How does FAP bid and award contracts?

PSU Facilities and Planning uses various procedures to award contracts depending on the type of work (Professional consultant or Construction) and the estimated dollar amount of the project.

 

BID/PROPOSAL PROCESS BY ESTIMATED PROJECT COST
	ANY QUALIFIED BID	INFORMAL REQUEST FOR PROPOSALS	FORMAL REQUEST FOR PROPOSALS
PROFESSIONAL CONSULTANTS *RETAINER	BELOW $100,000	$100,000 - $250,000	$250,000 - $1,00,000
PROFESSIONAL CONSULTANTS *NON-RETAINER	BELOW $25,000	$25,000 - $100,000	MORE THAN $100,000
CONSTRUCTION CONTRACTORS *RETAINER	BELOW $50,000	$50,000 - $500,000	$500,000 - $1,000,000
CONSTRUCTION CONTRACTORS *NON-RETAINER	BELOW $25,000	$25,000 - $100,000	MORE THAN $100,000

 

A Formal Request for Proposal (RFP) is the process by which Facilities and Planning advertises a project bid proposal opportunity, informs prospective bidders of the details and requirement of the project, collects bids, selects a contractor or consultant and awards the contract. A formal RFP often involves a mandatory bid walk or pre-proposal meeting that all prospective bidders must attend. All Formal RFPs are advertised at www.ous.edu/about/bo.

An Informal Request for Proposal is similar to a Formal Request for Proposal in rules and procedures, except: 1) the University is allowed to advertise at its own discretion and 2) the univeristy is allowed to invite selected contractors or consultants to bid. The Contract is awarded based on qualifications, price and other criteria as defined in the RFP pre-bid documents. Generally, Contractors and Consultants who have satisfactorily worked with PSU before or are members of the Oregon University System Retainer Program are invited to bid on these projects.

 

Any Qualified Bid/Proposal - A project manager is allowed to select any contractor or consultant licensed to do work in the State of Oregon and who meets other basic requirements. A project manager is not required to, but often does solicit competitive bids. Generally, Contractors and Consultants who have satisfactorily worked with PSU before or are members of the Retainer Program are invited to bid on these projects.

Who do I contact if I have questions about an open RFP?

 

Throughout the RFP process until after final award of the contract, all communication between prospective bidders and Portland State University is through the Contracts Office. Email : fapcontracts@pdx.edu.

 

Where do I submit my bid?

 

Consult your pre-bid documents for detailed instructions about when and where to submit your bid. Most bids are collected at our Office, 202 University Services Building 617 SW Montgomery Street Portland, Oregon 97207. If you are unclear about when and how to submit your bid, contact us immediately. Late or miss-delivered bids will be disqualified and returned to the bidder unopened.

 

What is the OUS Retainer List?

 

Oregon Administrative Rules 580-050-0020 and 580-050-0032 allow the Oregon University System to issue retainer contracts to facilitate cost savings and other efficiencies when performing small capital construction projects. By applying to join the Retainer Program, companies are prescreened for basic qualifications to do work with the University. They are then placed in a database which all seven of the Public Universities in Oregon can draw from for contract work.

 

Every two years the Office of the Chancellor issues a formal Request for Proposal for the Oregon University System Retainer list. Right now we are in the middle of a Retainer cycle and are unable to add new vendors to the list. But please note the next available date to apply.

To find out more about the OUS Retainer List Program or to see current Request for Proposals for all Oregon University System visit the OUS Procurement Gateway at www.ous.edu/about/bo.

 

Who are the subcontactors for large projects, & how do I become one?

 

PSU does not manage the subcontractors for large contracts. If you would like information about their subcontractors or if you would like to become a subcontractor for them, please contact the Contractor directly.