PURPOSE: 

To notify Certified Local Public Agencies (LPAs) about a new Certified LPA Civil Rights Bidding Documents Checklist (form 734-5460). 

BULLETIN INFORMATION:  

1.  Background: Per the Local Agency Guidelines for Certified Local Public Agencies, Section C, Chapter 8, Certified LPAs must submit bidding documents to ODOT Office of Equity & Civil Rights (OECR) for confirmation that civil rights goals and provisions are correctly included in the Plans, Specifications & Estimates (PS&E) package. The Certification Program Office and OECR developed a Certified LPA Civil Rights Bidding Documents Checklist (form # 734-5460) to improve the bidding documents submittal and review process. Initially, the checklist will be piloted in MS Word format; following a trial period and receipt of user feedback, the checklist will be finalized and formatted into a fillable PDF form.    

The checklist eliminates the requirement to include Equal Employment Opportunity (EEO) Aspirational Target Provisions (00025_EEO_ASP_TARGET). Removal of the EEO Aspirational Target Provisions is the only change to required provisions and forms. 

2.  Description of Checklist: The Certified LPA Civil Rights Bidding Documents Checklist includes: 

• General project information, including applicable Disadvantaged Business Enterprise (DBE) and On-The-Job Training (OJT) goals 

• Required bidding provisions and forms 

• Required contract provisions (including Workforce & Equal Employment Opportunity Program and other required provisions) 

• Required General Conditions relating to civil rights programs 

• A list of provisions and forms that should not be included on Certified LPA projects 

3.  Using the Checklist 

• Assembling the bid documents: The checklist is intended to help Certified LPA staff assemble the bidding documents by providing direct links to the applicable provisions and forms in the checklist. (Note: Recent changes to provisions applicable to ODOT-delivered projects means the ODOT Boilerplate Special Provisions page no longer includes all the provisions required on Certified LPA-delivered projects. Certified LPA staff should use the checklist links to verify the most current required provisions are included in the Certified LPA’s bidding documents.) 

• Bid document quality assurance: Once the bidding documents are assembled, the Certified LPA project manager should use the checklist to verify that only the required provisions are included, complete the information requested on the checklist, and sign the checklist. The Certified LPA QA reviewer should also verify the correct provisions are included and sign the checklist. 

• Submitting the checklist: The signed checklist must be submitted with the required bidding documents to OCRINFOREQUEST@odot.oregon.gov (with copy to the ODOT LAL). OECR will verify the accuracy of the checklist and documents and respond to the Certified LPA, generally within five business days of receipt.