The Oregon Administrative Rules contain OARs filed through November 15, 2015

 

QUESTIONS ABOUT THE CONTENT OR MEANING OF THIS AGENCY'S RULES?
CLICK HERE TO ACCESS RULES COORDINATOR CONTACT INFORMATION

 

DEPARTMENT OF JUSTICE

 


DIVISION 47
MODEL RULES

PUBLIC PROCUREMENTS FOR GOODS OR SERVICES
General Provisions

137-047-0000
Application
These division 47 rules implement ORS Chapter 279B, Public Procurements and apply to the Procurement of Goods and Services. State Contracting Agencies shall also procure Personal Services, except for Architectural, Engineering, Land Surveying and Related Services, in the same manner other Services are procured under these division 47 rules. Local Contracting Agencies, pursuant to 279B.050(4), may also adopt these division 47 rules to govern the Procurement of Personal Services Contracts or elect to award Personal Services Contracts under procedures set forth in 279B.055 through 279B.085.
Stat. Auth.: ORS 279A.065

Stats. Implemented: ORS 279B.015

Hist.: DOJ 11-2004, f. 9-1-04, cert. ef. 3-1-05; DOJ 20-2005, f. 12-27-05, cert. ef. 1-1-06; DOJ 19-2007, f. 12-28-07, cert. ef. 1-1-08
137-047-0100
Definitions
(1) "Advantageous" means in the Contracting Agency's best interests, as assessed according to the judgment of the Contracting Agency.
(2) "Affected Person" or "Affected Offeror" means a Person whose ability to participate in a Procurement is adversely affected by a Contracting Agency decision. See ORS 279B.410.
Stat. Auth.: ORS 279A.065

Stats. Implemented: ORS 279A.065

Hist.: DOJ 11-2004, f. 9-1-04, cert. ef. 3-1-05; DOJ 20-2005, f. 12-27-05, cert. ef. 1-1-06; DOJ 19-2007, f. 12-28-07, cert. ef. 1-1-08

Source Selection

137-047-0250
Source Selection
Methods of Source Selection; Feasibility Determination; Cost Analysis
(1) Except as permitted by ORS 279B.065 through 279B.085 and 279A.200 through 279A.225, a Contracting Agency shall Award a Contract for Goods or Services, or both based on Offers received in response to either competitive sealed Bids pursuant to 279B.055 or competitive sealed Proposals pursuant to 279B.060.
(2) Written Cost Analysis for Contracts for Services. Before conducting the Procurement of a Contract for Services that is subject to sections 2 to 4 of Oregon Laws 2009, chapter 880, a Contracting Agency must, in the absence of a determination under section 34 of that enactment that performing the services with the Contracting Agency's own personnel and resources is not feasible, conduct a Written cost analysis.
(3) Feasibility Determination for Contracts for Services. A Contracting Agency may proceed with the procurement of a Contract for Services without conducting a cost analysis under Oregon Laws 2009, chapter 880, section 3, if the Contracting Agency makes Written findings that one or more of the special circumstances described in Oregon Laws 2009, chapter 880, section 4, make the Contracting Agency's use of its own personnel and resources to provide the Services not feasible.
(4) Special Circumstances. The special circumstances identified in Oregon Laws 2009, section 4 that require a Contracting Agency to procure the Services by Contract include any circumstances, conditions or occurrences that would make the Services, if performed by the Contracting Agency's employees, incapable of being managed, utilized or dealt with successfully in terms of the quality, timeliness of completion, success in obtaining desired results, or other reasonable needs of the Contracting Agency.
(5) Written Cost Analysis under Section 3 of Oregon Laws 2009, chapter 880.
(a) Basic Comparison. The Written cost analysis must compare an estimate of the Contracting Agency's cost of performing the Services with an estimate of the cost a potential Contractor would incur in performing the Services. However, The Contracting Agency may proceed with the Procurement for Services only if it determines that the Contracting Agency would incur more cost in performing the Services with the Contracting Agency's own personnel than it would incur in procuring the Services from a Contractor. In making this determination, the cost the Contracting Agency would incur in procuring the Services from a Contractor includes the fair market value of any interest in equipment, materials or other assets the Contracting Agency will provide to the Contractor for the performance of the Services.
(b) Costs of Using Contracting Agency's Own Personnel and Resources. When estimating the Contracting Agency's cost of performing the Services, the Contracting Agency shall consider cost factors that include:
(A) The salary or wage and benefit costs for the employees of the Contracting Agency who would be directly involved in performing the Services, to the extent those costs reflect the proportion of the activity of those employees in the direct provision of the Services. These costs include those salary or wage and benefit costs of the employees who inspect, supervise or monitor the performance of the Services, to the extent those costs reflect the proportion of the activity of those employees in the direct inspection, supervision, or monitoring of the performance of the subject Services.
(B) The material costs necessary to the performance of the Services, including the costs for space, energy, transportation, storage, equipment and supplies used or consumed in the provision of the Services.
(C) The costs incurred in planning for, training for, starting up, implementing, transporting and delivering the Services.
(D) Any costs related to stopping and dismantling a project or operation because the Contracting Agency intends to procure a limited quantity of Services or to procure the Services within a defined or limited period of time.
(E) The miscellaneous costs related to performing the Services. These costs exclude the Contracting Agency's indirect overhead costs for existing salaries or wages and benefits for administrators, and exclude costs for rent, equipment, utilities and materials, except to the extent the cost items identified in this sentence are attributed solely to performing the Services and would not be incurred unless the Contracting Agency performed the Services.
(F) Oregon Laws 2009, chapter 880, section 3(1)(a) provides that an estimate of the Contracting Agency's costs of performing the Services includes the costs described in subsections (5)(b)(A) through (E) of this rule. Therefore, those costs do not constitute an exclusive list of cost information. A Contracting Agency may consider other reliable information that bears on the cost to the Contracting Agency of performing the Services. For example, if the Contracting Agency has accounted for its actual costs of performing the Services under consideration, or reasonably comparable Services, in a relatively recent Services project, the Contracting Agency may consider those actual costs in making its estimate.
(c) Costs a Potential Contractor Would Incur. When estimating the costs a potential Contractor would incur in performing the Services, the Contracting Agency shall consider cost factors that include:
(A) The average or actual salary or wage and benefit costs for Contractors and Contractor employees:
(i) Who work in the business or industry most closely involved in performing the Services; and
(ii) Who would be necessary and directly involved in performing the Services or who would inspect, supervise or monitor the performance of the Services.
(B) The material costs necessary to the performance of the Services, including the costs for space, energy, transportation, storage, raw and finished materials, equipment and supplies used or consumed in the provision of the Services.
(C) The miscellaneous costs related to performing the Services. These miscellaneous costs include reasonably foreseeable fluctuations in the costs listed in subsections (5)(c) (A) and (B) of this rule over the expected duration of the Procurement.
(D) Oregon Laws 2009, chapter 880, section 3(1)(b) provides that an estimate of the costs a potential Contractor would incur in performing the Services includes the costs described in subsections (5)(c)(A) through (C) of this rule. Therefore, those costs do not constitute an exclusive list of cost information. A Contracting Agency may consider other reliable information that bears on the costs a potential Contractor would incur. For example, if the Contracting Agency, in the reasonably near past, received Bids or Proposals for the performance of the Services under consideration, or reasonably comparable Services, the Contracting Agency may consider the pricing offered in those Bids or Proposals in making its estimate. Similarly, the Contracting Agency may consider what it actually paid out under a Contract for the same or similar Services. For the purposes of these examples, the reasonably near past is limited to Contracts, Bids or Proposals entered into or received within the five years preceding the date of the cost estimate. The Contracting Agency must take into account, when considering the pricing offered in previous Bids, Proposals or Contracts, adjustments to the pricing in light of measures of market price adjustments like the consumer price indexes that apply to the Services.
(6) Decision Based on Cost Comparison. After comparing the difference between the costs estimated for the Contracting Agency to perform the Services under section (5)(b) and the estimated costs a potential Contractor would incur in performing the Services under section (5)(c), the Contracting Agency may proceed with the Procurement only if the Contracting Agency would incur more cost in performing the Services with the agency's own personnel and resources than it would incur in procuring the Services from a Contractor.
(7) Exception Based on Salaries or Wages and Benefits. If the sole reason that the costs estimated for the Contracting Agency to perform the Services under section (5)(b) exceed the estimated costs a potential Contractor would incur in performing the Services under section (5)(c) is because the average or actual salary or wage and benefit costs for Contractors and their employees estimated under subsection (5)(c)(A) are lower than the salary or wage and benefit costs for employees of the Contracting Agency under subsection (5)(b)(A), then the Contracting Agency may not proceed with the Procurement.
(8) Exception Based on Lack of Contracting Agency Personnel and Resources; Reporting. In cases in which the Contracting Agency determines that it would incur less cost in providing the Services with its own personnel and resources, the Contracting Agency nevertheless may proceed with the Procurement if, at the time the Contracting Agency intends to conduct the Procurement, the Contracting Agency determines that it lacks personnel and resources to perform the Services within the time the Contracting Agency requires them. When a Contracting Agency conducts a Procurement under this section, the Contracting Agency must:
(a) Make and keep a Written determination that it lacks personnel and resources to perform the Services within the time the Contracting Agency requires them and of the basis for the Contracting Agency's decision to proceed with the Procurement.
(b) If the Contracting Agency is a Local Contracting Agency, provide to its Local Contract Review Board, each calendar quarter, copies of each Written cost analysis and Written determination.
(c) If the Contracting Agency is a State Contracting Agency, provide to the Emergency Board, each calendar quarter, copies of each Written cost analysis and Written determination.
(d) If the Contracting Agency is a State Contracting Agency, prepare a request to the Governor for an appropriation and authority necessary for the State Contracting Agency to hire personnel and obtain resources necessary to perform the Services that are the subjects of the Written cost analyses and Written determinations within the time needed by the State Contracting Agency. The request to the Governor must include copies of the records submitted to the Emergency Board under subsection (8)(c) of this rule.
Stat. Auth.: ORS 279A.065, OL 2009, c 880, §§ 3, 4

Stats. Implemented: ORS 279B.050, OL 2009, c 880, § 2-4

Hist.: DOJ 11-2004, f. 9-1-04, cert. ef. 3-1-05; DOJ 20-2005, f. 12-27-05, cert. ef. 1-1-06; DOJ 15-2009, f. 12-1-09, cert. ef. 1-1-10
137-047-0255
Competitive Sealed Bidding
(1) Generally. A Contracting Agency may procure Goods or Services by competitive sealed bidding as set forth in ORS 279B.055. An Invitation to Bid is used to initiate a competitive sealed bidding solicitation and shall contain the information required by 279B.055(2) and by section 2 of this rule. The Contracting Agency shall provide public notice of the competitive sealed bidding solicitation as set forth in OAR 137-047-0300.
(2) Invitation to Bid. In addition to the provisions required by ORS 279B.055(2), the Invitation to Bid shall include the following:
(a) General Information.
(A) Notice of any pre-Offer conference as follows:
(i) The time, date and location of any pre-Offer conference;
(ii) Whether attendance at the conference will be mandatory or voluntary; and
(iii) A provision that provides that statements made by the Contracting Agency's representatives at the conference are not binding upon the Contracting Agency unless confirmed by Written Addendum.
(B) The form and instructions for submission of Bids and any other special information, e.g., whether Bids may be submitted by electronic means (See OAR 137-047-0330 for required provisions of electronic Bids);
(C) The time, date and place of Opening;
(D) The office where the Solicitation Document may be reviewed;
(E) A statement that each Bidder must identify whether the Bidder is a "resident Bidder," as defined in ORS 279A.120(1);
(F) Bidder's certification of nondiscrimination in obtaining required subcontractors in accordance with ORS 279A.110(4). (See OAR 137-046-0210(2)); and
(G) How the Contracting Agency will notify Bidders of Addenda and how the Contracting Agency will make Addenda available (See OAR 137-047-0430).
(b) Contracting Agency Need to Purchase. The character of the Goods or Services the Contracting Agency is purchasing including, if applicable, a description of the acquisition, Specifications, delivery or performance schedule, inspection and acceptance requirements. As required by Oregon Laws 2009, chapter 880, section 5, the Contracting Agency's description of its need to purchase must:
(A) Identify the scope of the work to be performed under the resulting Contract, if the Contracting Agency awards one;
(B) Outline the anticipated duties of the Contractor under any resulting Contract;
(C) Establish the expectations for the Contractor's performance of any resulting Contract; and
(D) Unless the Contracting Agency for Good Cause specifies otherwise, the scope of work must require the Contractor to meet the highest standards prevalent in the industry or business most closely involved in providing the Goods or Services that the Contracting Agency is purchasing.
(c) Bidding and Evaluation Process.
(A) The anticipated solicitation schedule, deadlines, protest process, and evaluation process;
(B) The Contracting Agency shall set forth objective evaluation criteria in the Solicitation Document in accordance with the requirements of ORS 279B.055(6)(a). Evaluation criteria need not be precise predictors of actual future costs, but to the extent possible, the evaluation factors shall be reasonable estimates of actual future costs based on information the Contracting Agency has available concerning future use; and
(C) If the Contracting Agency intends to Award Contracts to more than one Bidder pursuant to OAR 137-047-0600(4)(c), the Contracting Agency shall identify in the Solicitation Document the manner in which it will determine the number of Contracts it will Award.
(d) Applicable preferences pursuant to ORS 279B.055(6)(b).
(e) For Contracting Agencies subject to ORS 305.385, Contractor's certification of compliance with the Oregon tax laws in accordance with ORS 305.385.
(f) All contractual terms and conditions in the form of Contract provisions the Contracting Agency determines are applicable to the Procurement. As required by Oregon Laws 2009, chapter 880, section 5, the Contract terms and conditions must specify the consequences of the Contractor's failure to perform the scope of work or to meet the performance standards established by the resulting Contract. Those consequences may include, but are not limited to:
(A) The Contracting Agency's reduction or withholding of payment under the Contract;
(B) The Contracting Agency's right to require the Contractor to perform, at the Contractor's expense, any additional work necessary to perform the statement of work or to meet the performance standards established by the resulting Contract; and
(C) The Contracting Agency's rights, which the Contracting Agency may assert individually or in combination, to declare a default of the resulting Contract, to terminate the resulting Contract, and to seek damages and other relief available under the resulting Contract or applicable law.
(3) Good Cause. For the purposes of this rule, “Good Cause” means a reasonable explanation for not requiring Contractor to meet the highest standards, and may include an explanation of circumstances that support a finding that the requirement would unreasonably limit competition or is not in the best interest of the Contracting Agency. The Contracting Agency shall document in the Procurement file the basis for the determination of Good Cause for specification otherwise. A Contracting Agency will have Good Cause to specify otherwise under the following circumstances:
(a) The use or purpose to which the Goods or Services will be put does not justify a requirement that the Contractor meet the highest prevalent standards in performing the Contract;
(b) Imposing express technical, standard, dimensional or mathematical specifications will better ensure that the Goods or Services will be compatible with or will operate efficiently or effectively with components, equipment, parts, Services or information technology including hardware, Services or software with which the Goods or Services will be used, integrated, or coordinated;
(c) The circumstances of the industry or business that provides the Goods or Services are sufficiently volatile in terms of innovation or evolution of products, performance techniques, scientific developments, that a reliable highest prevalent standard does not exist or has not been developed;
(d) Any other circumstances in which Contracting Agency's interest in achieving economy, efficiency, compatibility or availability in the Procurement of the Goods or Services reasonably outweighs the Contracting Agency's practical need for the highest prevalent standard in the applicable or closest industry or business that supplies the Goods or Services to be delivered under the resulting Contract.
Stat. Auth.: ORS 279A.065, OL 2009, ch. 880, sec. 5

Stats. Implemented: ORS 279B.055

Hist.: DOJ 11-2004, f. 9-1-04, cert. ef. 3-1-05; DOJ 15-2009, f. 12-1-09, cert. ef. 1-1-10
137-047-0257
Multistep Sealed Bidding
(1) Generally. A Contracting
Agency may procure Goods or Services by using multistep sealed bidding under ORS
279B.055(12).
(2) Phased Process. Multistep
sealed bidding is a phased Procurement process that seeks information or unpriced
submittals in the first phase combined with regular competitive sealed bidding,
inviting Bidders who submitted technically eligible submittals in the first phase
to submit competitive sealed price Bids in the second phase. The Contract must be
Awarded to the lowest Responsible Bidder.
(3) Public Notice. When a Contracting
Agency uses multistep sealed bidding, the Contract Agency shall give public notice
for the first phase in accordance with OAR 137-047-0300. Public notice is not required
for the second phase. However, a Contracting Agency shall give notice of the second
phase to all Bidders, inform Bidders of the right to protest Addenda issued after
the initial Closing under OAR 137-047-0430, and inform Bidders excluded from the
second phase of the right, if any, to protest their exclusion under OAR 137-047-0720.
(4) Procedures Generally. In
addition to the procedures set forth in OAR 137-047-0300 through 137-047-0490, a
Contracting Agency shall employ the procedures set forth in this rule for multistep
sealed bidding and in the Invitation to Bid.
(5) Procedure for Phase One
of Multistep Sealed Bidding.
(a) Form. A Contracting Agency
shall initiate multistep sealed bidding by issuing an Invitation to Bid in the form
and manner required for competitive sealed Bids except as provided in this Rule.
In addition to the requirements set forth OAR 137-047-0255(2), the multistep Invitation
to Bid must state:
(A) That the solicitation is
a multistep sealed Bid Procurement and describe the process the Contracting Agency
will use to conduct the Procurement;
(B) That the Contracting Agency
requests unpriced submittals and that the Contracting Agency will consider price
Bids only in the second phase and only from those Bidders whose unpriced submittals
are found eligible in the first phase;
(C) Whether Bidders must submit
price Bids at the same time as unpriced submittals and, if so, that Bidders must
submit the price Bids in a separate sealed envelope;
(D) The criteria to be used
in the evaluation of unpriced submittals;
(b) Evaluation. The Contracting
Agency shall evaluate unpriced submittals in accordance with the criteria set forth
in the Invitation to Bid.
(6) Procedure for Phase Two
of Multistep Sealed Bidding.
(a) After the completion of
phase one, if the Contracting Agency does not cancel the Solicitation, the Contracting
Agency shall invite each eligible Bidder to submit a price Bid.
(b) A Contracting Agency shall
conduct phase two as any other competitive sealed Bid Procurement except:
(A) As specifically set forth
in this rule or the Invitation to Bid;
(B) No public notice need be
given of the invitation to submit price Bids because such notice was previously
given.
Stat. Auth.: ORS 279A.065

Stats. Implemented: ORS 279B.055

Hist.: DOJ 11-2004, f. 9-1-04,
cert. ef. 3-1-05; DOJ 20-2005, f. 12-27-05, cert. ef. 1-1-06; DOJ 19-2007, f. 12-28-07,
cert. ef. 1-1-08; DOJ 10-2011, f. 11-29-11, cert. ef. 1-1-12
137-047-0260
Competitive Sealed Proposals
(1) Generally. A Contracting Agency
may procure Goods or Services by competitive sealed Proposals as set forth in ORS
279B.060. A Contracting Agency shall use a Request for Proposal to initiate a competitive
sealed Proposal solicitation. The Request for Proposal must contain the information
required by 279B.060(2) and by section (2) of this rule. The Contracting Agency
shall provide public notice of the Request for Proposal as set forth in OAR 137-047-0300.
(2) Request for Proposal.
In addition to the provisions required by ORS 279B.060(2), the Request for Proposal
must include the following:
(a) General Information.
(A) Notice of any pre-Offer
conference as follows:
(i) The time, date and location
of any pre-Offer conference;
(ii) Whether attendance at
the conference will be mandatory or voluntary; and
(iii) A provision that provides
that statements made by the Contracting Agency's representatives at the conference
are not binding upon the Contracting Agency unless confirmed by Written Addendum.
(B) The form and instructions
for submission of Proposals and any other special information, e.g., whether Proposals
may be submitted by electronic means. (See OAR 137-047-0330 for required provisions
of electronic Proposals);
(C) The time, date and place
of Opening;
(D) The office where the
Solicitation Document may be reviewed;
(E) Proposer's certification
of nondiscrimination in obtaining required subcontractors in accordance with ORS
279A.110(4). (See OAR 137-046-0210(2)); and
(F) How the Contracting Agency
will notify Proposers of Addenda and how the Contracting Agency will make Addenda
available. (See OAR 137-047-0430).
(b) Contracting Agency Need
to Purchase. The character of the Goods or Services the Contracting Agency is purchasing
including, if applicable, a description of the acquisition, Specifications, delivery
or performance schedule, inspection and acceptance requirements. As required by
ORS 279B.060(2)(c), the Contracting Agency's description of its need to purchase
must:
(A) Identify the scope of
the work to be performed under the resulting Contract, if the Contracting Agency
awards one;
(B) Outline the anticipated
duties of the Contractor under any resulting Contract;
(C) Establish the expectations
for the Contractor's performance of any resulting Contract; and
(D) Unless the Contractor
under any resulting Contract will provide architectural, engineering, photogrammetric
mapping, transportation planning, or land surveying services, or related services
that are subject to ORS 279C.100 to 279C.125, or the Contracting Agency for Good
Cause specifies otherwise, the scope of work must require the Contractor to meet
the highest standards prevalent in the industry or business most closely involved
in providing the Goods or Services that the Contracting Agency is purchasing.
(c) Proposal and Evaluation
Process.
(A) The anticipated solicitation
schedule, deadlines, protest process, and evaluation process;
(B) The Contracting Agency
shall set forth selection criteria in the Solicitation Document in accordance with
the requirements of ORS 279B.060(3)(e). Evaluation criteria need not be precise
predictors of actual future costs and performance, but to the extent possible, the
factors shall be reasonable estimates of actual future costs based on information
available to the Contracting Agency;
(C) If the Contracting Agency's
solicitation process calls for the Contracting Agency to establish a Competitive
Range, the Contracting Agency shall generally describe, in the Solicitation Document,
the criteria or parameters the Contracting Agency will apply to determine the Competitive
Range. The Contracting Agency, however, subsequently may determine or adjust the
number of Proposers in the Competitive Range in accordance with OAR 137-047-0261(6).
(d) Applicable Preferences,
including those described in ORS 279A.120, 279A.125(2) and 282.210.
(e) For Contracting Agencies
subject to ORS 305.385, the Proposers' certification of compliance with the Oregon
tax laws in accordance with ORS 305.385.
(f) All contractual terms
and conditions the Contracting Agency determines are applicable to the Procurement.
The Contracting Agency's determination of contractual terms and conditions that
are applicable to the Procurement may take into consideration, as authorized by
ORS 279B.060(3), those contractual terms and conditions the Contracting Agency will
not include in the Request for Proposal because the Contracting Agency either will
reserve them for negotiation, or will request Proposers to offer or suggest those
terms or conditions. (See OAR 137-047-0260(3)).
(g) As required by ORS 279B.060(2)(h),
the Contract terms and conditions must specify the consequences of the Contractor's
failure to perform the scope of work or to meet the performance standards established
by the resulting Contract. Those consequences may include, but are not limited to:
(A) The Contracting Agency's
reduction or withholding of payment under the Contract;
(B) The Contracting Agency's
right to require the Contractor to perform, at the Contractor's expense, any additional
work necessary to perform the scope of work or to meet the performance standards
established by the resulting Contract; and
(C) The Contracting Agency's
rights, which the Contracting Agency may assert individually or in combination,
to declare a default of the resulting Contract, to terminate the resulting Contract,
and to seek damages and other relief available under the resulting Contract or applicable
law.
(3) The Contracting Agency
may include the applicable contractual terms and conditions in the form of Contract
provisions, or legal concepts to be included in the resulting Contract. Further,
the Contracting Agency may specify that it will include or use Proposer's terms
and conditions that have been pre-negotiated under OAR 137-047-0550(3), but the
Contracting Agency may only include or use a Proposer's pre-negotiated terms and
conditions in the resulting Contract to the extent those terms and conditions do
not materially conflict with the applicable contractual terms and conditions. The
Contracting Agency shall not agree to any Proposer's terms and conditions that were
expressly rejected in a solicitation protest under OAR 137-047-0420.
(4) For multiple Award Contracts,
the Contracting Agency may enter into Contracts with different terms and conditions
with each Contractor to the extent those terms and conditions do not materially
conflict with the applicable contractual terms and conditions. The Contracting Agency
shall not agree to any Proposer's terms and conditions that were expressly rejected
in a solicitation protest under OAR 137-047-0420.
(5) Good Cause. For the purposes
of this rule, "Good Cause" means a reasonable explanation for not requiring Contractor
to meet the highest standards prevalent in the industry or business most closely
involved in providing the Goods or Services under the Contract, and may include
an explanation of circumstances that support a finding that the requirement would
unreasonably limit competition or is not in the best interest of the Contracting
Agency. The Contracting Agency shall document in the Procurement file the basis
for the determination of Good Cause for specifying otherwise. A Contracting Agency
will have Good Cause to specify otherwise when the Contracting Agency determines:
(a) The use or purpose to
which the Goods or Services will be put does not justify a requirement that the
Contractor meet the highest prevalent standards in performing the Contract;
(b) Imposing express technical,
standard, dimensional or mathematical specifications will better ensure that the
Goods or Services will be compatible with, or will operate efficiently or effectively
with, associated information technology, hardware, software, components, equipment,
parts, or on-going Services with which the Goods or Services will be used, integrated,
or coordinated;
(c) The circumstances of
the industry or business that provides the Goods or Services are sufficiently volatile
in terms of innovation or evolution of products, performance techniques, or scientific
developments, that a reliable highest prevalent standard does not exist or has not
been developed;
(d) That other circumstances
exist in which the Contracting Agency's interest in achieving economy, efficiency,
compatibility or availability in the Procurement of the Goods or Services reasonably
outweighs the Contracting Agency's practical need for the highest standard prevalent
in the applicable or closest industry or business that supplies the Goods or Services
to be delivered under the resulting Contract.
Stat. Auth.: ORS 279A.065, OL 2011,
ch 458
Stats. Implemented: ORS 279B.060,
OL 2011, ch 458
Hist.: DOJ 11-2004, f. 9-1-04,
cert. ef. 3-1-05; DOJ 20-2005, f. 12-27-05, cert. ef. 1-1-06; DOJ 15-2009, f. 12-1-09,
cert. ef. 1-1-10; DOJ 10-2011, f. 11-29-11, cert. ef. 1-1-12; DOJ 10-2014(Temp),
f. & cert. ef. 7-1-14 thru 12-26-14; Administrative correction, 1-27-15; DOJ
2-2015, f. & cert. ef. 2-3-15
137-047-0261
Multi-tiered and Multistep
Proposals
(1) Generally. A Contracting
Agency may use one or more, or any combination, of the methods of Contractor selection
set forth in ORS 279B.060(7), 279B.060(8) and this rule to procure Goods or Services.
In addition to the procedures set forth in OAR 137-047-0300 through 137-047-0490
for methods of Contractor selection, a Contracting Agency may provide for a multi-tiered
or multistep selection process that permits award to the highest ranked Proposer
at any tier or step, calls for the establishment of a Competitive Range, or permits
either serial or competitive simultaneous discussions or negotiations with one or
more Proposers.
(2) When conducting a multi-tiered
or multistep selection process, a Contracting Agency may use any combination or
series of Proposals, discussions, negotiations, demonstrations, offers, or other
means of soliciting information from Proposers that bears on the selection of a
Contractor or Contractors. In multi-tiered and multistep competitions, a Contracting
Agency may use these means of soliciting information from prospective Proposers
and Proposers in any sequence or order, and at any stage of the selection process,
as determined in the discretion of the Contracting Agency.
(3) When a Contracting Agency's
Request for Proposals prescribes a multi-tiered or multistep Contractor selection
process, a Contracting Agency nevertheless may, at the completion of any stage in
the competition and on determining the Most Advantageous Proposer (or, in multiple-award
situations, on determining the awardees of the Public Contracts), award a Contract
(or Contracts) and conclude the Procurement without proceeding to subsequent stages.
The Contracting Agency also may, at any time, cancel the Procurement under ORS 279B.100.
(4) Exclusion Protest. A Contracting
Agency may provide, before the notice of an intent to Award, an opportunity for
a Proposer to protest exclusion from the Competitive Range or from subsequent phases
of multi-tiered or multistep sealed Proposals as set forth in OAR 137-047-0720.
(5) Award Protest. A Contracting
Agency shall provide an opportunity to protest its intent to Award a Contract pursuant
to ORS 279B.410 and OAR 137-047-0740. An Affected Offeror may protest, for any of
the bases set forth in 137-047-0720(2), its exclusion from the Competitive Range
or from any phase of a multi-tiered or multistep sealed Proposal process, or may
protest an Addendum issued following initial Closing, if the Contracting Agency
did not previously provide Proposers the opportunity to protest the exclusion or
Addendum. The failure to protest shall be considered the Proposer's failure to pursue
an administrative remedy made available to the Proposer by the Contracting Agency.
(6) Competitive Range. When
a Contracting Agency's solicitation process conducted under ORS 279B.060(8) calls
for the Contracting Agency to establish a Competitive Range at any stage in the
Procurement process, the Contracting Agency may do so as follows:
(a) Determining Competitive
Range.
(A) The Contracting Agency may
establish a Competitive Range after evaluating all Responsive Proposals in accordance
with the evaluation criteria in the Request for Proposals. After evaluation of all
Proposals in accordance with the criteria in the Request for Proposals, the Contracting
Agency may determine and rank the Proposers in the Competitive Range. Notwithstanding the foregoing, however, in instances in which the Contracting
Agency determines that a single Proposer has a reasonable chance of being determined
the most Advantageous Proposer, the Contracting Agency need not determine or rank
Proposers in the Competitive Range. In addition, notwithstanding the foregoing,
a Contracting Agency may establish a Competitive Range of all Proposers to enter
into discussions to correct deficiencies in Proposals.
(B) The Contracting Agency may establish
the number of Proposers in the Competitive Range in light of whether the Contracting
Agency's evaluation of Proposals identifies a number of Proposers who have a reasonable
chance of being determined the most Advantageous Proposer, or whether the evaluation
establishes a natural break in the scores of Proposers that indicates that a particular
number of Proposers are closely competitive or have a reasonable chance of being
determined the most Advantageous Proposer.
(b) Protesting Competitive Range.
The Contracting Agency must provide Written notice to all Proposers identifying
Proposers in the Competitive Range. A Contracting Agency may provide an opportunity
for Proposers excluded from the Competitive Range to protest the Contracting Agency's
evaluation and determination of the Competitive Range in accordance with OAR 137-047-0720.
(7) Discussions. The Contracting
Agency may initiate oral or written discussions with all "eligible Proposers" on
subject matter within the general scope of the Request for Proposals. In conducting
discussions, the Contracting Agency:
(a) Shall treat all eligible
Proposers fairly and shall not favor any eligible Proposer over another;
(b) May disclose other eligible
Proposers' Proposals or discussions only in accordance with ORS 279B.060(8)(b) or
(c);
(c) May adjust the evaluation
of a Proposal as a result of discussions. The conditions, terms, or price of the
Proposal may be changed during the course of the discussions provided the changes
are within the scope of the Request for Proposals.
(d) At any time during the time
allowed for discussions, the Contracting Agency may:
(A) Continue discussions with
a particular eligible Proposer;
(B) Terminate discussions with
a particular eligible Proposer and continue discussions with other eligible Proposers;
or
(C) Conclude discussions with
all remaining eligible Proposers and provide, to the then-eligible Proposers, notice
requesting best and final Offers.
(8) Negotiations. A Contracting
Agency may commence serial negotiations with the highest-ranked eligible Proposer
or commence simultaneous negotiations with all eligible Proposers. A Contracting
Agency may negotiate:
(a) The statement of work;
(b) The Contract Price as it
is affected by negotiating the statement of work and other terms and conditions
authorized for negotiation in the Request for Proposals or Addenda thereto; and
(c) Any other terms and conditions
reasonably related to those authorized for negotiation in the Request for Proposals
or Addenda thereto. Proposers shall not submit for negotiation, and a Contracting
Agency shall not accept, alternative terms and conditions that are not reasonably
related to those authorized for negotiation in the Request for Proposals or any
Addendum.
(9) Terminating Negotiations.
At any time during discussions or negotiations a Contracting Agency conducts under
this rule, the Contracting Agency may terminate discussions or negotiations with
the highest-ranked Proposer, or the eligible Proposer with whom it is currently
discussing or negotiating, if the Contracting Agency reasonably believes that:
(a) The eligible Proposer is
not discussing or negotiating in good faith; or
(b) Further discussions or negotiations
with the eligible Proposer will not result in the parties agreeing to the terms
and conditions of a Contract in a timely manner.
(c) Continuing Serial Negotiations.
If the Contracting Agency is conducting serial negotiations and the Contracting
Agency terminates negotiations with an eligible Proposer, the Contracting Agency
may then commence negotiations with the next highest scoring eligible Proposer,
and continue the sequential process until the Contracting Agency has either:
(A) Determined to Award the
Contract to the eligible Proposer with whom it is currently discussing or negotiating;
or
(B) Decided to cancel the Procurement
under ORS 279B.100.
(d) Competitive Simultaneous
Negotiations. If the Contracting Agency chooses to conduct competitive negotiations,
the Contracting Agency may negotiate simultaneously with competing eligible Proposers.
The Contracting Agency:
(A) Shall treat all eligible
Proposers fairly and shall not favor any eligible Proposer over another;
(B) May disclose other eligible
Proposers' Proposals or the substance of negotiations with other eligible Proposers
only if the Contracting Agency notifies all of the eligible Proposers with whom
the Contracting Agency will engage in negotiations of the Contracting Agency's intent
to disclose before engaging in negotiations with any eligible Proposer.
(e) Any oral modification of
a Proposal resulting from negotiations must be reduced to Writing.
(10) Best and Final Offers.
If a Contracting Agency requires best and final Offers, a Contracting Agency must
establish a common date and time by which eligible Proposers must submit best and
final Offers. If a Contracting Agency is dissatisfied with the best and final Offers,
the Contracting Agency may make a written determination that it is in the Contracting
Agency's best interest to conduct additional discussions, negotiations or change
the Contracting Agency's requirements and require another submission of best and
final Offers. A Contracting Agency must inform all eligible Proposers that if they
do not submit notice of withdrawal or another best and final Offer, their immediately
previous Offers will be considered their best and final Offers. The Contracting
Agency shall evaluate Offers as modified by the best and final Offers. The Contracting
Agency shall conduct the evaluations as described in OAR 137-047-0600. The Contracting
Agency may not modify evaluation factors or their relative importance after the
date and time that best and final Offers are due.
(11) Multistep Sealed Proposals.
A Contracting Agency may procure Goods or Services by using multistep competitive
sealed Proposals under ORS 279B.060(8)(b)(g). Multistep sealed Proposals is a phased
Procurement process that seeks necessary information or unpriced technical Proposals
in the first phase and, in the second phase, invites Proposers who submitted technically
qualified Proposals to submit competitive sealed price Proposals on the technical
Proposals. The Contracting Agency must award the Contract to the Responsible Proposer
submitting the most Advantageous Proposal in accordance with the terms of the Solicitation
Document applicable to the second phase.
(a) Public Notice. When a Contracting
Agency uses multistep sealed Proposals, the Contracting Agency shall give public
notice for the first phase in accordance with OAR 137-047-0300. Public notice is
not required for the second phase. However, a Contracting Agency shall give notice
of the subsequent phases to all Proposers and inform any Proposers excluded from
the second phase of the right, if any, to protest exclusion under OAR 137-047-0720.
(b) Procedure for Phase One
of Multistep Sealed Proposals. A Contracting Agency may initiate a multistep sealed
Proposals Procurement by issuing a Request for Proposals in the form and manner
required for competitive sealed Proposals except as provided in this rule. In addition
to the requirements required for competitive sealed Proposals, the multistep Request
for Proposals must state:
(A) That unpriced technical
Proposals are requested;
(B) That the solicitation is
a multistep sealed Proposal Procurement and that, in the second phase, priced Proposals
will be accepted only from those Proposers whose unpriced technical Proposals are
found qualified in the first phase;
(C) The criteria for the evaluation
of unpriced technical Proposals; and
(D)
That the Goods or Services being procured shall be furnished generally in accordance
with the Proposer's technical Proposal as found to be finally qualified and shall
meet the requirements of the Request for Proposals.
(c) Addenda to the Request for Proposals.
After receipt of unpriced technical Proposals, Addenda to the Request for Proposals
shall be distributed only to Proposers who submitted unpriced technical Proposals.
(d) Receipt and Handling of
Unpriced Technical Proposals. Unpriced technical Proposals need not be opened publicly.
(e) Evaluation of Unpriced Technical
Proposals. Unpriced technical Proposals shall be evaluated solely in accordance
with the criteria set forth in the Request for Proposals.
(f) Discussion of Unpriced Technical
Proposals. The Contracting Agency may seek clarification of a technical Proposal
of any Proposer who submits a qualified, or potentially qualified technical Proposal.
During the course of such discussions, the Contracting Agency shall not disclose
any information derived from one unpriced technical Proposal to any other Proposer.
(g) Methods of Contractor Selection
for Phase One. In conducting phase one, a Contracting Agency may employ any combination
of the methods of Contractor selection that call for the establishment of a Competitive
Range or include discussions, negotiations, or best and final Offers as set forth
in this rule.
(h) Procedure for Phase Two.
On the completion of phase one, the Contracting Agency shall invite each qualified
Proposer to submit price Proposals. A Contracting Agency shall conduct phase two
as any other competitive sealed Proposal Procurement except as set forth in this
rule.
(j) No public notice need be
given of the request to submit price Proposals because such notice was previously
given.
Stat. Auth.: ORS 279A.065

Stats. Implemented: ORS 279B.060

Hist.: DOJ 11-2004, f. 9-1-04,
cert. ef. 3-1-05; DOJ 15-2009, f. 12-1-09, cert. ef. 1-1-10; DOJ 10-2011, f. 11-29-11,
cert. ef. 1-1-12
137-047-0265
Small Procurements
(1) Generally. For Procurements of Goods
or Services less than or equal to the dollar amount stated in ORS 279B.065, a Contracting
Agency may Award a Contract as a small Procurement pursuant to ORS 279B.065.
(2) Amendments. A Contracting
Agency may amend a Contract Awarded as a small Procurement in accordance with OAR
137-047-0800, but the cumulative amendments may not increase the total Contract
Price to greater than one hundred twenty-five percent (125%) of the dollar amount
stated in ORS 279B.065.
Stat. Auth.: ORS 279A.065 & 279B.065
Stats. Implemented: ORS 279B.065
Hist.: DOJ 11-2004, f. 9-1-04,
cert. ef. 3-1-05; DOJ 20-2005, f. 12-27-05, cert. ef. 1-1-06; DOJ 10-2014(Temp),
f. & cert. ef. 7-1-14 thru 12-26-14; Administrative correction, 1-27-15; DOJ
2-2015, f. & cert. ef. 2-3-15
137-047-0270
Intermediate Procurements
(1) Generally. For Procurements of Goods
or Services greater than the dollar amount stated in ORS 279B.065 and less than
or equal to the higher dollar amount stated in ORS 279B.070, a Contracting Agency
may Award a Contract as an intermediate Procurement pursuant to ORS 279B.070.
(2) Negotiations. A Contracting
Agency may negotiate with a prospective Contractor who offers to provide Goods or
Services in response to an intermediate Procurement to clarify its quote or Offer
or to effect modifications that will make the quote or Offer more Advantageous to
the Contracting Agency.
(3) Amendments. A Contracting
Agency may amend a Contract Awarded as an intermediate Procurement in accordance
with OAR 137-047-0800, but the cumulative amendments may not increase the total
Contract Price to a sum that exceeds the higher dollar amount stated in ORS 279B.070
or one hundred twenty-five percent (125%) of the original Contract Price, whichever
is greater.
Stat. Auth.: ORS 279A.065 & 279B.070
Stats. Implemented: ORS 279B.070
Hist.: DOJ 11-2004, f. 9-1-04,
cert. ef. 3-1-05; DOJ 20-2005, f. 12-27-05, cert. ef. 1-1-06; DOJ 15-2009, f. 12-1-09,
cert. ef. 1-1-10; DOJ 5-2012, f. & cert. ef. 2-27-12; DOJ 10-2014(Temp), f.
& cert. ef. 7-1-14 thru 12-26-14; Administrative correction, 1-27-15; DOJ 2-2015,
f. & cert. ef. 2-3-15
137-047-0275
Sole-source Procurements
(1) Generally. A Contracting Agency may Award a Contract without competition as a sole-Source Procurement pursuant to the requirements of ORS 279B.075.
(2) Public Notice. If, but for the Contracting Agency's determination that it may enter into a Contract as a sole-source, a Contracting Agency would be required to select a Contractor using source selection methods set forth in either ORS 279B.055 or 279B.060, a Contracting Agency shall give public notice of the Contract Review Authority's determination that the Goods or Services or class of Goods or Services are available from only one source. The Contracting Agency shall publish such notice in a manner similar to public notice of competitive sealed Bids under 279B.055(4) and OAR 137-047-0300. The public notice shall describe the Goods or Services to be acquired by a sole-source Procurement, identify the prospective Contractor and include the date, time and place that protests are due. The Contracting Agency shall give Affected Persons at least seven (7) days from the date of the notice of the determination that the Goods or Services are available from only one source to protest the sole source determination.
(3) Protest. An Affected Person may protest the Contract Review Authority's determination that the Goods or Services or class of Goods or Services are available from only one source in accordance with OAR 137-047-0710.
Stat. Auth.: ORS 279A.065 & 279B.075

Stats. Implemented: ORS 279B.075

Hist.: DOJ 11-2004, f. 9-1-04, cert. ef. 3-1-05; DOJ 20-2005, f. 12-27-05, cert. ef. 1-1-06; DOJ 19-2007, f. 12-28-07, cert. ef. 1-1-08
137-047-0280
Emergency Procurements
A Contracting Agency may Award a Contract as an Emergency Procurement pursuant to the requirements of ORS 279B.080. When an Emergency Procurement is authorized, the Procurement shall be made with competition that is reasonable and appropriate under the circumstances. However, for emergency Procurement of construction services, see 279B.080(2).
Stat. Auth.: ORS 279A.065

Stats. Implemented: ORS 279B.080

Hist.: DOJ 11-2004, f. 9-1-04, cert. ef. 3-1-05; DOJ 20-2005, f. 12-27-05, cert. ef. 1-1-06; DOJ 19-2007, f. 12-28-07, cert. ef. 1-1-08; DOJ 15-2009, f. 12-1-09, cert. ef. 1-1-1
137-047-0285
Special Procurements
(1) Generally. A Contracting Agency may Award a Contract as a Special Procurement pursuant to the requirements of ORS 279B.085.
(2) Public Notice. A Contracting Agency shall give public notice of the Contract Review Authority's approval of a Special Procurement in the same manner as public notice of competitive sealed Bids under ORS 279B.055(4) and OAR 137-047-0300. The public notice shall describe the Goods or Services or class of Goods or Services to be acquired through the Special Procurement. The Contracting Agency shall give Affected Persons at least seven (7) days from the date of the notice of approval of the Special Procurement to protest the Special Procurement.
(3) Protest. An Affected Person may protest the request for approval of a Special Procurement in accordance with ORS 279B.400 and OAR 137-047-0700.
Stat. Auth.: ORS 279A.065

Stats. Implemented: ORS 279B.085

Hist.: DOJ 11-2004, f. 9-1-04, cert. ef. 3-1-05; DOJ 20-2005, f. 12-27-05, cert. ef. 1-1-06; DOJ 19-2007, f. 12-28-07, cert. ef. 1-1-08
137-047-0290
Cooperative Procurements
A Contracting Agency may participate in, sponsor, conduct, or administer Cooperative Procurements as set forth in ORS 279A.200 through 279A.225 and OAR 137-046-0400 through 137-046-0480.
Stat. Auth.: ORS 279A.065

Stats. Implemented: ORS 279A.205

Hist.: DOJ 11-2004, f. 9-1-04, cert. ef. 3-1-05

Procurement Process

137-047-0300
Public Notice of Solicitation Documents
(1) Notice of Solicitation Documents;
Fee. A Contracting Agency shall provide public notice of every Solicitation Document
in accordance with section (2) of this rule. The Contracting Agency may give additional
notice using any method it determines appropriate to foster and promote competition,
including:
(a) Mailing notice of the
availability of the Solicitation Document to Persons that have expressed an interest
in the Contracting Agency's Procurements;
(b) Placing notice on the
Contracting Agency's Electronic Procurement System; or
(c) Placing notice on the
Contracting Agency's Internet World Wide Web site.
(2) Advertising. A Contracting
Agency shall advertise every notice of a Solicitation Document as follows:
(a) The Contracting Agency
shall publish the advertisement for Offers in accordance with the requirements of
ORS 279B.055(4) and 279B.060(5); or
(b) A Contracting Agency
may publish the advertisement for Offers on the Contracting Agency's Electronic
Procurement System instead of publishing notice in a newspaper of general circulation
as required by ORS 279B.055(4)(b) if, by rule or order, the Contracting Agency's
Contract Review Authority has authorized the Contracting Agency to publish notice
of Solicitation Documents on the Contracting Agency's Electronic Procurement System.
(3) Content of Advertisement.
All advertisements for Offers shall set forth:
(a) Where, when, how, and
for how long the Solicitation Document may be obtained;
(b) A general description
of the Goods or Services to be acquired;
(c) The interval between
the first date of notice of the Solicitation Document given in accordance with section
(2)(a) or (b) above and Closing, which shall not be less than fourteen (14) Days
for an Invitation to Bid and thirty (30) Days for a Request for Proposals, unless
the Contracting Agency determines that a shorter interval is in the public's interest,
and that a shorter interval will not substantially affect competition. However,
in no event shall the interval between the first date of notice of the Solicitation
Document given in accordance with section (2)(a) or (b) above and Closing be less
than seven (7) Days as set forth in ORS 279B.055(4)(f). The Contracting Agency shall
document the specific reasons for the shorter public notice period in the Procurement
file;
(d) The date that Persons
must file applications for prequalification if prequalification is a requirement
and the class of Goods or Services is one for which Persons must be prequalified;
(e) The office where Contract
terms, conditions and Specifications may be reviewed;
(f) The name, title and address
of the individual authorized by the Contracting Agency to receive Offers;
(g) The scheduled Opening;
and
(h) Any other information
the Contracting Agency deems appropriate.
(4) Posting Advertisement
for Offers. The Contracting Agency shall post a copy of each advertisement for Offers
at the principal business office of the Contracting Agency. An Offeror may obtain
a copy of the advertisement for Offers upon request.
(5) Fees. The Contracting
Agency may charge a fee or require a deposit for the Solicitation Document.
(6) Notice of Addenda. The
Contracting Agency shall provide potential Offerors notice of any Addenda to a Solicitation
Document in accordance with OAR 137-047-0430.
Stat. Auth.: ORS 279A.065, 279B.055
& 279B.060
Stats. Implemented: ORS 279B.055
& 279B.060
Hist.: DOJ 11-2004, f. 9-1-04,
cert. ef. 3-1-05; DOJ 20-2005, f. 12-27-05, cert. ef. 1-1-06; DOJ 15-2009, f. 12-1-09,
cert. ef. 1-1-10; DOJ 10-2014(Temp), f. & cert. ef. 7-1-14 thru 12-26-14; Administrative
correction, 1-27-15; DOJ 2-2015, f. & cert. ef. 2-3-15
137-047-0310
Bids or Proposals are Offers
(1) Offer and Acceptance. The
Bid or Proposal is the Bidder's or Proposer's Offer to enter into a Contract.
(a) In competitive bidding and
competitive Proposals, the Offer is always a "Firm Offer," i.e. the Offer shall
be held open by the Offeror for the Contracting Agency's acceptance for the period
specified in OAR 137-047-0480. The Contracting Agency may elect to accept the Offer
at any time during the specified period, and the Contracting Agency's Award of the
Contract constitutes acceptance of the Offer and binds the Offeror to the Contract.
(b) Notwithstanding the fact
that a competitive Proposal is a "Firm Offer" for the period specified in OAR 137-047-0480,
the Contracting Agency may elect to discuss or negotiate certain contractual provisions,
as identified in these rules or in the Solicitation Document, with the Proposer.
Where negotiation is permitted by the rules or the Solicitation Document, Proposers
are obligated to negotiate in good faith and only on those terms or conditions that
the rules or the Solicitation Document have reserved for negotiation.
(2) Contingent Offers. Except
to the extent the Proposer is authorized to propose certain terms and conditions
pursuant to OAR 137-047-0262, a Proposer shall not make its Offer contingent upon
the Contracting Agency's acceptance of any terms or conditions (including Specifications)
other than those contained in the Solicitation Document.
(3) Offeror's Acknowledgment.
By Signing and returning the Offer, the Offeror acknowledges it has read and understands
the terms and conditions contained in the Solicitation Document and that it accepts
and agrees to be bound by the terms and conditions of the Solicitation Document.
If the Request for Proposals permits Proposers to propose alternative terms or conditions
under OAR 137-047-0261, the Offeror's Offer includes any nonnegotiable terms and
conditions, any proposed terms and conditions offered for negotiation upon and to
the extent accepted by the Contracting Agency in Writing, and Offeror's agreement
to perform the scope of work and meet the performance standards set forth in the
final negotiated scope of work.
Stat. Auth.: ORS 279A.065

Stats. Implemented: ORS 279A.065,
279B.055 & 279B.60

Hist.: DOJ 11-2004, f. 9-1-04,
cert. ef. 3-1-05; DOJ 19-2007, f. 12-28-07, cert. ef. 1-1-08; DOJ 15-2009, f. 12-1-09,
cert. ef. 1-1-10; DOJ 10-2011, f. 11-29-11, cert. ef. 1-1-12
137-047-0320
Facsimile Bids and Proposals
(1) Contracting Agency Authorization. A Contracting Agency may authorize Offerors to submit facsimile Offers. If the Contracting Agency determines that Bid or Proposal security is or will be required, the Contracting Agency should not authorize facsimile Offers unless the Contracting Agency has another method for receipt of such security. Prior to authorizing the submission of facsimile Offers, the Contracting Agency shall determine that the Contracting Agency's equipment and personnel are capable of receiving the size and volume of anticipated Offers within a short period of time. In addition, the Contracting Agency shall establish administrative procedures and controls:
(a) To receive, identify, record, and safeguard facsimile Offers;
(b) To ensure timely delivery of Offers to the location of Opening; and
(c) To preserve the Offers as sealed.
(2) Provisions To Be Included in Solicitation Document. In addition to all other requirements, if the Contracting Agency authorizes a facsimile Offer, the Contracting Agency will include in the Solicitation Document the following:
(a) A provision substantially in the form of the following: "A 'facsimile Offer,' as used in this Solicitation Document, means an Offer, modification of an Offer, or withdrawal of an Offer that is transmitted to and received by the Contracting Agency via a facsimile machine";
(b) A provision substantially in the form of the following: "Offerors may submit facsimile Offers in response to this Solicitation Document. The entire response must arrive at the place and by the time specified in this Solicitation Document";
(c) A provision that requires Offerors to Sign their facsimile Offers;
(d) A provision substantially in the form of the following: "The Contracting Agency reserves the right to Award the Contract solely on the basis of a facsimile Offer. However, upon the Contracting Agency's request the apparent successful Offeror shall promptly submit its complete original Signed Offer";
(e) The data and compatibility characteristics of the Contracting Agency's receiving facsimile machine as follows:
(A) Telephone number; and
(B) Compatibility characteristics, e.g. make and model number, receiving speed, communications protocol; and
(f) A provision that the Contracting Agency is not responsible for any failure attributable to the transmission or receipt of the facsimile Offer including, but not limited to the following:
(A) Receipt of garbled or incomplete documents;
(B) Availability or condition of the receiving facsimile machine;
(C) Incompatibility between the sending and receiving facsimile machine;
(D) Delay in transmission or receipt of documents;
(E) Failure of the Offeror to properly identify the Offer documents;
(F) Illegibility of Offer documents; and
(G) Security and confidentiality of data.
Stat. Auth.: ORS 279A.065

Stats. Implemented: ORS 279A.065

Hist.: DOJ 11-2004, f. 9-1-04, cert. ef. 3-1-05
137-047-0330
Electronic Procurement
(1) Electronic Procurement Authorized.
(a) A Contracting Agency may conduct all phases of a Procurement, including without limitation the posting of Electronic Advertisements and the receipt of Electronic Offers, by electronic methods if and to the extent the Contracting Agency specifies in a Solicitation Document, a Request for Quotes, or any other Written instructions on how to participate in the Procurement.
(b) The Contracting Agency shall open an Electronic Offer in accordance with electronic security measures in effect at the Contracting Agency at the time of its receipt of the Electronic Offer. Unless the Contracting Agency provides procedures for the secure receipt of Electronic Offers, the Person submitting the Electronic Offer assumes the risk of premature disclosure due to submission in unsealed form.
(c) The Contracting Agency's use of electronic Signatures shall be consistent with applicable statutes and rules. A Contracting Agency may limit the use of electronic methods of conducting a Procurement as Advantageous to the Contracting Agency.
(d) If the Contracting Agency determines that Bid or Proposal security is or will be required, the Contracting Agency should not authorize Electronic Offers unless the Contracting Agency has another method for receipt of such security.
(2) Rules Governing Electronic Procurements. The Contracting Agency shall conduct all portions of an electronic Procurement in accordance with these division 47 rules, unless otherwise set forth in this rule.
(3) Preliminary Matters. As a condition of participation in an electronic Procurement the Contracting Agency may require potential Contractors to register with the Contracting Agency before the date and time on which the Contracting Agency will first accept Offers, to agree to the terms, conditions, or other requirements of a Solicitation Document, or to agree to terms and conditions governing the Procurement, such as procedures that the Contracting Agency may use to attribute, authenticate or verify the accuracy of an Electronic Offer, or the actions that constitute an electronic Signature.
(4) Offer Process. A Contracting Agency may specify that Persons must submit an Electronic Offer by a particular date and time, or that Persons may submit multiple Electronic Offers during a period of time established in the Electronic Advertisement. When the Contracting Agency specifies that Persons may submit multiple Electronic Offers during a specified period of time, the Contracting Agency must designate a time and date on which Persons may begin to submit Electronic Offers, and a time and date after which Persons may no longer submit Electronic Offers. The date and time after which Persons may no longer submit Electronic Offers need not be specified by a particular date and time, but may be specified by a description of the conditions that, when they occur, will establish the date and time after which Persons may no longer submit Electronic Offers. When the Contracting Agency will accept Electronic Offers for a period of time, then at the designated date and time that the Contracting Agency will first receive Electronic Offers, the Contracting Agency must begin to accept real time Electronic Offers on the Contracting Agency's Electronic Procurement System, and shall continue to accept Electronic Offers in accordance with section (5)(b) of this rule until the date and time specified by the Contracting Agency, after which the Contracting Agency will no longer accept Electronic Offers.
(5) Receipt of Electronic Offers.
(a) When a Contracting Agency conducts an electronic Procurement that provides that all Electronic Offers must be submitted by a particular date and time, the Contracting Agency shall receive the Electronic Offers in accordance with these division 47 rules.
(b) When the Contracting Agency specifies that Persons may submit multiple Electronic Offers during a period of time, the Contracting Agency shall accept Electronic Offers, and Persons may submit Electronic Offers, in accordance with the following:
(A) Following receipt of the first Electronic Offer after the day and time the Contracting Agency first receives Electronic Offers the Contracting Agency shall post on the Contracting Agency's Electronic Procurement System, and updated on a real time basis, the lowest Electronic Offer price or the highest ranking Electronic Offer. At any time before the date and time after which the Contracting Agency will no longer receive Electronic Offers, a Person may revise its Electronic Offer, except that a Person may not lower its price unless that price is below the then lowest Electronic Offer.
(B) A Person may not increase the price set forth in an Electronic Offer after the day and time that the Contracting Agency first accepts Electronic Offers.
(C) A Person may withdraw an Electronic Offer only in compliance with these division 47 rules. If a Person withdraws an Electronic Offer, it may not later submit an Electronic Offer at a price higher than that set forth in the withdrawn Electronic Offer.
(6) Failure of the E-Procurement System. In the event of a failure of the Contracting Agency's Electronic Procurement System that interferes with the ability of Persons to submit Electronic Offers, protest or to otherwise participate in the Procurement, the Contracting Agency may cancel the Procurement in accordance with OAR 137-047-0660, or may extend the date and time for receipt of Electronic Offers by providing notice of the extension immediately after the Electronic Procurement System becomes available.
Stat. Auth.: ORS 279A.065 & 279B.055

Stats. Implemented: ORS 279A.065

Hist.: DOJ 11-2004, f. 9-1-04, cert. ef. 3-1-05; DOJ 20-2005, f. 12-27-05, cert. ef. 1-1-06; DOJ 19-2007, f. 12-28-07, cert. ef. 1-1-08

Bid and Proposal Preparation

137-047-0400
Offer Preparation
(1) Instructions. An Offeror shall submit and Sign its Offer in accordance with the instructions set forth in the Solicitation Document. An Offeror shall initial and submit any correction or erasure to its Offer prior to Opening in accordance with the requirements for submitting an Offer set forth in the Solicitation Document.
(2) Forms. An Offeror shall submit its Offer on the form(s) provided in the Solicitation Document, unless an Offeror is otherwise instructed in the Solicitation Document.
(3) Documents. An Offeror shall provide the Contracting Agency with all documents and Descriptive Literature required by the Solicitation Document.
Stat. Auth.: ORS 279A.065

Stats. Implemented: ORS 279A.065

Hist.: DOJ 11-2004, f. 9-1-04, cert. ef. 3-1-05; DOJ 20-2005, f. 12-27-05, cert. ef. 1-1-06; DOJ 19-2007, f. 12-28-07, cert. ef. 1-1-08
137-047-0410
Offer Submission
(1) Product Samples and Descriptive Literature. A Contracting Agency may require Product Samples or Descriptive Literature if the Contracting Agency determines either is necessary or desirable to evaluate the quality, features or characteristics of an Offer. The Contracting Agency will dispose of Product Samples, or make them available for the Offeror to retrieve in accordance with the Solicitation Document.
(2) Identification of Offers:
(a) To ensure proper identification and handling, Offers shall be submitted in a sealed envelope appropriately marked or in the envelope provided by the Contracting Agency, whichever is applicable. If the Contracting Agency permits Electronic Offers or facsimile Offers in the Solicitation Document, the Offeror may submit and identify Electronic Offers or facsimile Offers in accordance with these division 47 rules and the instructions set forth in the Solicitation Document. The Contracting Agency shall not consider facsimile or electronic Offers unless authorized by the Solicitation Document.
(b) The Contracting Agency is not responsible for Offers submitted in any manner, format or to any delivery point other than as required in the Solicitation Document.
(3) Receipt of Offers. The Offeror is responsible for ensuring the Contracting Agency receives its Offer at the required delivery point prior to the Closing, regardless of the method used to submit or transmit the Offer.
Stat. Auth.: ORS 279A.065

Stats. Implemented: ORS 279A.065

Hist.: DOJ 11-2004, f. 9-1-04, cert. ef. 3-1-05; DOJ 20-2005, f. 12-27-05, cert. ef. 1-1-06; DOJ 19-2007, f. 12-28-07, cert. ef. 1-1-08
137-047-0420
Pre-Offer Conferences
(1) Purpose. A Contracting Agency may hold pre-Offer conferences with prospective Offerors prior to Closing, to explain the Procurement requirements, obtain information, or to conduct site inspections.
(2) Required Attendance. The Contracting Agency may require attendance at the pre-Offer conference as a condition for making an Offer.
(3) Scheduled Time. If a Contracting Agency holds a pre-Offer conference, it shall be held within a reasonable time after the Solicitation Document has been issued, but sufficiently before the Closing to allow Offerors to consider information provided at that conference.
(4) Statements Not Binding. Statements made by a Contracting Agency's representative at the pre-Offer conference do not change the Solicitation Document unless the Contracting Agency confirms such statements with a Written Addendum to the Solicitation Document.
(5) Agency Announcement. The Contracting Agency must set forth notice of any pre-Offer conference in the Solicitation Document in accordance with OAR 137-047-0255(2) or 137-047-0260(2).
Stat. Auth.: ORS 279A.065

Stats. Implemented: ORS 279A.065

Hist.: DOJ 11-2004, f. 9-1-04, cert. ef. 3-1-05
137-047-0430
Addenda to Solicitation Document
(1) Issuance; Receipt. The Contracting
Agency may change a Solicitation Document only by Written Addenda. An Offeror shall
provide Written acknowledgment of receipt of all issued Addenda with its Offer,
unless the Contracting Agency otherwise specifies in the Addenda.
(2) Notice and Distribution.
The Contracting Agency shall notify prospective Offerors of Addenda in a manner
intended to foster competition and to make prospective Offerors aware of the Addenda.
The Solicitation Document shall specify how the Contracting Agency will provide
notice of Addenda and how the Contracting Agency will make the Addenda available
before Closing, and at each subsequent step or tier of evaluation if the Contracting
Agency will engage in a multistep competitive sealed Bid process in accordance with
OAR 137-047-0257, or a multi-tiered or multistep competitive sealed Proposal process
in accordance with 137-047-0261. The following is an example of how a Contracting
Agency may specify how it will provide notice of Addenda: "Contracting Agency will
not mail notice of Addenda, but will publish notice of any Addenda on Contracting
Agency's web site. Addenda may be downloaded off the Contracting Agency's web site.
Offerors should frequently check the Contracting Agency's web site until Closing,
i.e., at least once weekly until the week of Closing and at least once daily the
week of the Closing."
(3) Timelines; Extensions.
(a) The Contracting Agency shall
issue Addenda within a reasonable time to allow prospective Offerors to consider
the Addenda in preparing their Offers. The Contracting Agency may extend the Closing
if the Contracting Agency determines prospective Offerors need additional time to
review and respond to Addenda. Except to the extent justified by a countervailing
public interest, the Contracting Agency shall not issue Addenda less than 72 hours
before the Closing unless the Addendum also extends the Closing.
(b) Notwithstanding subsection
(3)(a) of this rule, an Addendum that modifies the evaluation criteria, selection
process or procedure for any tier of competition under a multistep sealed Bid or
a multi-tiered or multistep sealed Proposal issued in accordance with ORS 279B.060(6)(d)
and OAR 137-047-0261 must be issued no fewer than five (5) Days before the beginning
of that tier or step of competition, unless the Contracting Agency determines that
a shorter period is sufficient to allow Offerors to prepare for that tier or step
of competition. The Contracting Agency shall document the factors it considered
in making that determination, which may include, without limitation, the scope of
the changes to the Solicitation Document, the location of the remaining eligible
Proposers, or whether shortening the period between issuing an Addendum and the
beginning of the next tier or step of competition favors or disfavors any particular
Proposer or Proposers.
(4) Request for Change or Protest.
Unless a different deadline is set forth in the Addendum, an Offeror may submit
a Written request for change or protest to the Addendum, as provided in OAR 137-047-0730,
by the close of the Contracting Agency's next business day after issuance of the
Addendum, or up to the last day allowed to submit a request for change or protest
under 137-047-0730, whichever date is later. If the date established in the previous
sentence falls after the deadline for receiving protests to the Solicitation Document
in accordance with 137-047-0730, then the Contracting Agency may consider an Offeror's
request for change or protest to the Addendum only, and the Contracting Agency shall
not consider a request for change or protest to matters not added or modified by
the Addendum. Notwithstanding any provision of this section (4) of this rule, a
Contracting Agency is not required
to provide a protest period for Addenda issued after initial Closing during a multi-tier
or multistep Procurement process conducted pursuant to ORS 279B.055 or 279B.060.
Stat. Auth.: ORS 279A.065 & 279B.060

Stats. Implemented: ORS 279B.060

Hist.: DOJ 11-2004, f. 9-1-04,
cert. ef. 3-1-05; DOJ 19-2007, f. 12-28-07, cert. ef. 1-1-08; DOJ 10-2011, f. 11-29-11,
cert. ef. 1-1-12
137-047-0440
Pre-Closing Modification or Withdrawal of Offers
(1) Modifications. An Offeror may modify its Offer in Writing prior to the Closing. An Offeror shall prepare and submit any modification to its Offer to the Contracting Agency in accordance with OAR 137-047-0400 and 137-047-0410, unless otherwise specified in the Solicitation Document. Any modification must include the Offeror's statement that the modification amends and supersedes the prior Offer. The Offeror shall mark the submitted modification as follows:
(a) Bid (or Proposal) Modification; and
(b) Solicitation Document Number (or other identification as specified in the Solicitation Document).
(2) Withdrawals.
(a) An Offeror may withdraw its Offer by Written notice submitted on the Offeror's letterhead, Signed by an authorized representative of the Offeror, delivered to the individual and location specified in the Solicitation Document (or the place of Closing if no location is specified), and received by the Contracting Agency prior to the Closing. The Offeror or authorized representative of the Offeror may also withdraw its Offer in person prior to the Closing, upon presentation of appropriate identification and evidence of authority satisfactory to the Contracting Agency.
(b) The Contracting Agency may release an unopened Offer withdrawn under subsection (2)(a) of this rule to the Offeror or its authorized representative, after voiding any date and time stamp mark.
(c) The Offeror shall mark the Written request to withdraw an Offer as follows:
(A) Bid (or Proposal) Withdrawal; and
(B) Solicitation Document Number (or Other Identification as specified in the Solicitation Document).
(3) Documentation. The Contracting Agency shall include all documents relating to the modification or withdrawal of Offers in the appropriate Procurement file.
Stat. Auth.: ORS 279A.065 & ORS 279B.055

Stats. Implemented: ORS 279B.055

Hist.: DOJ 11-2004, f. 9-1-04, cert. ef. 3-1-05
137-047-0450
Receipt, Opening, and Recording of Offers; Confidentiality of Offers
(1) Receipt. A Contracting Agency shall
electronically or mechanically time-stamp or hand-mark each Offer and any modification
upon receipt. The Contracting Agency shall not open the Offer or modification upon
receipt, but shall maintain it as confidential and secure until Opening. If the
Contracting Agency inadvertently opens an Offer or a modification prior to the Opening,
the Contracting Agency shall return the Offer or modification to its secure and
confidential state until Opening. The Contracting Agency shall document the resealing
for the Procurement file (e.g. "Contracting Agency inadvertently opened the Offer
due to improper identification of the Offer.").
(2) Opening and Recording.
A Contracting Agency shall publicly open Offers including any modifications made
to the Offer pursuant to OAR 137-047-0440(1). In the case of Invitations to Bid,
to the extent practicable, the Contracting Agency shall read aloud the name of each
Bidder, and such other information as the Contracting Agency considers appropriate.
However, the Contracting Agency may withhold from disclosure information in accordance
with ORS 279B.055(5)(c) and 279B.060(6). In the case of Requests for Proposals or
voluminous Bids, if the Solicitation Document so provides, the Contracting Agency
will not read Offers aloud.
Stat. Auth.: ORS 279A.065 & 279B.055
Stats. Implemented: ORS 279B.055
Hist.: DOJ 11-2004, f. 9-1-04,
cert. ef. 3-1-05; DOJ 10-2014(Temp), f. & cert. ef. 7-1-14 thru 12-26-14; Administrative
correction, 1-27-15; DOJ 2-2015, f. & cert. ef. 2-3-15
137-047-0460
Late Offers, Late Withdrawals and Late Modifications
Any Offer received after Closing
is late. An Offeror's request for withdrawal or modification of an Offer received
after Closing is late. An Agency shall not consider late Offers, withdrawals or
modifications except as permitted in OAR 137-047-0470 or 137-047-0261.
Stat. Auth.: ORS 279A.065 &
279B.055

Stats. Implemented: ORS 279B.055

Hist.: DOJ 11-2004, f. 9-1-04,
cert. ef. 3-1-05; DOJ 10-2011, f. 11-29-11, cert. ef. 1-1-12
137-047-0470
Mistakes
(1) Generally. To protect the integrity of the competitive Procurement process and to assure fair treatment of Offerors, a Contracting Agency should carefully consider whether to permit waiver, correction or withdrawal of Offers for certain mistakes.
(2) Contracting Agency Treatment of Mistakes. A Contracting Agency shall not allow an Offeror to correct or withdraw an Offer for an error in judgment. If the Contracting Agency discovers certain mistakes in an Offer after Opening, but before Award of the Contract, the Contracting Agency may take the following action:
(a) A Contracting Agency may waive, or permit an Offeror to correct, a minor informality. A minor informality is a matter of form rather than substance that is evident on the face of the Offer, or an insignificant mistake that can be waived or corrected without prejudice to other Offerors. Examples of minor informalities include an Offeror's failure to:
(A) Return the correct number of Signed Offers or the correct number of other documents required by the Solicitation Document;
(B) Sign the Offer in the designated block, provided a Signature appears elsewhere in the Offer, evidencing an intent to be bound; and
(C) Acknowledge receipt of an Addendum to the Solicitation Document, provided that it is clear on the face of the Offer that the Offeror received the Addendum and intended to be bound by its terms; or the Addendum involved did not affect price, quality or delivery.
(b) A Contracting Agency may correct a clerical error if the error is evident on the face of the Offer or other documents submitted with the Offer, and the Offeror confirms the Contracting Agency's correction in Writing. A clerical error is an Offeror's error in transcribing its Offer. Examples include typographical mistakes, errors in extending unit prices, transposition errors, arithmetical errors, instances in which the intended correct unit or amount is evident by simple arithmetic calculations (for example, a missing unit price may be established by dividing the total price for the units by the quantity of units for that item, or a missing or incorrect total price for an item may be established by multiplying the unit price by the quantity when those figures are available in the Offer). Unit prices shall prevail over extended prices in the event of a discrepancy between extended prices and unit prices.
(c) A Contracting Agency may permit an Offeror to withdraw an Offer based on one or more clerical errors in the Offer only if the Offeror shows with objective proof and by clear and convincing evidence:
(A) The nature of the error;
(B) That the error is not a minor informality under this subsection or an error in judgment;
(C) That the error cannot be corrected or waived under subsection (b) of this section;
(D) That the Offeror acted in good faith in submitting an Offer that contained the claimed error and in claiming that the alleged error in the Offer exists;
(E) That the Offeror acted without gross negligence in submitting an Offer that contained a claimed error;
(F) That the Offeror will suffer substantial detriment if the Contracting Agency does not grant the Offeror permission to withdraw the Offer;
(G) That the Contracting Agency's or the public's status has not changed so significantly that relief from the forfeiture will work a substantial hardship on the Contracting Agency or the public it represents; and
(H) That the Offeror promptly gave notice of the claimed error to the Contracting Agency.
(d) The criteria in subsection (2)(c) of this rule shall determine whether a Contracting Agency will permit an Offeror to withdraw its Offer after Closing. These criteria also shall apply to the question of whether a Contracting Agency will permit an Offeror to withdraw its Offer without forfeiture of its Bid bond (or other Bid or Proposal security), or without liability to the Contracting Agency based on the difference between the amount of the Offeror's Offer and the amount of the Contract actually awarded by the Contracting Agency, whether by Award to the next lowest Responsive and Responsible Bidder or the most Advantageous Responsive and Responsible Proposer, or by resort to a new solicitation.
(3) Rejection for Mistakes. The Contracting Agency shall reject any Offer in which a mistake is evident on the face of the Offer and the intended correct Offer is not evident or cannot be substantiated from documents submitted with the Offer.
(4) Identification of Mistakes after Award. The procedures and criteria set forth above are Offeror's only opportunity to correct mistakes or withdraw Offers because of a mistake. Following Award, an Offeror is bound by its Offer, and may withdraw its Offer or rescind a Contract entered into pursuant to this division 47 only to the extent permitted by applicable law.
Stat. Auth.: ORS 279A.065 & 279B.055

Stats. Implemented: ORS 279B.055

Hist.: DOJ 11-2004, f. 9-1-04, cert. ef. 3-1-05; DOJ 15-2009, f. 12-1-09, cert. ef. 1-1-10
137-047-0480
Time for Agency Acceptance
An Offeror's Offer is a Firm Offer, irrevocable, valid and binding on the Offeror for not less than thirty (30) Days following Closing unless otherwise specified in the Solicitation Document.
Stat. Auth.: ORS 279A.065

Stats. Implemented: ORS 279A.065

Hist.: DOJ 11-2004, f. 9-1-04, cert. ef. 3-1-05
137-047-0490
Extension of Time for Acceptance of Offer
A Contracting Agency may request, orally or in Writing, that Offerors extend, in Writing, the time during which the Contracting Agency may consider their Offer(s). If an Offeror agrees to such extension, the Offer shall continue as a Firm Offer, irrevocable, valid and binding on the Offeror for the agreed-upon extension period.
Stat. Auth.: ORS 279A.065

Stats. Implemented: ORS 279A.065

Hist.: DOJ 11-2004, f. 9-1-04, cert. ef. 3-1-05

Qualifications and Duties

137-047-0500
Responsibility of Bidders and Proposers
Before Awarding a Contract the Contracting Agency shall determine that the Bidder submitting the lowest Bid or Proposer submitting the most Advantageous Proposal is Responsible. The Contracting Agency shall use the standards set forth in ORS 279B.110 and OAR 137-047-0640(1)(c)(F) to determine if a Bidder or Proposer is Responsible. In the event a Contracting Agency determines a Bidder or Proposer is not Responsible it shall prepare a Written determination of non-Responsibility as required by ORS 279B.110 and shall reject the Offer.
Stat. Auth.: ORS 279A.065

Stats. Implemented: ORS 279B.110

Hist.: DOJ 11-2004, f. 9-1-04, cert. ef. 3-1-05
137-047-0525
Qualified Products Lists
A Contracting Agency may develop and maintain a qualified products list pursuant to ORS 279B.115.
Stat. Auth.: ORS 279A.065

Stats. Implemented: ORS 279B.115

Hist.: DOJ 11-2004, f. 9-1-04, cert. ef. 3-1-05
137-047-0550
Prequalification of Prospective Offerors; Pre-negotiation of Contract Terms and Conditions
(1) A Contracting Agency may prequalify prospective Offerors pursuant to ORS 279B.120 and 279B.125.
(2) Notwithstanding the prohibition against revocation of prequalification in ORS 279B.120(3), a Contracting Agency may determine that a prequalified Offeror is not Responsible prior to Contract Award.
(3) A Contracting Agency may pre-negotiate some or all Contract terms and conditions including prospective Proposer Contract forms such as license agreements, maintenance and support agreements or similar documents for use in future Procurements. Such pre-negotiation of Contract terms and conditions (including prospective Proposer forms) may be part of the prequalification process of a Proposer in section (1) or the pre-negotiation may be a separate process and not part of a prequalification process. Unless required as part of the prequalification process, the failure of the Contracting Agency and the prospective Proposer to reach agreement on pre-negotiated Contract terms and conditions does not prohibit the prospective Proposer from responding to Procurements. A Contracting Agency may agree to different pre-negotiated Contract terms and conditions with different prospective Proposers. When a Contracting Agency has pre-negotiated different terms and conditions with Proposers or when permitted, Proposers offer different terms and conditions, a Contracting Agency may consider the terms and conditions in the Proposal evaluation process.
Stat. Auth.: ORS 279A.065

Stats. Implemented: ORS 279A.015, 279B.120

Hist.: DOJ 11-2004, f. 9-1-04, cert. ef. 3-1-05; DOJ 15-2009, f. 12-1-09, cert. ef. 1-1-10
137-047-0560
Personal Services Contract
to Provide Specifications — State Agency Disqualification as Bidder or Proposer
(1) For the purposes of ORS 279B.040(1),
a reasonable person would believe that a person who assisted a state contracting
agency, under a personal services contract, in the development of a solicitation
for goods or services (or that person’s affiliate), would have an advantage
in obtaining the public contract that is the subject of the solicitation if:
(a) The specifications recommended
by the personal service contractor for the sequence of services, incorporation of
special service or fabrication techniques, or design of any goods or components
or elements of goods that the state contracting agency published in its solicitation
documents call for, expressly or implicitly, requirements that only the personal
services contractor (or the contractor’s affiliate), or a limited class of
individuals in the contractor’s area of specialty, have the ability to perform
or produce or have the rights to perform or produce.
(b) The rendering of solicitation
document development assistance under the personal services contract gives the contractor
knowledge of the state contracting agency’s special needs or procedures, not
generally known to the public, that give the contractor (or the contractor’s
affiliate) a material competitive advantage in competing for the contract for goods
or services.
(c) The rendering of solicitation
document development assistance under the personal services contract gives the contractor,
significantly in advance of other prospective bidders or proposers, knowledge of
the solicitation document requirements that would allow the personal services contractor
(or the contractor’s affiliate) a materially longer period in which to craft
or refine a proposal in response to the solicitation documents.
(2) For the purposes of ORS
279B.040(1), a reasonable person would believe that a person who assisted a state
contracting agency, under a personal services contract, in the development of a
solicitation for goods or services (or that person’s affiliate) would appear
to have an advantage in obtaining the public contract that is the subject of the
solicitation if:
(a) Taking into account the
personal services contractor’s announced areas of specialization, expertise
or experience, the personal service contractor (or the contractor’s affiliate),
or only a limited class of individuals in the contractor’s area of specialty,
appear to have the capability to conform closely with the solicitation document
requirements.
(b) Taking into account the
personal services contractor’s announced areas of specialization, expertise
or experience, the personal service contractor (or the contractor’s affiliate),
or only a severely limited class of individuals in the contractor’s area of
specialty, appear to have the qualifications, training, experience or capacity to
satisfy any minimum requirements that may be stated in the solicitation documents.
(c) The solicitation documents
for a contract for goods or services contain restrictions, deadlines or requirements
that do not, when viewed objectively, reasonably promote rational procurement objectives
of the state contracting agency.
(3) If a state contracting
agency engages a personal services contractor to advise or assist in the development
of solicitation documents for a public contract for goods or services and the personal
services contractor is engaged in the business of providing goods or services described
in the solicitation documents, and the agency wishes to accept a bid or proposal
from the personal services contractor under conditions described in section (2)
or section (3) of this rule, the agency must apply to the Director of the Department
of Administrative Services, as permitted by ORS 279B.040(2), for an exemption from
the disqualification from the ability to submit a bid or proposal.
Stat. Auth.: ORS 279A.065
Stats. Implemented: ORS 279B.040
Hist.: DOJ 8-2012, f. 7-2-12,
cert. ef. 8-1-12; DOJ 10-2014(Temp), f. & cert. ef. 7-1-14 thru 12-26-14; Administrative
correction, 1-27-15; DOJ 2-2015, f. & cert. ef. 2-3-15
137-047-0575
Debarment of Prospective Offerors
(1) Generally. A Contracting Agency may Debar prospective Offerors for the reasons set forth in ORS 279A.110 or after providing notice and the opportunity for hearing as set forth in ORS 279B.130.
(2) Responsibility. Notwithstanding the limitation on the term for Debarment in ORS 279B.130(1)(b), a Contracting Agency may determine that a previously Debarred Offeror is not Responsible prior to Contract Award.
(3) Imputed Knowledge. A Contracting Agency may attribute improper conduct of a Person or its affiliate or affiliates having a contract with a prospective Offeror to the prospective Offeror for purposes of Debarment where the impropriety occurred in connection with the Person's duty for or on behalf of, or with the knowledge, approval, or acquiescence of, the prospective Offeror.
(4) Limited Participation. A Contracting Agency may allow a Debarred Person to participate in solicitations and Contracts on a limited basis during the Debarment period upon Written determination that participation is Advantageous to a Contracting Agency. The determination shall specify the factors on which it is based and define the extent of the limits imposed.
Stat. Auth.: ORS 279A.065

Stats. Implemented: ORS 279B.130

Hist.: DOJ 11-2004, f. 9-1-04, cert. ef. 3-1-05; DOJ 19-2007, f. 12-28-07, cert. ef. 1-1-08

Offer Evaluation and Award

137-047-0600
Offer Evaluation and Award
(1) Contracting Agency Evaluation.
The Contracting Agency shall evaluate Offers only as set forth in the Solicitation
Document, pursuant to ORS 279B.055(6)(a) and 279B.060(6)(b), and in accordance with
applicable law. The Contracting Agency shall not evaluate Offers using any other
requirement or criterion.
(a) Evaluation of Bids.
(A) Nonresident Bidders. In
determining the lowest Responsive Bid, the Contracting Agency shall apply the reciprocal
preference set forth in ORS 279A.120(2)(b) and OAR 137-046-0310 for Nonresident
Bidders.
(B) Public Printing. The Contracting
Agency shall for the purpose of evaluating Bids apply the public printing preference
set forth in ORS 282.210.
(C) Award When Bids are Identical.
If the Contracting Agency determines that one or more Bids are identical under OAR
137-046-0300, the Contracting Agency shall Award a Contract in accordance with the
procedures set forth in OAR 137-046-0300.
(b) Evaluation of Proposals.
(A) Award When Proposals are
Identical. If the Contracting Agency determines that one or more Proposals are identical
under OAR 137-046-0300, the Contracting Agency shall Award a Contract in accordance
with the procedures set forth in OAR 137-046-0300.
(B) Public Printing. The Contracting
Agency shall for the purpose of evaluating Proposals apply the public printing preference
set forth in ORS 282.210.
(c) Recycled Materials. When
procuring Goods, the Contracting Agency shall give preference for recycled materials
as set forth in ORS 279A.125 and OAR 137-046-0320.
(2) Clarification of Bids or
Proposals. After Opening, a Contracting Agency may conduct discussions with apparent
Responsive Offerors for the purpose of clarification to assure full understanding
of the Bids or Proposals. All Bids or Proposals, in the Contracting Agency's sole
discretion, needing clarification must be accorded such an opportunity. The Contracting
Agency shall document clarification of any Bidder's Bid in the Procurement file.
(3) Negotiations.
(a) Bids. A Contracting Agency
shall not negotiate with any Bidder. After Award of the Contract the Contracting
Agency and Contractor may only modify the Contract in accordance with OAR 137-047-0800.
(b) Requests for Proposals.
A Contracting Agency may conduct discussions or negotiate with Proposers only in
accordance with ORS 279B.060(6)(b) and OAR 137-047-0261. After Award of the Contract,
the Contracting Agency and Contractor may only modify the Contract in accordance
with OAR 137-047-0800.
(4) Award.
(a) General. If Awarded, the
Contracting Agency shall Award the Contract to the Responsible Bidder submitting
the lowest, Responsive Bid or the Responsible Proposer submitting the most Advantageous,
Responsive Proposal. The Contracting Agency may Award by item, groups of items or
the entire Offer provided such Award is consistent with the Solicitation Document
and in the public interest.
(b) Multiple Items. An Invitation
to Bid or Request for Proposals may call for pricing of multiple items of similar
or related type with Award based on individual line item, group total of certain
items, a "market basket" of items representative of the Contracting Agency's expected
purchases, or grand total of all items.
(c) Multiple Awards -- Bids.
(A) Notwithstanding subsection
(4)(a) of this rule, a Contracting Agency may Award multiple Contracts under an
Invitation to Bid in accordance with the criteria set forth in the Invitation to
Bid. Multiple Awards shall not be made if a single Award will meet the Contracting
Agency's needs, including but not limited to adequate availability, delivery, service,
or product compatibility. A multiple Award may be made if Award to two or more Bidders
of similar Goods or Services is necessary for adequate availability, delivery, service
or product compatibility and skills. Multiple Awards may not be made for the purpose
of dividing the Procurement into multiple solicitations, or to allow for user preference
unrelated to utility or economy. A notice to prospective Bidders that multiple Contracts
may be Awarded for any Invitation to Bid shall not preclude the Contracting Agency
from Awarding a single Contract for such Invitation to Bid.
(B) If an Invitation to Bid
permits the Award of multiple Contracts, the Contracting Agency shall specify in
the Invitation to Bid the criteria it will use to choose from the multiple Contracts
when purchasing Goods or Services.
(d) Multiple Awards -- Proposals.
(A) Notwithstanding subsection
4(a) of this rule, a Contracting Agency may Award multiple Contracts under a Request
for Proposals in accordance with the criteria set forth in the Request for Proposals.
Multiple Awards shall not be made if a single Award will meet the Contracting Agency's
needs, including but not limited to adequate availability, delivery, service or
product compatibility. A multiple Award may be made if Award to two or more Proposers
of similar Goods or Services is necessary for adequate availability, delivery, service
or product compatibility. Multiple Awards may not be made for the purpose of dividing
the Procurement into multiple solicitations, or to allow for user preference unrelated
to obtaining the most Advantageous Contract. A notice to prospective Proposers that
multiple Contracts may be Awarded for any Request for Proposals shall not preclude
the Contracting Agency from Awarding a single Contract for such Request for Proposals.
(B) If a Request for Proposals
permits the Award of multiple Contracts, the Contracting Agency shall specify in
the Request for Proposals the criteria it will use to choose from the multiple Contracts
when purchasing Goods or Services, which may include consideration and evaluation
of the Contract terms and conditions agreed to by the Contractors.
(e) Partial Awards. If after
evaluation of Offers, the Contracting Agency determines that an acceptable Offer
has been received for only parts of the requirements of the Solicitation Document:
(A) The Contracting Agency may
Award a Contract for the parts of the Solicitation Document for which acceptable
Offers have been received; or
(B) The Contracting Agency may
reject all Offers and may issue a new Solicitation Document on the same or revised
terms, conditions and Specifications.
(f) All or none Offers. A Contracting
Agency may Award all or none Offers if the evaluation shows an all or none Award
to be the lowest cost for Bids or the most Advantageous for Proposals of those submitted.
Stat. Auth.: ORS 279A.065 &
279B.060

Stats. Implemented: ORS 279B.055
& 279B.060

Hist.: DOJ 11-2004, f. 9-1-04,
cert. ef. 3-1-05; DOJ 15-2009, f. 12-1-09, cert. ef. 1-1-10; DOJ 10-2011, f. 11-29-11,
cert. ef. 1-1-12
137-047-0610
Notice of Intent to Award
(1) Notice of Intent to Award. The Contracting Agency shall provide Written notice of its intent to Award to all Bidders and Proposers pursuant to ORS 279B.135 at least seven (7) Days before the Award of a Contract, unless the Contracting Agency determines that circumstances justify prompt execution of the Contract, in which case the Contracting Agency may provide a shorter notice period. The Contracting Agency shall document the specific reasons for the shorter notice period in the Procurement file.
(2) Finality. The Contracting Agency's Award shall not be final until the later of the following:
(a) The expiration of the protest period provided pursuant to OAR 137-047-0740; or
(b) The Contracting Agency provides Written responses to all timely-filed protests denying the protests and affirming the Award.
Stat. Auth.: ORS 279A.065 & 279B.135

Stats. Implemented: ORS 279B.135

Hist.: DOJ 11-2004, f. 9-1-04, cert. ef. 3-1-05; DOJ 19-2007, f. 12-28-07, cert. ef. 1-1-08
137-047-0620
Documentation of Award
(1) Basis of Award. After Award, the Contracting
Agency shall make a record showing the basis for determining the successful Offeror
part of the Contracting Agency's Procurement file.
(2) Contents of Award Record.
The Contracting Agency's record shall include:
(a) For Bids:
(A) Bids;
(B) Completed Bid tabulation
sheet; and
(C) Written justification for
any rejection of lower Bids.
(b) For Proposals:
(A) Proposals;
(B) The completed evaluation
of the Proposals;
(C) Written justification for
any rejection of higher scoring Proposals; and
(D) If the Contracting Agency
engaged in any of the methods of Contractor selection described in ORS 279B.060(6)(b)
and OAR 137-047-0261, Written documentation of the content of any discussions, negotiations,
best and final Offers, or any other procedures the Contracting Agency used to select
a Proposer to which the Contracting Agency Awarded a Contract.
Stat. Auth.: ORS 279A.065

Stats. Implemented: ORS 279A.065

Hist.: DOJ 11-2004, f. 9-1-04,
cert. ef. 3-1-05; DOJ 10-2011, f. 11-29-11, cert. ef. 1-1-12
137-047-0630
Availability of Award Decisions
(1) Contract Documents. To the extent required by the Solicitation Document, the Contracting Agency shall deliver to the successful Offeror a Contract, Signed purchase order, Price Agreement, or other Contract documents as applicable.
(2) Availability of Award Decisions. A Person may obtain tabulations of Awarded Bids or evaluation summaries of Proposals for a minimal charge, in person or by submitting to the Contracting Agency a Written request accompanied by payment. The requesting Person shall provide the Solicitation Document number and enclose a self-addressed, stamped envelope. In addition, the Contracting Agency may make available tabulations of Bids and Proposals through the Electronic Procurement System of the Contracting Agency or the Contracting Agency's website.
(3) Availability of Procurement Files. After notice of intent to Award, the Contracting Agency shall make Procurement files available in accordance with applicable law.
Stat. Auth.: ORS 279A.065

Stats. Implemented: ORS 279B.055 & ORS 279B.060

Hist.: DOJ 11-2004, f. 9-1-04, cert. ef. 3-1-05
137-047-0640
Rejection of an Offer
(1) Rejection of an Offer.
(a) A Contracting Agency may reject any Offer as set forth
in ORS 279B.100.
(b) The Contracting Agency shall reject
an Offer upon the Contracting Agency’s finding that the Offer:
(A) Is contingent upon the Contracting
Agency’s acceptance of terms and conditions (including Specifications) that
differ from the Solicitation Document;
(B) Takes exception to terms
and conditions (including Specifications) set forth in the Solicitation Document;
(C) Attempts to prevent public
disclosure of matters in contravention of the terms and conditions of the Solicitation
Document or in contravention of applicable law;
(D) Offers Goods or Services
that fail to meet the Specifications of the Solicitation Document;
(E) Is late;
(F) Is not in substantial compliance
with the Solicitation Document; or
(G) Is not in substantial compliance
with all prescribed public Procurement procedures.
(c) The Contracting Agency shall
reject an Offer upon the Contracting Agency’s finding that the Offeror:
(A) Has not been prequalified
under ORS 279B.120 and the Contracting Agency required mandatory prequalification;
(B) Has been Debarred as set
forth in ORS 279B.130 or has been disqualified pursuant to OAR 137-046-0210(3) (DBE
Disqualification);
(C) Has not met the requirements
of ORS 279A.105, if required by the Solicitation Document;
(D) Has not submitted properly
executed Bid or Proposal security as required by the Solicitation Document;
(E) Has failed to provide the
certification of non-discrimination required under ORS 279A.110(4); or
(F) Is non-Responsible. Offerors
are required to demonstrate their ability to perform satisfactorily under a Contract.
Before Awarding a Contract, the Contracting Agency must have information that indicates
that the Offeror meets the applicable standards of Responsibility. To be a Responsible
Offeror, the Contracting Agency must determine pursuant to ORS 279B.110 that the
Offeror:
(i) Has available the appropriate
financial, material, equipment, facility and personnel resources and expertise,
or ability to obtain the resources and expertise, necessary to meet all contractual
responsibilities;
(ii) Has completed previous
contracts of a similar nature with a satisfactory record of performance. A satisfactory
record of performance means that to the extent the costs associated with and time
available to perform a previous contract were within the Offeror’s control,
the Offeror stayed within the time and budget allotted for the Procurement and otherwise
performed the contract in a satisfactory manner. A Contracting Agency should carefully
scrutinize an Offeror’s record of contract performance if the Offeror is or
recently has been materially deficient in contract performance. In reviewing the
Offeror’s performance, the Contracting Agency should determine whether the
Offeror’s deficient performance was expressly excused under the terms of the
contract, or whether the Offeror took appropriate corrective action. The Contracting
Agency may review the Offeror’s performance on both private and public contracts
in determining the Offeror’s record of contract performance. The Contracting
Agency shall make its basis for determining an Offeror non-Responsible under this
subparagraph part of the Procurement file pursuant to ORS 279B.110(2)(b);
(iii) Has a satisfactory record
of integrity. An Offeror may lack integrity if a Contracting Agency determines the
Offeror demonstrates a lack of business ethics such as violation of state environmental
laws or false certifications made to a Contracting Agency. A Contracting Agency
may find an Offeror non-Responsible based on the lack of integrity of any Person
having influence or control over the Offeror (such as a key employee of the Offeror
that has the authority to significantly influence the Offeror’s performance
of the Contract or a parent company, predecessor or successor Person). The standards
for Debarment under ORS 279B.130 may be used to determine an Offeror’s integrity.
A Contracting Agency may find an Offeror non-responsible based on previous convictions
of offenses related to obtaining or attempting to obtain a contract or subcontract
or in connection with the Offeror’s performance of a contract or subcontract.
The Contracting Agency shall make its basis for determining that an Offeror is non-Responsible
under this subparagraph part of the Procurement file pursuant to 279B.110(2)(c);
(iv) Is legally qualified to
contract with the Contracting Agency; and
(v) Has supplied all necessary
information in connection with the inquiry concerning Responsibility. If the Offeror
fails to promptly supply information requested by the Contracting Agency concerning
Responsibility, the Contracting Agency shall base the determination of Responsibility
upon any available information, or may find the Offeror non-Responsible.
(2) Form of Business Entity.
For purposes of this rule, the Contracting Agency may investigate any Person submitting
an Offer. The investigation may include that Person’s officers, directors,
owners, affiliates, or any other Person acquiring ownership of the Person to determine
application of this rule or to apply the Debarment provisions of ORS 279B.130.
Stat. Auth.: ORS 279A.065

Stats. Implemented: ORS 279B.100
& 279B.110

Hist.: DOJ 11-2004, f. 9-1-04,
cert. ef. 3-1-05; DOJ 15-2009, f. 12-1-09, cert. ef. 1-1-10; DOJ 8-2012, f. 7-2-12,
cert. ef. 8-1-12
137-047-0650
Rejection of All Offers
(1) Rejection. A Contracting Agency may reject all Offers as set forth in ORS 279B.100. The Contracting Agency shall notify all Offerors of the rejection of all Offers, along with the reasons for rejection of all Offers.
(2) Criteria. The Contracting Agency may reject all Offers based upon the following criteria:
(a) The content of or an error in the Solicitation Document, or the Procurement process unnecessarily restricted competition for the Contract;
(b) The price, quality or performance presented by the Offerors are too costly or of insufficient quality to justify acceptance of any Offer;
(c) Misconduct, error, or ambiguous or misleading provisions in the Solicitation Document threaten the fairness and integrity of the competitive process;
(d) Causes other than legitimate market forces threaten the integrity of the competitive process. These causes may include, without limitation, those that tend to limit competition, such as restrictions on competition, collusion, corruption, unlawful anti-competitive conduct, and inadvertent or intentional errors in the Solicitation Document;
(e) The Contracting Agency cancels the Procurement or solicitation in accordance with OAR 137-047-0660; or
(f) Any other circumstance indicating that Awarding the Contract would not be in the public interest.
Stat. Auth.: ORS 279A.065

Stats. Implemented: ORS 279B.100

Hist.: DOJ 11-2004, f. 9-1-04, cert. ef. 3-1-05
137-047-0660
Cancellation of Procurement or Solicitation
(1) Cancellation in the Public Interest. A Contracting Agency may cancel a Procurement or solicitation as set forth in ORS 279B.100.
(2) Notice of Cancellation Before Opening. If the Contracting Agency cancels a Procurement or solicitation prior to Opening, the Contracting Agency shall provide Written notice of cancellation in the same manner that the Contracting Agency initially provided notice of the solicitation. Such notice of cancellation shall:
(a) Identify the Solicitation Document;
(b) Briefly explain the reason for cancellation; and
(c) If appropriate, explain that an opportunity will be given to compete on any resolicitation.
(3) Notice of Cancellation After Opening. If the Contracting Agency cancels a Procurement or solicitation after Opening, the Contracting Agency shall provide Written notice of cancellation to all Offerors who submitted Offers.
Stat. Auth.: ORS 279A.065

Stats. Implemented: ORS 279B.100

Hist.: DOJ 11-2004, f. 9-1-04, cert. ef. 3-1-05
137-047-0670
Disposition of Offers if Procurement or Solicitation Canceled
(1) Prior to Opening. If the
Contracting Agency cancels a Procurement or solicitation prior to Opening, the Contracting
Agency shall return all Offers it received to Offerors unopened, provided the Offeror
submitted its Offer in a hard copy format with a clearly visible return address.
If there is no return address on the envelope, the Contracting Agency shall open
the Offer to determine the source and then return it to the Offeror. For Electronic
Offers, the Contracting Agency shall delete the Offers from the Contracting Agency’s
Electronic Procurement System or information technology system.
(2) After Opening. If the Contracting
Agency cancels a Procurement or solicitation after Opening, the Contracting Agency:
(a) May return Proposals in
accordance with ORS 279B.060(56)(c); and
(b) Shall keep Bids in the Procurement
file.
(3) Rejection of All Offers.
If the Contracting Agency rejects all Offers, the Contracting Agency shall keep
all Proposals and Bids in the Procurement file.
Stat. Auth.: ORS 279A.065

Stats. Implemented: ORS 279B.100

Hist.: DOJ 11-2004, f. 9-1-04,
cert. ef. 3-1-05; DOJ 8-2012, f. 7-2-12, cert. ef. 8-1-12

Legal Remedies

137-047-0700
Protests and Judicial Review of Special Procurements
(1) Purpose. An Affected Person may protest the approval of a Special Procurement. Pursuant to ORS 279B.400(1), before seeking judicial review of the approval of a Special Procurement, an Affected Person must file a Written protest with the Contract Review Authority for the Contracting Agency and exhaust all administrative remedies.
(2) Delivery. Notwithstanding the requirements for filing a writ of review under ORS chapter 34 pursuant to ORS 279B.400(4)(a), an Affected Person must deliver a Written protest to the Contract Review Authority for the Contracting Agency within seven (7) Days after the first date of public notice of the approval of a Special Procurement by the Contract Review Authority for the Contracting Agency, unless a different protest period is provided in the public notice of the approval of a Special Procurement.
(3) Content of Protest. The Written protest must include:
(a) A detailed statement of the legal and factual grounds for the protest;
(b) A description of the resulting harm to the Affected Person; and
(c) The relief requested.
(4) Contract Review Authority Response. The Contract Review Authority shall not consider an Affected Person's protest of the approval of a Special Procurement submitted after the timeline established for submitting such protest under this rule or such different time period as may be provided in the public notice of the approval of a Special Procurement. The Contract Review Authority shall issue a Written disposition of the protest in a timely manner. If the Contract Review Authority upholds the protest, in whole or in part, it may in its sole discretion implement the sustained protest in the approval of the Special Procurement, or revoke the approval of the Special Procurement.
(5) Judicial Review. An Affected Person may seek judicial review of the Contract Review Authority's decision relating to a protest of the approval of a Special Procurement in accordance with ORS 279B.400.
Stat. Auth.: ORS 279A.065 & 279B.400

Stats. Implemented: ORS 279B.400

Hist.: DOJ 11-2004, f. 9-1-04, cert. ef. 3-1-05; DOJ 20-2005, f. 12-27-05, cert. ef. 1-1-06
137-047-0710
Protests and Judicial Review of Sole-Source Procurements
(1) Purpose. For sole-source Procurements requiring public notice under OAR 137-047-0275, an Affected Person may protest the determination of the Contract Review Authority or designee that the Goods or Services or class of Goods or Services are available from only one source. Pursuant to ORS 279B.420(3)(f), before seeking judicial review, an Affected Person must file a Written protest with the Contract Review Authority or designee and exhaust all administrative remedies.
(2) Delivery. Unless otherwise specified in the public notice of the sole-source Procurement, an Affected Person must deliver a Written protest to the Contract Review Authority or designee within seven (7) Days after the first date of public notice of the sole-source Procurement, unless a different protest period is provided in the public notice of a sole-source Procurement.
(3) Content of Protest. The Written protest must include:
(a) A detailed statement of the legal and factual grounds for the protest;
(b) A description of the resulting harm to the Affected Person; and
(c) The relief requested.
(4) Contract Review Authority Response. The Contract Review Authority or designee shall not consider an Affected Person's sole-source Procurement protest submitted after the timeline established for submitting such protest under this rule, or such different time period as may be provided in the public notice of the sole-source Procurement. The Contract Review Authority or designee shall issue a Written disposition of the protest in a timely manner. If the Contract Review Authority or designee upholds the protest, in whole or in part, the Contracting Agency shall not enter into a sole-source Contract.
(5) Judicial Review. Judicial review of the Contract Review Authority's or designee's disposition of a sole-source Procurement protest shall be in accordance with ORS 279B.420.
Stat. Auth.: ORS 279A.065

Stats. Implemented: ORS 279B.075

Hist.: DOJ 11-2004, f. 9-1-04, cert. ef. 3-1-05
137-047-0720
Protests and Judicial Review of Multi-Tiered and Multistep Solicitations
(1) Purpose. An Affected Offeror may protest exclusion from the Competitive Range or from subsequent tiers or steps of a solicitation in accordance with the applicable Solicitation Document. When such a protest is permitted by the Solicitation Document, then pursuant to ORS 279B.420(3)(f), before seeking judicial review, an Affected Offeror must file a Written protest with the Contracting Agency and exhaust all administrative remedies.
(2) Basis for Protest. An Affected Offeror may protest its exclusion from a tier or step of competition only if the Offeror is Responsible and submitted a Responsive Offer and but for the Contracting Agency's mistake in evaluating the Offeror's or other Offerors' Offers, the protesting Offeror would have been eligible to participate in the next tier or step of competition. (For example, the protesting Offeror must claim it is eligible for inclusion in the Competitive Range if all ineligible higher-scoring Offerors are removed from consideration, and that those ineligible Offerors are ineligible for inclusion in the Competitive Range because: their Proposals were not Responsive, or the Contracting Agency committed a substantial violation of a provision in the Solicitation Document or of an applicable Procurement statute or administrative rule, and the protesting Offeror was unfairly evaluated and would have, but for such substantial violation, been included in the Competitive Range.)
(3) Delivery. Unless otherwise specified in the Solicitation Document, an Affected Offeror must deliver a Written protest to the Contracting Agency within seven (7) Days after issuance of the notice of the Competitive Range or notice of subsequent tiers or steps.
(4) Content of Protest. The Affected Offeror's protest shall be in Writing and must specify the grounds upon which the protest is based.
(5) Contracting Agency Response. The Contracting Agency shall not consider an Affected Offeror's multi-tiered or multistep solicitation protest submitted after the timeline established for submitting such protest under this rule, or such different time period as may be provided in the Solicitation Document. The Contracting Agency shall issue a Written disposition of the protest in a timely manner. If the Contracting Agency upholds the protest, in whole or in part, the Contracting Agency may in its sole discretion either issue an Addendum under OAR 137-047-0430 reflecting its disposition or cancel the Procurement or solicitation under 137-047-0660.
(6) Judicial Review. Judicial review of the Contracting Agency's decision relating to a multi-tiered or multistep solicitation protest shall be in accordance with ORS 279B.420.
Stat. Auth.: ORS 279A.065

Stats. Implemented: ORS 279B.060

Hist.: DOJ 11-2004, f. 9-1-04, cert. ef. 3-1-05
137-047-0730
Protests and Judicial Review of Solicitations
(1) Purpose. A prospective Offeror may protest the Procurement process or the Solicitation Document for a Contract solicited under ORS 279B.055, 279B.060 and 279B.085 as set forth in 279B.405(2). Pursuant to 279B.405(3), before seeking judicial review, a prospective Offeror must file a Written protest with the Contracting Agency and exhaust all administrative remedies.
(2) Delivery. Unless otherwise specified in the Solicitation Document, a prospective Offeror must deliver a Written protest to the Contracting Agency not less than ten (10) Days prior to Closing.
(3) Content of Protest. In addition to the information required by ORS 279B.405(4), a prospective Offeror's Written protest shall include a statement of the desired changes to the Procurement process or the Solicitation Document that the prospective Offeror believes will remedy the conditions upon which the prospective Offeror based its protest.
(4) Contracting Agency Response. The Contracting Agency shall not consider a Prospective Offeror's solicitation protest submitted after the timeline established for submitting such protest under this rule, or such different time period as may be provided in the Solicitation Document. The Contracting Agency shall consider the protest if it is timely filed and meets the conditions set forth in ORS 279B.405(4). The Contracting Agency shall issue a Written disposition of the protest in accordance with the timeline set forth in 279B.405(6). If the Contracting Agency upholds the protest, in whole or in part, the Contracting Agency may in its sole discretion either issue an Addendum reflecting its disposition under OAR 137-047-0430 or cancel the Procurement or solicitation under 137-047-0660.
(5) Extension of Closing. If the Contracting Agency receives a protest from a prospective Offeror in accordance with this rule, the Contracting Agency may extend Closing if the Contracting Agency determines an extension is necessary to consider and respond to the protest.
(6) Clarification. Prior to the deadline for submitting a protest, a prospective Offeror may request that the Contracting Agency clarify any provision of the Solicitation Document. The Contracting Agency's clarification to an Offeror, whether orally or in Writing, does not change the Solicitation Document and is not binding on the Contracting Agency unless the Contracting Agency amends the Solicitation Document by Addendum.
(7) Judicial Review. Judicial review of the Contracting Agency's decision relating to a solicitation protest shall be in accordance with ORS 279B.405.
Stat. Auth.: ORS 279A.065 & 279B.405

Stats. Implemented: ORS 279B.405

Hist.: DOJ 11-2004, f. 9-1-04, cert. ef. 3-1-05; DOJ 20-2005, f. 12-27-05, cert. ef. 1-1-06; DOJ 19-2007, f. 12-28-07, cert. ef. 1-1-08
137-047-0740
Protests and Judicial Review of Contract Award
(1) Purpose. An Offeror may protest the Award of a Contract, or the intent to Award of a Contract, whichever occurs first, if the conditions set forth in ORS 279B.410(1) are satisfied. An Offeror must file a Written protest with the Contracting Agency and exhaust all administrative remedies before seeking judicial review of the Contracting Agency's Contract Award decision.
(2) Delivery. Unless otherwise specified in the Solicitation Document, an Offeror must deliver a Written protest to the Contracting Agency within seven (7) Days after the Award of a Contract, or issuance of the notice of intent to Award the Contract, whichever occurs first.
(3) Content of Protest. An Offeror's Written protest shall specify the grounds for the protest to be considered by the Contracting Agency pursuant to ORS 279B.410(2).
(4) Contracting Agency Response. The Contracting Agency shall not consider an Offeror's Contract Award protest submitted after the timeline established for submitting such protest under this rule, or such different time period as may be provided in the Solicitation Document. The Contracting Agency shall issue a Written disposition of the protest in a timely manner as set forth in ORS 279B.410(4). If the Contracting Agency upholds the protest, in whole or in part, the Contracting Agency may in its sole discretion either Award the Contract to the successful protestor or cancel the Procurement or solicitation.
(5) Judicial Review. Judicial review of the Contracting Agency's decision relating to a Contract Award protest shall be in accordance with ORS 279B.415.
Stat. Auth.: ORS 279A.065 & 279B.410

Stats. Implemented: ORS 279B.410 & 279B.415

Hist.: DOJ 11-2004, f. 9-1-04, cert. ef. 3-1-05; DOJ 20-2005, f. 12-27-05, cert. ef. 1-1-06
137-047-0745
Protests and Judicial Review of Qualified Products List Decisions
(1) Purpose. A prospective Offeror may protest the Contracting Agency's decision to exclude the prospective Offeror's goods from the Contracting Agency's qualified products list under ORS 279B.115. A prospective Offeror must file a Written protest and exhaust all administrative remedies before seeking judicial review of the Contracting Agency's qualified products list decision.
(2) Delivery. Unless otherwise stated in the Contracting Agency's notice to prospective Offerors of the opportunity to submit goods for inclusion on the qualified products list, a prospective Offeror must deliver a Written protest to the Contracting Agency within seven (7) Days after issuance of the Contracting Agency's decision to exclude the prospective Offeror's goods from the qualified products list.
(3) Content of Protest. The prospective Offeror's protest shall be in Writing and must specify the grounds upon which the protest is based.
(4) Contracting Agency Response. The Contracting Agency shall not consider a prospective Offeror's qualified products list protest submitted after the timeline established for submitting such protest under this rule, or such different time period as may be provided in the Contracting Agency's notice to prospective Offerors of the opportunity to submit goods for inclusion on the qualified products list. The Contracting Agency shall issue a Written disposition of the protest in a timely manner. If the Contracting Agency upholds the protest, it shall include the successful protestor's goods on the qualified products list.
(5) Judicial Review. Judicial review of the Contracting Agency's decision relating to a qualified products list protest shall be in accordance with ORS 279B.420.
Stat. Auth.: ORS 279A.065

Stats. Implemented: ORS 279B.115

Hist.: DOJ 11-2004, f. 9-1-04, cert. ef. 3-1-05; DOJ 20-2005, f. 12-27-05, cert. ef. 1-1-06
137-047-0750
Judicial Review of Other Violations
Any violation of ORS Chapter 279A or 279B by a Contracting Agency for which no judicial remedy is otherwise provided in the Public Contracting Code is subject to judicial review as set forth in 279B.420.
Stat. Auth.: ORS 279A.065

Stats. Implemented: ORS 279B.420

Hist.: DOJ 11-2004, f. 9-1-04, cert. ef. 3-1-05
137-047-0760
Review of Prequalification and Debarment Decisions
Review of the Contracting Agency's prequalification and Debarment decisions shall be as set forth in ORS 279B.425.
Stat. Auth.: ORS 279A.065

Stats. Implemented: ORS 279B.425

Hist.: DOJ 11-2004, f. 9-1-04, cert. ef. 3-1-05
137-047-0800
Amendments to Contracts and Price Agreements
(1) Generally. A Contracting
Agency may amend a Contract without additional competition in any of the following
circumstances:
(a) The amendment is within
the scope of the Procurement as described in the Solicitation Documents, if any,
or if no Solicitation Documents, as described in the sole source notice or the approved
Special Procurement, if any. An amendment is not within the scope of the Procurement
if the Agency determines that if it had described in the Procurement the changes
to be made by the amendment, it would likely have increased competition or affected
award of the Contract.
(b) These Model Rules otherwise
permit the Contracting Agency to Award a Contract without competition for the goods
or services to be procured under the Amendment.
(c) The amendment is necessary
to comply with a change in law that affects performance of the Contract.
(d) The amendment results from
renegotiation of the terms and conditions, including the Contract Price, of a Contract
and the amendment is Advantageous to
the Contracting Agency, subject to all of the following conditions:
(A) The Goods or Services to be provided
under the amended Contract are the same as the Goods or Services to be provided
under the unamended Contract.
(B) The Contracting Agency determines
that, with all things considered, the amended Contract is at least as favorable
to the Contracting Agency as the unamended Contract.
(C) The amended Contract does
not have a total term greater than allowed in the Solicitation Documents, if any,
or if no Solicitation Documents, as described in the sole source notice or the approved
Special Procurement, if any, after combining the initial and extended terms. For
example, a one-year Contract described as renewable each year for up to four additional
years, may be renegotiated as a two to five-year Contract, but not beyond a total
of five years.
(2) Small or Intermediate Contract.
A Contracting Agency may amend a Contract Awarded as a small or intermediate Procurement
pursuant to section (1) of this rule, provided that the total increase in Contract
price does not exceed the amount set forth in OAR 137-047-0265 for small Procurements
or 137-047-0270 for intermediate Procurements.
(3) Price Agreements. A Contracting
Agency may amend a Price Agreement as follows:
(a) As permitted by the Price
Agreement;
(b) If the circumstances set
forth in ORS 279B.140(2) exist; or
(c) As permitted by applicable
law.
Stat. Auth.: ORS 279A.065

Stats. Implemented: ORS 279A.065

Hist.: DOJ 11-2004, f. 9-1-04,
cert. ef. 3-1-05; DOJ 20-2005, f. 12-27-05, cert. ef. 1-1-06; DOJ 15-2009, f. 12-1-09,
cert. ef. 1-1-10; DOJ 10-2011, f. 11-29-11, cert. ef. 1-1-12; DOJ 8-2012, f. 7-2-12,
cert. ef. 8-1-12
137-047-0810
Termination of Price Agreements
A Contracting Agency may terminate a Price Agreement as follows:
(1) As permitted by the Price Agreement;
(2) If the circumstances set forth in ORS 279B.140(2) exist; or
(3) As permitted by applicable law.
Stat. Auth.: ORS 279A.065

Stats. Implemented: ORS 279A.065 & 279B.140

Hist.: DOJ 20-2005, f. 12-27-05, cert. ef. 1-1-06

The official copy of an Oregon Administrative Rule is
contained in the Administrative Order filed at the Archives Division,
800 Summer St. NE, Salem, Oregon 97310. Any discrepancies with the
published version are satisfied in favor of the Administrative Order.
The Oregon Administrative Rules and the Oregon Bulletin are
copyrighted by the Oregon Secretary of State. Terms
and Conditions of Use