AR 6340: Bids and Contracts


To ensure fair competition and appropriate use of public funds, bids or quotations shall be obtained to select the most responsive and responsible bidder as follows:

  • Contracts for the purchase of goods or services of $10,000 or more will require at least three documented quotes.
  • Contracts for the purchase of goods or services of $150,000 or more will require a formal solicitation process (Request for Proposal, Invitation to Bid).
    • A formal solicitation is required for any purchase of $150,000 or more unless the vendor is contracted through a State of Oregon price agreement or an acceptable cooperative procurement group that meets statutory requirements.
    • A formal solicitation process will be conducted by the purchasing department to ensure that the process meets all requirements for fair and open competition.
    • Purchases of goods or services of $150,000 or more must be approved by the College’s Board of Education before purchase and/or award.

The college president or designee may approve an exception if it is determined that immediate action should be taken to avoid adverse action to college business or for circumstances that will impede educational processes. Any exemption request will include the written findings required by law for any exemption from competitive bidding.

Bid and/or Contract Specifications
Bid and/or contract specifications shall include a definite, complete statement of work, what is required and, insofar as practical, shall include pertinent details of size, composition, construction, and minimum standards of efficiency, durability, or utility required of what is specified.

Formal Solicitation Requirements
Formal solicitations are required for any contract for goods or services in the amount of $150,000 or more. Formal solicitations shall follow prescribed statutory requirements as indicated in the Oregon Revised Statute, Oregon Administrative Rule, and the Community College Rules of Procurement.

Formal solicitations shall be prepared and maintained by the purchasing department. All applicable statutory provisions and board policies shall be observed in preparing all solicitations.

The vice president of finance and administration or designee shall be responsible for ensuring that the bid specifications are sufficiently broad to encourage and promote open competitive bidding.

The purchasing office shall make available to the prospective bidders/proposers all solicitation information, including bid forms, specifications, and drawings, online at

Awarding of Bids and Contracts
The awarding contracts from a formal solicitation shall be subject to the following conditions:

  • All bids and proposals may be rejected if not in the best interest of the college.
  • Bids may be opened publicly so that the bidder is given the opportunity to make a record of the bids received.
  • Contract awards shall be made to the lowest responsible bidder substantially meeting the requirements of the specifications for solicitations by an invitation to bid or request for a quote process. The college reserves the right to make its selection of materials or services purchased based on its best judgment as to which bid substantially complies with the quality required by the specifications.
  • Contract awards shall be made to the proposer with the highest-ranking score who is found to be responsible and responsive to the request for proposal. The award should be in the best interest of the college and not necessarily based on the lowest cost.
  • Contract awards for architect, engineering, and related services shall be awarded based on the highest ranking in a request for qualifications process. Request for qualifications (RFQ) scoring criteria is to be determined and written in the RFQ and cannot consider pricing. The highest-ranking proposer will be offered an opportunity to negotiate with the college to determine costs. Negotiations shall follow statutory requirements.

Contracts through a State of Oregon price agreement or an acceptable cooperative procurement group that meets statutory requirements are exempt from the above solicitation requirements. These contracts do require approval by the Board of Education for $150,000 or more.

Emergency Contracts or Purchases
In the case of an emergency, formal solicitation policies shall be waived, and emergency procurements should be made consistent with all statutory requirements as designated under CCRP 207 and ORS 279B.080.

Approved: 3/3/10, 9/12/84

Revised: 8/11/98, 9/22/09, 10/17/23


  • 2 Code of Federal Regulations Part 200.318
  • ORS 279A, 279B
  • Oregon Community College Rules of Procurement