OAR 291-164-0120
Solicitation Procedures
(1)
Process and Criteria:(a)
The Department will issue a written ITB for intermediate solicitations exceeding $25,000 which will include:(A)
A time, date and place where bids must be submitted.(B)
The name and pertinent contact information of the Department’s single point of contact.(C)
A complete description of the specifications of the food product or food equipment or services being requested.(D)
A statement that the Department may cancel the solicitation or procurement, or reject any or all bids in whole or in part, when the cancellation or rejection is in the best interest of the Department as determined by the Department. The reason for cancellation or rejection will be made part of the solicitation file.(E)
All contractual terms and conditions applicable to the procurement.(F)
For formal solicitations over $150,000, the ITB may include language specifying the time and manner a prospective bidder may file a protest. If protests are permitted for that particular solicitation, the Department will issue a decision in the form of an addenda or notice on the protest as specified in the ITB.(G)
The ITB will set forth the evaluation criteria to be used, that may include, but are not limited to, inspection, testing, quality, availability and suitability for intended use or purpose. No criteria may be used in an evaluation that is not set forth in the ITB.(b)
The Department will give public notice of solicitations, other than small procurements or emergency purchases, using the Oregon Procurement Information Network (ORPIN) system for a minimum of five calendar days before the solicitation closing date. If a shorter notice period is in the public’s interest and will not substantially affect competition, the Purchasing Unit will document in the file as to why a lesser time was used.(c)
Review and Evaluation of Bids:(A)
The Department will open bids at the time, date and place designated in the ITB.(B)
The Department will not consider bids received after the time and date indicated in the solicitation for opening.(C)
The amount of a bid, the name of the bidder and other relevant information will be recorded by the Department. The record shall be open to public inspection in accordance with public record law.(D)
The Department will evaluate all bids received as specified in the ITB.(E)
The Department will award the contract to the lowest responsive and responsible bidder whose bid substantially complies with the requirements and criteria set forth in the ITB; or if the ITB specifies or authorizes the award of multiple contracts, to the responsive and responsible qualified bidder(s) whose bid(s) best serve the interests of the Department as determined by the Department.(d)
One unanticipated amendment may be made to a contract without additional competitive process by any party. The designated procurement officer must give written approval of the unanticipated amendment after determination that the change is still within the scope of the original ITB.(2)
Documentation. The Department will keep a written record of the sources of the bids received for all solicitations in accordance with Secretary of State Archiving rules.
Source:
Rule 291-164-0120 — Solicitation Procedures, https://secure.sos.state.or.us/oard/view.action?ruleNumber=291-164-0120.