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Exhibit A to Administrative Order No. 44-23-01-F <br />City of Eugene Public Contracting Rules 2022 – Part 2 Page 102 <br /> <br />137-049-0395. Notice of Intent to Award <br />1) Notice. At least seven days before the Award of a Public Improvement Contract, unless <br />otherwise specified in the Solicitation Documents, the Contracting Agency shall issue to <br />each Bidder (pursuant to ORS 279C.375(2)) and each Proposer (pursuant to 279C.410(7)), <br />or post electronically or otherwise, a notice of the Contracting Agency's intent to Award the <br />Contract. This requirement does not apply to Award of a small (under $5,000) or <br />intermediate (informal competitive quotes) Public Improvement Contract awarded under <br />279C.335(1)(c) or (d). <br />2) Form and Manner of Posting. The form and manner of posting notice shall conform to <br />customary practices within the Contracting Agency's procurement system, and may be <br />made electronically. <br />3) Finalizing Award. The Contracting Agency's Award shall not be final until the later of the <br />following: <br />a) Seven Days after the date of the notice, unless the Solicitation Document provided a <br />different period for protest; or <br />b) The Contracting Agency provides a Written response to all timely-filed protests that <br />denies the protest and affirms the Award. <br />4) Prior Notice Impractical. Posting of notice of intent to award shall not be required when the <br />Contracting Agency determines that it is impractical due to unusual time constraints in <br />making prompt Award for its immediate procurement needs, documents the Contract file as <br />to the reasons for that determination, and posts notice of that action as soon as reasonably <br />practical. <br />Related State Statutes: ORS 279A.065 & 279C.375 <br /> <br /> <br />137-049-0400. Documentation of Award; Availability of Award Decisions <br />1) Basis of Award. After Award, the Contracting Agency shall make a record showing the basis <br />for determining the successful Offeror part of the Contracting Agency's solicitation file. <br />2) Contents of Award Record for Bids. The Contracting Agency's record shall include: <br />a) All submitted Bids; <br />b) Completed Bid tabulation sheet; and <br />c) Written justification for any rejection of lower Bids. <br />3) Contents of Award Record for Proposals. Where the use of Requests for Proposals is <br />authorized as set forth in Rule 137-049-0650, the Contracting Agency's record shall include: <br />a) All submitted Proposals. <br />b) The completed evaluation of the Proposals; <br />c) Written justification for any rejection of higher scoring Proposals or for failing to meet <br />mandatory requirements of the Request for Proposal; and <br />d) If the Contracting Agency permitted negotiations in accordance with Rule 137-049-0650, <br />the Contracting Agency's completed evaluation of the initial Proposals and the <br />Contracting Agency's completed evaluation of final Proposals. <br />4) Contract Document. The Contracting Agency shall deliver a fully executed copy of the final <br />Contract to the successful Offeror. <br />5) Bid Tabulations and Award Summaries. Upon request of any Person, the Contracting <br />Agency shall provide tabulations of Awarded Bids or evaluation summaries of Proposals for <br />a nominal charge which may be payable in advance. Requests must contain the Solicitation <br />Document number and, if requested, be accompanied by a self-addressed, stamped <br />envelope. Contracting Agencies may also provide tabulations of Bids and Proposals