grant-admin-arch: Grant-Admin-News: Review by DOJ of Purchases exceeding $100,000 on grants

[Research Services <Research_Services@orsa.uoregon.edu>]

Review by DOJ of Purchases exceeding $100,000 on grants

Since July 1, 1998, the Oregon Department of Justice, Attorney General's
Office, is required to give prior review and approval on contracts that meet
the criteria adopted under HB2321.  These criteria include purchase of goods
in excess of $100,000, and use of Purchase Orders in excess of $100,000,
among others.  Even though sponsored agreements in the form of grants and
subcontracts on grants are exempt from DOJ review (there are exceptions,
such as agreements with other states' agencies or foreign governments), the
purchase of goods and use of a P.O. for goods and services that exceed
$100,000 must be reviewed by DOJ before advertisement or procurement,
regardless of source of funds.  Therefore, the following procedures are to
be followed when items on a grant exceed $100,000:

1.  Department prepares purchase order or other procurement documents
2.  Department obtains approval for bid solicitation or sole source from
Business Affairs Office
3.  Documents are signed by ORSA for compliance with grant terms and
conditions
4.  Signed documents are returned to BAO for transmittal to DOJ (to
expedite, a fax is sent to DOJ, followed by hard copy)
5.  Upon approval by DOJ for legal sufficiency, BAO notifies department to
proceed with bids or purchase

If any questions, contact Harriett Merrick in BAO at 6-1255 or Office of
Research Services and Administration (ORSA) at 6-5131.