ODOT Procurement Office (OPO) Diana L. Foster Chief Procurement Officer

ODOT Contracting Processes

OPO Recent Changes  OPO Structure  Who to Call

Time Sensitive Areas and How to Avoid Delays  Performance Measures  Procurement Office Report Card  Identifies Areas Needing Improvement  Template Development  Common language used universally  Front end Approval by the Department of Justice (DOJ)

Template Development  A template development work group has been formed under the joint leadership of… Kathy Booher / Marty Andersen / Dan Oven

... continued Time Sensitive Areas and How to Avoid Delays  Stakeholder Interface  Engage Early  Procurement at the Table  Share Time frames/ Mile Stones  Unique characteristics of project

Striving for Consistency Examples:  Classifications/Billing Rates/Overhead  Cost Disclosure Questionnaire  General Insurance Information  Conflict of Interest Disclosure Process

Conflict of Interest Process Steps Step 1 Identification of Potential Conflict of Interest Step 2 Analysis of Mitigation Strategy Step 3 Determination of Actual Conflict of Interest

Mitigation Strategies Most mitigation strategies rely on either:  Proving there is no potential benefit or  Placing a barrier between the conflict and advantage

Analyzing Mitigation Strategies  Full disclosure  Degree of separation  Timing of departure from contracting agency  Steps taken to prevent potential conflict

Contract Development  Things to Consider Is an Intergovernmental Agreement (IGA) needed? Are Federal dollars funding the contract?  Necessary Documents Insurance Cost Data Draft Statement of Work (SOW)

... continued Contract Development  Negotiation  Finalize Contract  Legal Review  Obtain all Signatures  Begin Work

The Future Holds more….  Streamlining Efforts Contract Administration Templates Legal Sufficiency Review Certification Exemptions  Risk Assessment/Compliance

... continued The Future  Training Opportunities Tools/Tips/Techniques  Proposed Legislation

OPO Website Resources  Website  ORPIN orpin.oregon.gov/open.dll/welcome  Technical Resources Handout

Contracting Options for Professional Services  Project specific recruitment through ODOT  ODOT Tier Two Selection Process  Local Certification to Consultant Selection

Project specific recruitment through ODOT  This process uses ODOT forms  Local Agency develops the RFP  ODOT Reviews Prior to Advertise  Local agency advertises RFP and selects firm  Local agency drafts contract  ODOT reviews and concurs with contract

ODOT Two Tier Selection Process  ODOT selects firms for each region  Local agency selects a firm from the list of firms  ODOT manages the contract elements  Local Agency manages the work  Payments are made through ODOT  All contract are between ODOT and the Contractor

Local Certification for Consultant Selection  Local Agency Requests Certification for consultant selection  ODOT reviews local process and staff to insure compliance with state and federal laws  IGA is developed for the certification  Local Agency does a test recruitment  ODOT reviews test recruitment  Agency becomes Certified for consultant selection.

Requirements  Qualification Based Selection  DBE Program  State and Federal Contracting laws  Contract executed prior to starting work  Price is negotiated after selection  Avoid any conflict of interest