503-03: Bid/Basic Bid
Procurement and Contract Services Policy & Procedures Manual
Section 500: Construction
A bid (or also known as a basic bid) may be utilized when the scope of work and specifications are well defined and price is a major consideration.
Working in conjunction with a Facilities Services or departmental project manager, PaCS recommends the appropriate solicitation procedure (advertised bid or retainer bid) and develops the solicitation documents and contract form in compliance with applicable statutes and Oregon Administrative Rules. This process is managed solely by PaCS staff. The competitive bid process awards to the lowest responsive and responsible bidder.
1) Retainer: Projects that are estimated to be between $50,000 and $500,000 (including any potential change orders) may be solicited using the OUS Retainer program. OSU may invite a minimum of 3 contractors from the OUS Retainer list to submit a bid on the project. Invitation letters are sent to the selected contractors. Two sets of contract documents (plans and specifications) are provided to each contractor invited to bid. Bids are received and evaluated for compliance. The lowest responsive and responsible bidder is awarded the project. Projects estimated to be between $500,000 and $1,000,000 must be offered to all contractors under the OUS Retainer Program for bidding.
2) Advertised Bid: Projects that are estimated to be in excess of $1,00,000 (including any potential change orders) are required by OAR 580-063-0030 to be advertised publicly. PaCS staff will prepare the advertisement and solicit on the OUS website and, if determined to be in the best interest of the project, in various publications as well. Contractors may purchase plans and specifications from the PaCS office and submit a bid on the project. Bids are received and evaluated for compliance. The lowest responsive and responsible bidder is awarded the project.