SP_Attachment-2_Buyers Guide_Final.pdf
PDF 281 KB Posted
- Solicitation number
- S-10700-00005396
- Issued by
- Marion County, Oregon
About this file
This document is a Buyers Guide for procuring unused off-the-lot vehicles under a Special Procurement (SP) REQ-10700-00029042 approved by the Oregon Department of Administrative Services Procurement Services (DAS PS). It outlines the process for Light Fleet Agencies and Medium/Heavy Fleet Agencies in Oregon to obtain vehicles, either through existing Statewide Price Agreement (PA) Contractors or by requesting quotes from non-contracted dealerships. The process differs for procurements under $250,000 and over $250,000, with additional legal review and approval required for the latter.
The guide provides detailed steps for the procurement process, including contacting PA Contractors, obtaining quotes, conducting best value analysis, obtaining legal sufficiency approval, issuing purchase orders or Special Procurement PO Contracts, and documenting the procurement file. It also includes helpful links to the Certification Office for Business Inclusion and Diversity (COBID) and relevant state procurement policies.
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Other files
| File | Type | Posted |
|---|---|---|
| SP_REQ-10700-00029042_Off the Lot Fleet Vehicle Procurements_Approved.pdf | ||
| 2022-120 Notice of Cancellation.pdf | ||
| Off the Lot Vehicle Purchases SP Notice.docx | DOCX document | |
| SP_Attachment-1_SPPOC.pdf |
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Attachment 2
Approved by DAS PS (4/6/2015) Page 1 of 4
BUYERS GUIDE FOR
Procuring Unused Off-the-Lot Vehicles Compliant with Special Procurement
REQ-10700-00029042
Version 1.0 dated [MM/DD/YYYY]
(Before ordering, check ORPIN for the latest version)
DESCRIPTION:
This Buyers Guide outlines the short-term expedited process for procuring unused off-the-lot vehicles for Light Fleet Agencies and Medium/Heavy Fleet Agencies as approved by Special Procurement (“SP”) REQ-10700-00029042.
UNDER $250,000 PROCESS:
1. Light Fleet Agency or Medium/Heavy Fleet Agency identifies the need for a vehicle or vehicles.
2. Light Fleet Agency or Medium/Heavy Fleet Agency contacts Statewide Price Agreement (“PA”) Contractors.
a) If vehicle(s) are available through the Statewide PA Contractor, the Light Fleet Agency or Medium/Heavy Fleet Agency must procure vehicle(s) through the Statewide PA Contractor(s) using the best value analysis as outlined in the Statewide PA(s).
b) If vehicle(s) are not available through any Statewide PA Contractors, then go to step three.
3. Light Fleet Agency or Medium/Heavy Fleet Agency may request quotes from any non-contracted dealership, limited to the Brands available on the Statewide PAs.
a) Light Fleet Agency or Medium/Heavy Fleet Agency may determine the quote period per OAR 125-247-0270 (2)(e)(iv).
https://spdash.das.state.or.us/Site_images/Buttons/state_seal_color.jpg
BUYERS GUIDE FOR Special Procurement for Purchasing Unused Off-the-Lot Vehicles
Approved by DAS PS (4/6/2015) Page 2 of 4
b) Light Fleet Agency or Medium/Heavy Fleet Agency must include any Certification Office for Business Inclusion and Diversity (“COBID”) firms during quote process.
c) Light Fleet Agency or Medium/Heavy Fleet Agency will conduct a process (e.g., best value analysis) to identify the dealership offering the best value to the state.
4. For all procurements between $150,000 and $250,000, and pursuant to OAR 137-045-0015, Light Fleet Agency or Medium/Heavy Fleet Agency will work with Oregon Department of Justice (“DOJ”) and obtain legal sufficiency approval for the terms and conditions to be submitted with the purchase order (“PO”) or Special Procurement PO Contract (“SPPOC”).
5. Light Fleet Agency or Medium/Heavy Fleet Agency may issue either:
a) a PO through OregonBuys that includes the terms and conditions from the SPPOC and references Special Procurement (“SP”) REQ- 10700-00029042 in the OregonBuys ‘Related Document’ field; or
b) a SPPOC, which will be delivered to the awarded dealership via email or fax.
c) In compliance with Statewide Policy #107-009-0030, any Light Fleet Agency or Medium/Heavy Fleet Agency using SP REQ-10700- 00029042 must post the award in OregonBuys, or the Electronic Procurement System approved by the State Chief Procurement Officer (“CPO”).
6. Light Fleet Agency or Medium/Heavy Fleet Agency will document the procurement file with the solicitation process conducted, and why, including documentation to support not using existing PAs.
7. Light Fleet Agency or Medium/Heavy Fleet Agency will submit a screen shot of the OregonBuys PO, or a copy of the issued SPPOC, to Melissa Esser at melissa.j.esser@das.oregon.gov for DAS PS’ electronic file.
OVER $250,000 PROCESS:
mailto:melissa.j.esser@das.oregon.gov
Approved by DAS PS (4/6/2015) Page 3 of 4
1. Light Fleet Agency or Medium/Heavy Fleet Agency identifies the need to purchase vehicles, which will result in a procurement over $250,000.
2. Light Fleet Agency or Medium/Heavy Fleet Agency contacts Statewide PA Contractors.
a) If vehicles are available through the Statewide PA Contractor, the
Light Fleet Agency or Medium/Heavy Fleet Agency must procure the vehicles through the Statewide PA Contractor using the best value analysis method as outlined in the Statewide PA(s).
b) If vehicles are not available through any Statewide PA Contractors, then go to step three.
3. Light Fleet Agency or Medium/Heavy Fleet Agency may request quotes from any non-contracted dealership, limited to the Brands available on the Statewide PAs.
a) Light Fleet Agency or Medium/Heavy Fleet Agency may determine the quote period per OAR 125-247-0270 (2)(e)(iv).
b) Light Fleet Agency or Medium/Heavy Fleet Agency must include any COBID firms during quote process.
c) Light Fleet Agency or Medium/Heavy Fleet Agency will conduct a process (e.g., best value analysis) to identify the dealership offering the best value to the state.
4. Light Fleet Agency or Medium/Heavy Fleet Agency will document its procurement file with the solicitation process conducted, and why, including documentation to support not using existing PAs.
5. Light Fleet Agency or Medium/Heavy Fleet Agency submits a purchase request (“PR”) to DAS PS, along with documentation outlining the solicitation process conducted.
a) PRs must be submitted electronically via email to melissa.j.esser@das.oregon.gov, or designee in her absence.
b) Email must include the subject line: “URGENT REQUEST_(insert
Agency Name)_Off-the-Lot Vehicles Procurement_SP REQ-10700- 00029042.”
Note: Submitting the request through OregonBuys may be omitted due to the time sensitivity of the purchase.
6. Melissa Esser or designee will:
Approved by DAS PS (4/6/2015) Page 4 of 4
a) review the PR and all submitted documents to ensure that all requirements have been met.
b) either issue a PO through OregonBuys, including the terms and conditions from the SPPOC, to the dealership offering the best value to the state; or issue a SPPOC, which will be delivered to the awarded dealership via email or fax.
c) Prior to issuing a PO or SPPOC, and pursuant to OAR 137-045- 0015, Melissa Esser or designee will work with DOJ and obtain legal sufficiency approval for the terms and conditions to be submitted with the PO or SPPOC.
d) Melissa Esser or designee will post the award in OregonBuys, in compliance with Statewide Policy #107-009-0030.
6. Melissa Esser or designee will file the PO screen shot from OregonBuys or the SPPOC in the DAS PS electronic file.
HELPFUL LINKS:
Certification Office for Business Inclusion and Diversity (COBID):
https://www.oregon.gov/biz/programs/cobid/pages/default.aspx
Business Equity, Inclusion and Engagement in Public Procurement Policy 107-009-0030 https://www.oregon.gov/das/Policies/107-009-0030.pdf
Business Equity, Inclusion and Engagement in Public Procurement Procedure 107-009-0030_PR https://www.oregon.gov/das/Policies/107- 009-0030_PR.pdf https://www.oregon.gov/biz/programs/cobid/pages/default.aspx https://www.oregon.gov/das/Policies/107-009-0030.pdf https://www.oregon.gov/das/Policies/107-009-0030_PR.pdf https://www.oregon.gov/das/Policies/107-009-0030_PR.pdf
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