PM Contact Information in Bidding Docs

[ODOT Info - A&E Consultants]

The issue of communications with prospective bidders has been the topic of many recent conversations. In order to address this issue, Steve Cooley, ODOT Contract Administration Engineer, is leading a workgroup whose task will be to provide additional guidance and governance on how to properly communicate with prospective bidders during the period between project advertisement and contract execution.

One way we as an agency can ensure all bidders questions, and our responses, are properly documented is to ensure all questions are requested in writing through the Engineer per Standard Specification Section 00120.15. In order to enhance this contract provision, the Project Managers contact information listed in the bidding documents shall include only the name and title, mailing address, email address and fax number.  Telephone numbers shall no longer be provided. Following is an example of the appropriate method to be used to identify the Project Managers contact information:

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Additional guidance on how and when to provide responses to all prospective bidders, and the appropriate use of either Addenda or Letters of Clarification, is currently under development and will include updates to both the ODOT Construction Manual and the PS&E Delivery Manual.

This requirement will take effect on all projects with a PS&E due date of December 15, 2014 or later. SP00004_SP_Cover - Cover Page and Description of Work Page<http://www.oregon.gov/ODOT/HWY/SPECS/Pages/2015_special_provisions.aspx#Part_00000> is currently under revision to reflect these changes and will be posted with an effective date of January 29, 2015.  However, if possible, please incorporate these changes in all projects with PS&E due dates between December 15, 2014 and January 29, 2015.

Please share this information with your Local Agency and Consultant customers so they can apply these changes to their documents as well.

If you have any questions on this please contact either myself or Steve Cooley at (503) 986-3012.

Brenda S. Marcus, OPMA
Office of Project Letting Manager
Specifications l Estimating | Pre-letting l Quality Assurance for Design | Alternative Contracting
Oregon Department of Transportation - Traffic-Roadway Section
4040 Fairview Industrial Dr SE, MS #1, Salem, OR 97302-1142
*: 503-986-3796 - Office   *: 503-689-2957 - Cell
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