How to do business with DHS and OHA
Contracts are established through various solicitation methods including Invitation to Bid (ITB), Request for Proposal (RFP), and Request for Quotes (RFQ).
DHS and OHA make payments for contracted services and supplies through Electronic Funds Transfer (EFT). Enrolling in EFT is as easy as completing the EFT Enrollment Form for Providers, Vendors and Contractors. Only one form is required per contractor regardless of how many contracts a vendor has with DHS or OHA.
See a complete list of terms and definitions.
How DHS and OHA contract for goods and services
The Department of Administrative Services (DAS) establishes price agreements for use by all state agencies for commonly used goods and services. All purchases of these items must be made through the specific price agreement vendor. Current price agreements may be viewed by visiting the DAS website.
$10,000 or less
DHS and OHA have discretion to purchase or contract for services valued at $10,000 or less without obtaining competitive quotes.
Greater than $10,000 to $150,000
DHS and OHA may purchase or contract within these price thresholds using an informal request for proposal.
Greater than $150,000
Unless exempted, all contracts exceeding $150,000 require a formal solicitation process as identified in Oregon Administrative Rule 125-247-0260.
What you need to know
- The contract does not start when you sign. You may only begin providing services when all required signatures are obtained or the start date of the contract has been reached. You will receive a notice to proceed and an executed copy of the contract.
- No work can be performed or paid for prior to the execution of the contract or after the expiration date.
- Amendments to the contract must be in writing and signed by all parties prior to changes under the amendment taking effect.
- No contract amendments can be issued after the contract expiration date.
- Each contract must be invoiced according to the terms of the contract, stating the period of service (start and end dates).
- Travel can only be paid if the contract allows it and it is paid based on the contract terms.
- Your required insurance certificate(s) must always be up to date and available upon request.
Return of information
Prompt return of information is crucial throughout the contract execution process to ensure timely delivery of services.
Most common errors
Returning a contract with incomplete information, such as:
- The data certification page (with correct legal name and insurance information) is not complete.
- Your business name is not registered with the Secretary of State (if applicable).
- Changes are not initialed.
- Signature page is not signed and dated.
- The contract is not returned in its entirety or not returned as instructed.
To view current DHS and OHA bidding opportunities, please visit the Oregon Procurement Information Network (ORPIN) web site.
Find common terms, acronyms and definitions used in Contracts and Procurement.