Staying Connected with Procurement

Welcome to the latest 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.

Keeping STIP Projects Moving | Compliance

Did you know that if a project gets just one cent of federal funding, the entire project must comply with all federal regulations?  Per 23 CFR § 450.218, each State must create a Statewide Transportation Improvement Program (STIP) and per 23 CFR § 450.222, “…only projects in a FHWA/FTA approved STIP are eligible for funds administered by the FHWA or the FTA.”

You can minimize delays to your project by checking the following:

• The project’s scope remains consistent with the STIP description;
• The project will be authorized in the same federal fiscal year (10-1 to 9-30) as shown in the STIP;
• The funding listed in the STIP is consistent with the funding sources that you plan to rely upon;
• The latest project costs match what is in the STIP; and
• Requested changes are submitted with enough time for the required approvals.

To ensure conformity and to avoid losing Federal Aid, ensure the project phase is fully funded before asking for a consultant procurement.  The only way to make sure of this is to go into the STIP-FP system and look at the “Current Authorization Amount” column.

The region STIP Coordinators are excellent resources and would be able to provide the above screen shot to include in the request to the procurement office (and answer any questions). Projects may not always go as planned, but if you follow the bulleted list above, it may prevent unnecessary delays.

Important End of Biennium Reminders

Have You Reviewed Your Contract Portfolio Recently?

Have you set an Outlook calendar reminder for 30 days before the expiration?

Remember payments cannot be made nor work approved if a contract expires.

If you are a Contract Administrator, please check the expiration dates on all the contracts you are responsible for to make sure they remain active contracts. We encourage you to place the dates on your calendar at least 30 days prior to its expiration as a reminder to determine if you need more time to complete any work. If you need additional time on the contract, please submit a request to the OPO office. Your continued support in monitoring your contract expiration dates will help all of us focus our time on other procurement needs without the additional resources to process a reinstatement.  For assistance or questions, please contact your procurement specialist or the Procurement Office today.

Are You New to Contract Administration? 

All Contract Administrators are required to complete the DAS Contract Administration Training certificate course prior to being named as a CA on any ODOT contract. Select the above link if you need to complete the training. 

Submit Your Upcoming Planned Requests Soon

As we are moving to the end of the current biennium, make sure you get your planned contract requests to Procurement as soon as possible. This is especially important with the transition from ORPIN to using ORBuys and related changes it makes to our processes. This will ensure that your requests have been recorded to appropriate budgets and can be completed on the identified timeline. If you have questions or need additional information, please contact the GTS team by email.

OregonBuys | ORPIN Freeze June16-30

As we prepare to replace the Oregon Procurement Information Network (ORPIN) on July 1, we want you to be aware of a blackout period from June 16-30. On June 16, ORPIN will be placed in a read-only status. At this time, no new entries or document changes can be made as we prepare to switch to OregonBuys.

What does this mean?

• For procurement staff: start planning your Procurement and Solicitation work with these dates in mind. Please consult this PDF for more information.
• For suppliers and vendors: take action now and get registered in OregonBuys. All suppliers and vendors must be registered to continue doing business with the state.

Retirement Celebration for Kathy Harrison

Join us in also congratulating Kathy Harrison on her retirement at the end of April.  She will be moving into a new and exciting chapter in her life and we share with you our congratulations to her.  Kathy has served a long career in state government. She worked with Oregon Housing and Community Services as the Grants/Contracts Manager and Assist Manager for Financial Services early in her career.  She has been with ODOT since 2005 as a Procurement Manager and Operations and Policy Analyst 4, with a recent year-long rotation at DAS in the Budget and Management Division as a Policy Analyst. Says her supervisor and ODOT Chief Procurement Officer Melissa Canfield of Kathy’s work, “I have appreciated the knowledge she has brought to our work and the support she has given to ODOT. We will miss her in our office.” Please send your messages and wishes to Kathy by email here.

2021 Procurement Mentor of the Year

Join us in congratulating Brian Nielsen, OPO Procurement Specialist and Team Lead. for being named the Oregon Public Purchasing Association's Mentor of the Year. This award recognizes someone who has contributed to the development and success of another member’s career and the profession, while passing along experience and knowledge. Brian has generously and selflessly passed forward his knowledge and experience while demonstrating the the art and science of public purchasing to his colleagues. Send your congratulations and wishes to Brian here.

PROCUREMENT TRAINING OPPORTUNITIES

Webinar Courses

Conducting an Emergency Procurement | 5/18
Engaging with Independent Contractors | 5/13
Invoice Review for A&E and Related Services | 5/26 
Contract Administration of Personal Services Contracts | 5/11
Fiscal and Procurement Responsibilities | 4/29 | 5/27 | 6/24
Purchase Orders and Insurance Requirements Webinar TBA

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 | 4/27
Writing a Statement of Work | TBA
Small Procurements Webinar |  TBA
Using Statewide Price Agreements | TBA
Demystifying Terms & Conditions | TBA
Fundamentals of Sustainable Procurement | 6/1

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.}