised in other appropriate periodicals.
(4) Proposals shall be evaluated in a manner consistent with the evaluation criteria included in the RFP by the Commission or committee thereof. A written document stating why the selection was made will be on file at the Commission office. These are public records and may be reviewed upon request.
(5) Exceptions to procedures in sections (2) and (3) of this rule may be granted by the Commission if warranted by time or cost considerations.
[Publications: The publication(s) referred to or incorporated by reference in this rule are available from the agency.]