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<p class="MsoNormal"><span style="font-family:"Arial","sans-serif";color:#5F497A">The issue of communications with prospective bidders has been the topic of many recent conversations. In order to address this issue, Steve Cooley,
</span><span style="font-family:"Arial","sans-serif";color:#604A7B">ODOT </span><span style="font-family:"Arial","sans-serif";color:#5F497A">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.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Arial","sans-serif";color:#5F497A"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Arial","sans-serif";color:#5F497A">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
</span><span style="font-family:"Arial","sans-serif";color:#604A7B">only the name and title, mailing address, email
</span><span style="font-family:"Arial","sans-serif";color:#5F497A">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:<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Arial","sans-serif";color:#5F497A"><o:p> </o:p></span></p>
<p class="MsoNormal"><img width="869" height="243" id="Picture_x0020_1" src="cid:image001.jpg@01D00306.E0DC5E90"><span style="font-family:"Arial","sans-serif";color:#5F497A"> <o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Arial","sans-serif";color:#5F497A"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Arial","sans-serif";color:#5F497A">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.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Arial","sans-serif";color:#5F497A"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Arial","sans-serif";color:#604A7B">This requirement will take effect on all projects with a PS&E due date of December 15, 2014 or later.
<a href="http://www.oregon.gov/ODOT/HWY/SPECS/Pages/2015_special_provisions.aspx#Part_00000">
<span style="color:#0000BF">SP00004_SP_Cover – Cover Page and Description of Work Page</span></a> 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.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Arial","sans-serif";color:#604A7B">Please share this information with your Local Agency and Consultant customers so they can apply these changes to their documents as well.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Arial","sans-serif";color:#5F497A"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Arial","sans-serif";color:#5F497A">If you have any questions on this please contact either myself or Steve Cooley at (503) 986-3012.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Arial","sans-serif";color:#5F497A"><o:p> </o:p></span></p>
<p class="MsoNormal" style="text-autospace:none"><b><i><span style="font-size:10.0pt;font-family:"Arial","sans-serif";color:maroon">Brenda S. Marcus, OPMA<o:p></o:p></span></i></b></p>
<p class="MsoNormal" style="text-autospace:none"><b><span style="font-size:10.0pt;font-family:"Arial","sans-serif";color:maroon">Office of Project Letting Manager</span></b><b><span style="font-size:8.0pt;font-family:"Arial","sans-serif";color:blue"><o:p></o:p></span></b></p>
<p class="MsoNormal" style="text-autospace:none"><span style="font-size:8.0pt;font-family:"Arial","sans-serif";color:#5F497A">Specifications l Estimating | Pre-letting l Quality Assurance for Design</span><b><span style="font-size:12.0pt;font-family:"Arial","sans-serif";color:#5F497A">
</span></b><span style="font-size:8.0pt;font-family:"Arial","sans-serif";color:#5F497A">| Alternative Contracting</span><span style="font-size:10.0pt;font-family:"Arial","sans-serif";color:#5F497A"><o:p></o:p></span></p>
<p class="MsoNormal" style="text-autospace:none"><span style="font-size:8.0pt;font-family:"Arial","sans-serif";color:#5F497A">Oregon Department of Transportation - Traffic-Roadway Section</span><span style="font-size:10.0pt;font-family:"Arial","sans-serif";color:#5F497A"><o:p></o:p></span></p>
<p class="MsoNormal" style="text-autospace:none"><span style="font-size:8.0pt;font-family:"Arial","sans-serif";color:#5F497A">4040 Fairview Industrial Dr SE, MS #1, Salem, OR 97302-1142</span><span style="font-size:12.0pt;font-family:"Times New Roman","serif";color:#5F497A"><o:p></o:p></span></p>
<p class="MsoNormal" style="text-autospace:none"><span style="font-size:9.0pt;font-family:Wingdings;color:#5F497A">(</span><span style="font-size:9.0pt;font-family:"Arial","sans-serif";color:#5F497A">: 503-986-3796 - Office
</span><span style="font-size:9.0pt;font-family:Wingdings;color:#5F497A">(</span><span style="font-size:9.0pt;font-family:"Arial","sans-serif";color:#5F497A">: 503-689-2957 - Cell</span><span style="font-family:"Arial","sans-serif";color:#5F497A"><o:p></o:p></span></p>
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