Department of Administrative Services
Chapter 125
Division 247
PUBLIC PROCUREMENT OF SUPPLIES AND SERVICES
125-247-0305
Public Notice of Solicitation Documents
(1) Application. This Rule applies only to Bidding and Proposals in accordance with ORS 279B.055, 279B.060, and OAR 125-247-0255 through 125-247-0260.
(2) Notice of Solicitation Documents.
(a) Official Notice. An Authorized Agency must post public notice of every Solicitation Document on OregonBuys or other Electronic Procurement System approved by the State Chief Procurement Officer in accordance with OAR 125-246-0500 (Official Notice).
(b) Additional Notice. The Authorized Agency may give additional notice if:
(A) The additional notice refers to the Official Notice, and
(B) The Authorized Agency uses any method it determines appropriate to foster and promote competition, including:
(i) Mailing notice of the availability of the Solicitation Document to Persons that have expressed an interest in the Authorized Agency's Procurements;
(ii) Placing notice on the Authorized Agency's Internet World Wide Web site; or
(iii) Publishing notice in a newspaper of general circulation as described in ORS 279B.055(4) (Additional Notice).
(3) Content of Official and Additional Notices. All notices for solicitation of Offers must set forth:
(a) Where, when, how, and for how long the Solicitation Document may be obtained;
(b) A general description of the Supplies and Services to be acquired;
(c) The date that Persons must file applications for prequalification if prequalification is a requirement and the class of Supplies and Services is one for which Persons must be prequalified;
(d) The office where contract terms, conditions and Specifications may be reviewed if not electronically attached;
(e) The name, title and address of the individual authorized by the Authorized Agency to receive Offers;
(f) The scheduled Opening; and
(g) Any other information the Authorized Agency deems to be appropriate.
(4) Notice Time Periods.
(a) The Authorized Agency must give Official Notice of an Invitation to Bid at least fourteen (14) Days before the Closing.
(b) The Authorized Agency must give Official Notice of a Request for Proposals at least thirty (30) Days before the Closing.
(c) The Authorized Agency may give Additional Notice for any reasonable time
(d) Despite Section (4)(a) and (b), the Authorized Agency may determine that a shorter time period is in the public's interest and that a shorter time period will not substantially affect competition. In no event may the Authorized Agency give any Official Notice less than seven (7) Days before Closing. The Authorized Agency must document the specific reasons for the shorter time period in the Procurement File in accordance with OAR 125-246-0556.
(e) Despite other provisions of this Rule, the public notice time period for a Qualified Products List is at least seven (7) days.
(5) Availability of Written Advertisement for Offers. Upon the request of any member of the public, the Authorized Agency must provide a copy of each advertisement for Offers and all supporting documents, to be located in the Procurement File or an identified repository.
(6) COBID Certified Firms. In accordance with ORS 200.035, and applicable related Department statewide policy, a State Contracting Agency, as defined in ORS 279A.010, must provide Timely Notice, in Writing, to the Governor’s Policy Advisor for Economic and Business Equity of each Solicitation and contracting opportunity exceeding $10,000. As used in ORS 200.035 and this Rule, “Timely Notice” means at the time the State Contracting Agency advertises or solicits Bids or Proposals and at the time the State Contracting Agency publicly releases the Contract.
(7) Fees. The Authorized Agency may charge a fee or require a deposit for the Solicitation Document, supporting documents and any combination thereof.
(8) Notice of Addenda. The Authorized Agency must provide notice to potential Offerors on OregonBuys or other Electronic Procurement System approved by the State Chief Procurement Officer of any Addenda to a Solicitation Document in accordance with OAR 125-247-0430.
Statutory/Other Authority: ORS 279A.065(5)(a) & 279A.070
Statutes/Other Implemented: ORS 279B.050-279B.085
History:
DAS 1-2023, amend filed 04/11/2023, effective 05/01/2023
DAS 6-2022, temporary amend filed 11/07/2022, effective 11/07/2022 through 05/05/2023
DAS 3-2019, amend filed 12/23/2019, effective 01/01/2020
DAS 3-2018, amend filed 12/14/2018, effective 01/01/2019
DAS 2-2016, f. 12-22-16, cert. ef. 1-1-17
DAS 11-2009, f. 12-30-09, cert. ef. 1-1-10
DAS 6-2008, f. & cert. ef. 7-2-08
DAS 4-2004, f. 11-23-04, cert. ef. 3-1-05