Procurement & Purchasing

Lane County does not maintain a separate Purchasing or Procurement office at this time.  Contracts and purchasing for the County are done by each of the County departments.

The County generally uses formal solicitation processes for all procurements, as required by Oregon law (ORS chapters 279, 279A, 279B, and 279C) and the Lane Manual.

Bids, RFPs and other solicitations are conducted on an as-needed basis. Depending on the estimated contract amount, type of goods and services, and other factors, the County may issue a Request for Bids (RFB) or Request for Proposals (RFP). In addition, the County may post preliminary requests for information or qualifications prior to conducting a procurement, such as Requests for Letters of Interest (RLOI) or Requests for Qualifications (RFQ). 

All contracts and purchases resulting from a solicitation and award are made using standard County contract forms or purchase orders, which contain the terms of the agreement, and require vendors to comply with all state, federal, and local laws, as well as County policies governing the conduct when providing services on-site. A copy of the County's standard contract and purchase order are available at any time upon request.

Mandatory County Policies for Vendors

(1)   Smoking Prohibited.  Smoking is prohibited on County property, whether inside or outside a building, except in designated smoking areas.

 

(2)   Respectful Work Environment.  Discrimination, harassment, sexual harassment, threats, violence, quid pro quo demands, offensive or degrading remarks, or conduct, are prohibited.  In addition, accessing, playing, downloading, or broadcasting of media content containing images or language that may be discriminatory, harassing, threatening, violent, offensive, degrading, or hold sexual content is prohibited.

 

(3)   Drug-Free Workplace.  Possessing, transacting, or being under the influence of drugs or alcohol anywhere on County property, or while in transit to or from County workplaces, is prohibited.  An exception is made for prescription drugs where the possession or use does not impair safety; however, the use, possession, or being under the influence of medical marijuana is prohibited at all times.
 

(4)   Workplace Violence Prohibited.  Threats, acts of intimidation, assault, battery, stalking, physical abuse, confinement, physical anger, or rage are prohibited.

 

(5)   Firearms and Weapons Prohibited Firearms, and dangerous and deadly weapons (as defined in ORS 166.210(3), 161.015, and 166.360(5)) are prohibited at any time while on County property or while working for the County, regardless of whether possessor may hold a permit.

(6)  Animals Prohibited.  Except for service animals as defined in the Americans with Disabilities Act, possession of animals at any time while on County Property is prohibited.  An exception may be made for an animal kept in appropriate containment locked in its owner's vehicle, if the vendor agress in writing to hold the County harmless from any liability, including attorney fees, which may arise from the presence of the animal within a vehicle at a County site

Definitions

Request for Information (RFI):  A request for vendors to tell the County their capabilities without submitting an actual bid for services. A contract is not awarded in this case. An RFI generally acts as a pre-screen to qualify candidates for an RFP or Bid.

Request for Proposal (RFP):  A request for vendors to submit a cost proposal for services, qualifications information, and response to questions regarding service capabilities. An RFP is scored using both qualitative and quantitative criteria and may include vendor site visits, interviews, reference calls, etc. The contract is generally awarded to the proposer offering the best overall value.

Request for Bid  (RFB)  or "Bid" :  A solicitation published in a trade journal or wide-circulation daily newspaper for vendors to submit a cost proposal only. The contract is usually awarded to the lowest bidder. When projects are more complex and costly (such as construction projects), a bid bond and a performance bond may be required, among other requirements.

Request for Quote (RFQ):  A request made directly to 3 or more vendors for cost quote and qualifications information. The contract is generally awarded to the bidder offering the best overall value.

Contacts

County-Wide Procurements Administrator
James Chaney - James.Chaney@co.lane.or.us

Capital Projects         
Brian Craner – Brian.Craner@co.lane.or.us
Children & Families
Delaney Johnson - delaney.johnson@co.lane.or.us
District Attorney's Office
Rebecca Messenger - rebecca.messenger@co.lane.or.us
Finance/Operations
Jeanne Sun - jeanne.sun@co.lane.or.us
Elections
Roxanne Marshall – Roxanne.Marshall@co.lane.or.us
Facilities Maintenance
Matthew Dapkus– Matthew.Dapkus@co.lane.or.us
Health and Human Services
Deborah Heeszel - debbie.heeszel@co.lane.or.us

Information Services (IT)
Debby Woodruff - debby.woodruff@co.lane.or.us

Public Works
Jeri Kaufman - Jeri.Kaufman@co.lane.or.us

Sheriff’s Office
    Administration:    Darin Norman- darin.norman@co.lane.or.us

    Corrections:        David Hazlett – david.hazlett@co.lane.or.us