Staying Connected with Procurement
 Wishing You and Yours a Beautiful Thanksgiving Celebration.
Welcome to the November 2020 edition of the OPO Business Partner Connection newsletter. In this issue, we provide you with important information, updates, and resources that will contribute to successful transportation projects.
If you would like a topic to be included in an upcoming issue, please Email Us your ideas and suggestions.
Check out the Consultant Billing Rate resources, which are under the drop down labeled Cost, Billing Rate & Compensation Related Forms.
For the approved labor and negotiated billing rate schedules, click here.
To find an approved overhead rate, click here (use Internet Explorer).
Reach out to our ODOT Billing Rate Team anytime.
Soon to come: ODOT Billing Rate Team will be rolling out resources and training to assist firms with calculating their overhead rates and establishing billing rates with ODOT.
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During October, the OregonBuys team focused on creating a schedule of the tasks and timeframes required for Phase 1 ORPIN Replacement. They are close to finishing this work and will soon present it to governing bodies for feedback and approval.
Over the last few weeks, they have also re-started outreach to suppliers and vendors who have statewide price agreements, asking them to register for an account in OregonBuys and to upload their catalogs into the system. All suppliers and vendors will need to register in OregonBuys to continue doing business with the state once the transition to the new system is complete.
In the weeks to come, the team will begin reaching out to schedule core team orientation meetings with large and medium-sized state agencies and share the next steps.
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Updated Invoice Review Training on Dec 1
To improve the timeliness of invoice payments for Time and Material and Cost-Plus Fixed Fee contract payment methods to A&E and related services consultants and their sub-consultants, ODOT has implemented a new 5-Day Partial Payment invoice business process that accelerates an initial payment to prime consultants for invoices submitted to ODOT. This new business process took effect October 1, 2020.
To help with the transition, the Procurement Office offered mandatory training covering the updates to the OPO Procurement Invoice Standard and the resource tools that have been made available to assist in meeting the 5 business day partial payment and the final remaining pay requirements. The process training will now be included in the ongoing Invoice Review training course, which is now being offered again. The first two sessions are October 29 and December 1. Register for the course in iLearn here.
ODOT’s contract with Xerox (B33892) for MPS is expiring on 31 Dec 2020. Although the contract and some equipment leases are expiring, their services will be in full effect until ODOT transitions into its next phase of service with a new vendor, it is important to maintain consistency with these provided services.
During the transition from current MPS to the soon to be named/executed MPS provider, please review current leases (any provider). Many leases have the capability to extend beyond the expiration date with month-to-month coverage of existing services. This method is the best option until the new MPS provider is ready for the transition.
For business intent to acquire print/fax/copier equipment, business units should first look at or inquire for the ODOT MPS catalog of devices, determine your need compared to existing devices on agreement, and request service using ODOT MPS.
For information about the process for determining needs or additional questions, please contact ODOT Managed Print Services.
 A small, but mighty, group from the procurement office have been making magic happen in the last few months for ODOT. This group of colleagues have been in understand, plan, and respond mode while working on crucial emergency and recovery contracting as a result of the devastating summer wildfires.
These champions have been expediting numerous sensitive and complex contracts, that when executed, will help Oregonians that have been impacted by the wildfires. These contracts will help remediate, clear and remove debris and wreckage and return our state to normal.
They have been generous with their time, responsive, and proactive during these trying times and we express our gratitude for their dedication. Thank you to Jody Owens, Kevin Cassidy, Melissa Esser, Joanne Robinson, Terri Sinclair-Olsen, Joni Sirovatka, and Ivory Williams. We appreciate you and the work you do for Oregon.
OPO Webinar Courses
Invoice Review for A&E and Related Services | 12/1
Fiscal and Procurement Responsibilities | 11/19 | 1/28
Purchase Orders and Insurance Requirements Webinar
OPO On-Demand Courses
(Always Available)
Procurement Overview (45 min)
Speaking Procurement (15 min)
First Steps to Procuring Goods and Services (15 min)
Notice to Governor’s Policy Adviser for Eco and Business Equity (15 min)
ODOT Purchase Orders (15 min)
Small Procurements (15 min)
Intermediate Procurements (15 min)
Basics about Consultant Selection for A&E and Related Services (15 min)
Contracting Options for A&E and Related Services (15 min)
Basics about Agreements (20 min)
DAS Available Online Courses
Contract Administration Training Certificate | On Demand
Fundamentals of Public Procurement | TBA
Small Procurements Webinar | TBA
Using Statewide Price Agreements | TBA
Demystifying Terms & Conditions | TBA
Fundamentals of Sustainable Procurement | TBA
Writing a Statement of Work | TBA
ODOT PROCUREMENT OFFICE
Procurement Office Website | 503.986.2712
3930 Fairview Industrial Drive | Salem | OR | 97303
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OPO Purpose | We provide collaborative, professional procurement services to meet ODOT's business needs.
OPO Vision | OPO is recognized for contributing to the success of every business partner by fostering positive interactions, making the procurement process easy, and offering procurement expertise.
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