1. Subcontractor and contractor competition (doing what we can as an agency to maximize subcontractor and contractor competition during a heavy bidding period).
2. Project Letting staff resourcing to meet the bid schedule with the current stimulus package.
3. Shortened review timeframe on a risk based approach - to allow Regions to either bid the work earlier or have more time in development. This shortened review time will come with tradeoffs that need to be explained to allow a Region to decide whether or not to pursue this approach.

Yes. We currently do not have the procedures in place for tracking, and compliance with procurement and technical risk items relating to STIP projects through the OPO-Region method (used to be called DAS). We do believe that the OPO-Region method is appropriate in the medium-long term for certain types of projects, but we don’t have the systems in place now for the stimulus projects to be in compliance on a programmatic basis.

Feb 19, 2009 Update: The committee (including Region Procurement, Central Procurement, FHWA, Project Letting, PDU) spent countless hours discussing procedures, requirements and feasibility. After reviewing the federal requirements to set up the Region Procurement, the amount of work is staggering. OPO and TS are committed to continuing to work on this process for the future but the effort involved while delivering the stimulus work is too big to be feasible. Using Region Procurement is not in place or approved for use at this time with federal aide projects.

The Project Letting fast track process, shortens the normal Project Letting process by two weeks by eliminating the QA function in Project Letting and transferring that function to the Region. The process is intended for less complex, low risk projects. For more information, see our Fast Track PS&E Process website. Following the fast track process keeps the procurement with OPO-Central.

• PS&E dates are based off the most recent information including cost and FFO. It is the Region's responsibility to be monitoring this information and advise if something doesn't look right. Advertisement and the need (or lack of it) for FFO will impact either your bid date or PS&E due date.
• The current bid schedule includes any comment information.  “STIMULUS” should be included in the comments, as well as any other notes indicating approvals for fasttrack or reduced FHWA review time (FHWA grants reduced review time, not Project Letting)

Bucket A: These projects were approved by the OTC on the February 18^th & February 27^th, or March 18^th meetings.
 
Bucket B: These projects are not required to be approved by the OTC and are the Urbanized Areas sub-allocation, which is split by formula to the cities, counties and MPOs.  The total is $100M.  These projects fall into two categories.  Bucket B1 are by Local Agencies that also have a project in Bucket A.  Bucket B2 are Local Agencies that do not have a project in Bucket A.
 
Bucket C: Transportation Enhancement set-aside: The OTC approved the Transportation Enhancement Committee approving these projects totaling $10M. 

Per direction from Mr. Garrett and Mr. Tindall, we are hearing more and more desire at both the federal and state level to ensure the broadest possible diverse workforce in the stimulus projects as well as all projects. All projects must have consultation with the Office of Civil Rights (OCR) regarding aspirational or hard goals for MWESB or African and Asian American contractors.
 
Some projects have been consulting with OCR, but not all, and it is very difficult for OPL to tell if OCR determined no goals were necessary, or if consultation did not occur. It is the expectation of Mr. Garrett and Mr. Tindall that consultation occur for every project.
 
Effective Immediately - all PSE Submission packets (Stimulus or not) must contain an email from OCR (Typically Betty Huskey or Jill Miller (MILLER C Jill)) where OCR gives instructions on what goals should be included (or if none are required). These goals must then be included in the project special provisions. For those projects that have already been submitted, but not gone to bid opening, we will be working with the PL and/or Spec Writer to determine if consultation has occurred and resolve issues as needed. Addenda may be required.
 
OPL will work to update the Final PS&E Submittal Checklist as quickly as possible and will send out notification separately. 
 
If you have additional questions on the PS&E submittal process, please contact Eryca McCartin, Kevin Thiel, or Karen Scott. If you have questions regarding the OCR consultation please contact Jill Miller. 

Project Leaders and/or Spec Writers should write "ARRA" on the top of the Final PS&E Submittal Checklist to identify it, and assist us in processing the project at the staff level.

Specification language (Unique Special Provision 00120.15) has been created and approved for use on projects that may have work added.
 
Use the below chart to asses if your project needs to add the specification

 
Example: A project will be adding additional paving funded with stimulus $$ to an existing project via addenda. The project needs to include the additional specification language in their PS&E package.

Anticipated Items to cover the portion of the work built with stimulus dollars are not needed for these projects. When the bill is passed and the OTC approves the project, the Construction Authorization will be increased accordingly.

The stimulus bill funded projects create a different set of potential issues relating to addenda (i.e. adding major scope components via addenda), a new Final PS&E Submittal checklist will be required for addenda that add a major component. The checklist must be submitted before the addenda will be processed and posted. Examples could be extending paving limits, adding turn lanes, replacing a bridge, auxiliary lanes, etc. The checklist will assist the Regions in verifying you have the pieces in place, and/or a PD-02 exception letter that acknowledges the gaps and steps taken to allow the project to proceed legally. We do not expect this step will be a major hurdle. For items that are not complete, please use the PD-02 exception letter as the tool to proceed.

• QC/QA – please review closely the PS&E Users Guide and Final PS&E Submission Checklist. Do not assume that items are properly completed, have someone independently check
• If your project is not 100% complete on your due date, and there is not a signed PD-02 exception letter, your bid spot may be given away or we might not make the deadlines
• Not sure about something? Contact us in advance! Kevin Thiel and Karen Scott are great resources.
• Regions are responsible for the quality of the documents, do not count on Project Letting to catch your mistakes.
• Does not look like you will make your submission deadline? Let us know so we can plan our work.

• Verify project name in the STIP is the same as on plan sheets and special provisions.
• Use correct title block – available on ODOT Workspace.
• List ALL standard drawings on index plan sheet.
• Independently verify quantities.
• Ensure your special provisions are correct by using the latest boiler plate updates.