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 Oregon Department of Transportation (ODOT) Contracting

 
So you want to do business with ODOT…
 
What does your business provide?
 
 
Links:
 
 
 
OVERVIEW OF HOW ODOT DOES BUSINESS
 
 
Prior to going to open market to obtain goods or services, ODOT considers these options:
 
Surplus
ODOT obtain goods through ODOT’s Surplus Property or Surplus Property managed by State of Oregon Department of Administrative Services (DAS).  This promotes efficient use of public funds by reallocating goods already owned by the State.
 
Qualified Rehabilitation Facilities (QRF)
ODOT is required to purchase goods or services through Qualified Rehabilitation Facilities (QRF) when they meet ODOT’s need.  This helps support organizations who employ a large percentage of disabled citizens.  Click here for more information.
 
Inmate Labor
ODOT obtains goods or services through Inmate Labor programs when they can meet ODOT’s need.  This helps support the training and rehabilitation of Oregon’s inmates, and promotes efficient use of public funds.
 
Price Agreements
The Department of Administrative Services (DAS) establishes price agreements for use by all state agencies for goods and services commonly used by all. Any purchase of these items must be purchased from the price agreement holder.  ODOT has established price agreements for goods and services commonly used by ODOT.  DAS and ODOT post solicitations for price agreements on ORPIN. 
 
Intergovernmental Agreements
ODOT may obtain goods or services through an Intergovernmental Agreement.  An Intergovernmental Agreement is a legally binding agreement between ODOT and another public entity such as County, City, State agency, another State, Tribe, Port, etc.  Obtaining goods or services through Intergovernmental Agreements promotes efficient use of public funds.
 
When ODOT’s need cannot be met through Surplus, QRF, Inmate Labor, Price Agreements or Intergovernmental Agreements, ODOT can obtain goods and services from the open market. 
 
Contracts are established with businesses through various methods including direct selection, informal request for quotes, and through formal solicitation methods such as Invitation to Bid (ITB), Request for Proposal (RFP), and alternative contracting processes.
 
 
 
 
 
When goods or supplies are not available through statewide price agreements, ODOT establishes contracts or purchase orders for goods and supplies through various methods including direct selection, informal request for quotes, or more formal Invitation to Bid (ITB) or Request for Proposal (RFP).
 
$10,000 or Less
ODOT divisions have discretion to purchase/contract without obtaining competitive quotes, however, competition is strongly encouraged.  ODOT notification to the Oregon Minority, Women and Emerging Small Business (OMWESB) is required for purchases totaling $5,000 or more.
 
Over $10,000 and up to $100,000
ODOT divisions may purchase/contract within these thresholds. ODOT shall seek at three competitive quotes.  ODOT notification to the Oregon Minority, Women and Emerging Small Business (OMWESB) is required.
 
More than $100,000
Contracts for Goods, Trade Services, and Public Improvement projects within these thresholds are processed through the ODOT Procurement Office. Formal competition is required for Goods over $150,000.  Solicitations are advertised on ORPIN.
 
Current Contracting Opportunities – Open Solicitations:
 
Advertising for contracting and subcontracting opportunities for goods.
 
ORPIN Help Desk  or call (503) 378-4642
For information and assistance with ORPIN - Oregon Procurement Information Network.
 
Registration Programs for Potential Contracting Opportunities
 
For information about State of Oregon’s certification program for Oregon small businesses seeking contracting opportunities on projects specifically designated for ESB participation.
 
Resources:
 
Information and instructions about the most frequently or broadly used contracts available for goods, trade services, and public works.
 
Information to help small businesses new to doing business with ODOT.
 
Information about ODOT’s business registry for potential contracts for goods and services to respond to emergency conditions. 
 
 
 
 
CONTRACTS FOR TRADE SERVICES (Not including large construction)
 
 
When services are not available through statewide price agreements, ODOT establishes contracts or purchase orders for trade services through various methods including direct selection, informal request for quotes, or more formal Invitation to Bid (ITB) or Request for Proposal (RFP) and alternate contracting processes such as design/build.
 
$10,000 or Less
ODOT divisions have discretion to purchase/contract without obtaining competitive quotes, however, competition is strongly encouraged.  ODOT notification to the Oregon Minority, Women and Emerging Small Business (OMWESB) is required for purchases totaling $5,000 or more.
 
Over $10,000 and up to $100,000
ODOT divisions may purchase/contract within these thresholds. ODOT shall seek at three competitive quotes.  ODOT notification to the Oregon Minority, Women and Emerging Small Business (OMWESB) is required.
 
More than $100,000
Contracts for Goods, Trade Services, and Public Improvement projects within these thresholds are processed through the ODOT Procurement Office. Formal competition is required for Goods and Trade Services over $150,000 and Public Improvements over $100,000.  Solicitations are advertised on ORPIN.
 
Public Improvement projects exceeding $100,000 are required to be advertised, at least once, in a trade journal or newspaper of general statewide circulation. ODOT generally uses the Daily Journal of Commerce.
 
Current Contracting Opportunities – Open Solicitations:
 
Advertising for contracting and subcontracting opportunities for goods and services other than Highway & Bridge Construction Contracts.
 
ORPIN Help Desk  or call (503) 378-4642
For information and assistance with ORPIN - Oregon Procurement Information Network.
 
Registration Programs for Potential Contracting Opportunities
 
For information about ODOT’s business registry for potential contracts up to $100,000 for Trade Services and Personal Services (other than A&E and Related Services). 
 
Small Contracting Program for Construction
For information about ODOT’s business registry for potential construction contracts up to $100,000.
 
For information about State of Oregon’s certification program for Oregon small businesses seeking contracting opportunities on projects specifically designated for ESB participation.
 
For information about State of Oregon’s certification program for Oregon minority-owned or woman-owned businesses seeking contracting opportunities with recipients of federal transportation-related projects.
 
Resources:
 
Information and instructions about the most frequently or broadly used contracts available for goods, trade services, and public works.
 
Information to help small businesses new to doing business with ODOT.
 
For information about ODOT’s business registry for potential contracts for goods and services to respond to emergency conditions. 
 
 
 
 
 
 
All contracts and price agreements for Personal Services, including Architectural & Engineering (A&E) and Related Services, are processed by the ODOT Procurement Office (OPO). ODOT uses both the formal and informal competitive Request for Proposal (RFP) solicitation process. Solicitations are advertised on ORPIN.
 
ODOT establishes on-call price agreements for services that ODOT uses frequently.  When these services are needed on specific projects, Work Order Contracts are awarded to consultants with price agreements. Solicitations for price agreements are advertised on ORPIN.
 
Current Contracting Opportunities – Open Solicitations:
 
Advertising for contracting and subcontracting opportunities for goods and services other than Highway & Bridge Construction Contracts.
 
ORPIN Help Desk  or call (503) 378-4642
For information and assistance with ORPIN - Oregon Procurement Information Network.
 
Registration Programs for Potential Contracting Opportunities
 
For information about ODOT’s business registry for potential contracts up to $100,000 for Trade Services and Personal Services (other than A&E and Related Services).
 
For information about State of Oregon’s certification program for Oregon small businesses seeking contracting opportunities on projects specifically designated for ESB participation.
 
For information about State of Oregon’s certification program for Oregon minority-owned or woman-owned businesses seeking contracting opportunities with recipients of federal transportation-related projects.
 
Resources
 
Access to exhibits, forms and various documents incorporated by reference into ODOT’s Contract and Price Agreement documents for Personal Services, including A&E and Related Services. 
 
Information to help small businesses new to doing business with ODOT.
 
For information about ODOT’s business registry for potential contracts for goods and services to respond to emergency conditions. 
 
 
 
 
 
 
All contracts and price agreements for Architectural & Engineering (A&E) and Related Services, are processed by the ODOT Procurement Office (OPO). ODOT uses both the formal and informal competitive Request for Proposal (RFP) solicitation process. Solicitations are advertised on ORPIN.
 
ODOT establishes on-call price agreements for A&E and Related Services for services that ODOT uses frequently.  When these services are needed on specific projects, Work Order Contracts are awarded to consultants with price agreements. Solicitations for price agreements are advertised on ORPIN.
 
Current Contracting Opportunities – Open Solicitations:
 
Advertising for contracting and subcontracting opportunities for goods and services other than Highway & Bridge Construction Contracts.
 
ORPIN Help Desk  or call (503) 378-4642
For information and assistance with ORPIN - Oregon Procurement Information Network.
 
Registration Programs for Potential Contracting Opportunities
 
Small Contracting Program for A&E and Related Services
For information about ODOT’s business registry for potential contracts up to $100,000 for A&E and Related Services.
 
For information about State of Oregon’s certification program for Oregon small businesses seeking contracting opportunities on projects specifically designated for ESB participation.
 
For information about State of Oregon’s certification program for Oregon minority-owned or woman-owned businesses seeking contracting opportunities with recipients of federal transportation-related projects.
 
Resources
 
Access to exhibits, forms and various documents incorporated by reference into ODOT’s Contract and Price Agreement documents for Personal Services, including A&E and Related Services. 
 
 
Information to help small businesses new to doing business with ODOT.
 
 
 
 
CONTRACTS FOR HIGHWAY AND BRIDGE CONSTRUCTION
 
 
The ODOT Procurement Office - Construction Contracts Unit contracts approximately 150 to 200 highway and bridge construction projects per year. These construction projects are bid on a competitive basis, and are advertised on Thursdays in the Daily Journal of Commerce, the Construction Market Data, as well and the Construction Contracts Unit web site.
 
Bid openings are generally conducted Thursday mornings at 9:00 AM at 455 Airport Road, Bldg. E, in Salem, Oregon.  Bid openings take place 1-5 times per month and the public is encouraged to attend. For a calendar of scheduled bid opening dates, check the Construction Contracts Unit web site.
 
ODOT requires that prime contractors become pre-qualified at least ten days prior to the bid date they intend to bid. The Class of Work is specified for each project advertisement, and bidders must be pre-qualified in that class of work to be eligible to bid. Specific information regarding pre-qualification can be obtained from the Construction Contracts Unit web site or by calling (503) 986-2710.
 
Bid documents can be downloaded free from the ODOT Electronic Bidding Information Distribution System (eBIDS) web site or purchased through the ODOT Procurement Office - Construction Contracts Unit. You can obtain more information regarding bid documents by calling (503) 986-2710.
 
Current Contracting Opportunities – Open Solicitations:
 
Notice to Contractors
 
Resources
 
ODOT webpage with information and links to information about highway construction contracting opportunities.
 
Application and instructions
 
The Electronic Bidding Information Distribution System (eBIDS) is an online tool that enables contractors, suppliers and other interested parties to locate, view and download bid-related documents for design-bid-build highway and bridge construction projects that ODOT currently has advertised to bid. ODOT eBIDS provides free downloading of bid booklets, addenda, clarification letters, plans, specifications and bid reference documents. ODOT vendors may also self-register as prime or informational plan holders on these projects.  Businesses seeking subcontracting opportunities may access a list of prime plan holders for networking purposes.
 
Information and links to Bid Express for submitting bids electronically.
 
Advertisements, addenda, plan holder lists, preliminary bid results, awarded contracts, notice of intent to award  
 
Click to receive upcoming highway construction contracting information in a monthly e-mail.
 
Alternative Contracting (Design-Build, CM/GC, etc.)  
Information about additional contracting options that ODOT uses for unique, complex, or schedule critical public improvement projects.
 
Small Contracting Program for Construction
For information about ODOT’s business registry for potential construction contracts up to $100,000.
 
View by six-month, 12-month, 90-day or 30-day outlook; updated monthly.
 
Sort by anticipated let date, county, contract value, etc.
 
 
RESOURCES FOR OTHER PUBLIC ENTITIES
 
 
ODOT website with procurement-related information and agreements.
 
ODOT’s contracting portal includes information and links to contracting, workforce and small business programs, technical resources such as manuals, standard specifications, and contacts.
 
ODOT website with information and links to Agreements and agreement-related information.
 
ODOT website with information and resources for Local Agencies using ODOT Price Agreements to obtain Architectural and Engineering (A&E) and Related Services for Local Agency projects.
 
ODOT website with procedures, guidelines and information for Local Agencies.
 
ODOT Agreements are posted on ORPIN.
 
ORPIN Help Desk  or call (503) 378-4642
For information and assistance with ORPIN - Oregon Procurement Information Network.
 
Invitation to Local Public Works agencies in Oregon to become parties to the Oregon Public Works Emergency Response Cooperative Assistance Agreement.
 
 
 
CONTRACT DEFINITIONS & ACRONYMS 
 
 
Addendum (pl. Addenda): A document that formally corrects or changes what is in a bid request or solicitation. Addenda become part of the solicitation document.
 
Amendment: A document that formally corrects or changes what is in the contract. Amendments become part of the contract.
 
Architectural & Engineering (A&E):  Expanded to architectural, engineering, photogrammetric mapping, land surveying, and transportation planning services required for compliance with the services that are required for project compliance with the National Environmental Policy Act of 1969.  Related Services are personal services other than architectural, engineering, photogrammetric mapping, transportation planning or land surveying services that are related to the planning, designing, engineering or overseeing public improvement projects or components of public improvement projects.
 
Best Value: An assessment to define the best combinations of quality, services, time, and cost considerations over the useful life of the acquired item.
 
Bid: The executed document submitted by a bidder in response to an Invitation to Bid, a Request for Quotation, or a multi-step bidding procedure.
 
Design/Build: A contracting method for Public Improvement projects where a single business entity provides the agency with all of the services necessary to both design and construct the project.
 
Goods:  Includes supplies, equipment, materials, personal property, including any tangible, intangible and intellectual property and rights and licenses in relation thereto, and combinations of any of the items identified in this paragraph.
 
Informal Bid/Solicitation: A competitive bid or price quotation for supplies or services that is conveyed by letter, telephone, or other means and does not require a sealed bid, public opening, or public reading of the bids.
 
Information Technology: Computers, software, firmware, and support services used in the automatic acquisition, storage, manipulation, management, movement, control, display, switching, interchange, transmission or reception of data or information.
 
Personal Services (PSK): Sometimes also referred to as Professional Services, these services require specialized skills, knowledge and resources in the application of technical or scientific expertise, or the exercise of professional, artistic or management discretion or judgment.  Typically, Personal Services are obtained to study, analyze, recommend, design, create, evaluate, or problem-solve, as opposed to Trade Services which are typically obtained for construction, maintenance, repair, or implementation.
 
There are three basic categories of Personal Services:
 
Architectural & Engineering (A&E) refers to architectural, engineering, photogrammetric mapping, land surveying services, and transportation planning services that are required for project compliance with the National Environmental Policy Act of 1969.
 
Related Services are services other than architectural, engineering, photogrammetric mapping, transportation planning, or land surveying, that are related to planning, designing, engineering or overseeing public improvement projects or components of public improvement projects.
 
Non-A&E refers to Personal Services that do not meet the definition for A&E or Related Services.
 
Public Improvement: A project for construction, reconstruction or major renovation on real property by or for a contracting agency.  Public improvement does not include projects for which no funds of a contracting agency are directly or indirectly used, except for participation that is incidental or related primarily to project design or inspection.  Public improvement also does not include emergency work, minor alteration, ordinary repair or maintenance necessary to preserve a public improvement.
 
Request for Proposal (RFP): A formal request for written, competitive proposals, or offers, to be used as a basis for assessing qualifications and making an acquisition, or entering into a contract when price will not necessarily be the predominant award criteria.
 
Trade Services: Services not classified as Personal Services.  Examples of Trade Services include, but are not limited to services for construction, maintenance, repair, and implementation.