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Frequently asked questions

Can I get hard copies of the solicitation document?

Can I make deviations to the technical requirements or contractual language in my bid/proposal response?

Who do I call if I have a question about the solicitation?

Can I fax or send my bid or proposal by e-mail?

Can I use my own proposal form?

What if my bid or proposal doesn't arrive by the closing date and time?

How do I get to EWEB?

I would like to do business with EWEB. What should I do?

How do I make sure that I receive solicitations from EWEB?

What are EWEB's purchasing thresholds?

Will addenda by sent to me? 

Can I get hard copies of the solicitation document?
If you are unable to download the electronic copy or need a hard copy of the solicitation, please contact the buyer for the specific solicitation document you are interested in.

There is no cost for the solicitation document; however there may be a fee for large plans or drawings. If you prefer a hard copy be mailed to you, we will do so at no cost to you using the United States Postal Services normal delivery. If you would like the solicitation document sent to you by a express delivery service, we are happy to do so at your expense.

Oregon Administrative Rule 130-030-0050 does provide a window of time during the procurement process in which a bidder or proposer may protest specifications or contract terms and conditions, request for modifications or request clarification. Often times, bidders or proposers may not want to protest these specifications or terms and conditions, but would like to suggest changes be made so that they may be able to bid. The solicitation document will provide the bidder or proposer the exact date in which these requests can be made. The request must be made in writing to the Buyer.

If EWEB agrees with the bidder or proposer's request or protest, in whole or in part, EWEB will either issue an Addendum reflecting its determination.

Who do I call if I have a question about the solicitation?
If you have any questions regarding the technical, contractual or procurement requirements, contact the Buyer listed in the solicitation document, not the Project Manager. The solicitation document will contain the Buyer’s name, phone number and e-mail address. Remember, only changes provided in the form of an Addendum are binding.

Can I fax or send my bid or proposal by e-mail?
All solicitation responses found on this website must be submitted either by mail, courier or hand carried. Faxed or e-mailed solicitation responses will not be accepted.

Can I use my own proposal form?
No. Use the Bid or Proposal Form found in the solicitation document. This will ensure that all required information is provided. Remember when submitting a response to a Request for Proposal, all mandatory requirements must be addressed. Failure to provide responses to any mandatory requirements will result in proposal rejection.

What if my bid or proposal doesn't arrive by the closing date and time?
Oregon Administrative Rule 130-030-0070 states that any offer that is received after the closing date and time is late and shall not be considered.

How do I get to EWEB?
Directions for drivers coming from I-5 North:
Turn off I-5 on Exit 194B. You are now on I-105. Continue West until the 1st exit, marked Exit 2 - Downtown - U of O. Continue South and cross the Willamette River. Turn right on Third Avenue (the first street after crossing the river). Continue one block on Third Avenue and turn left onto Mill to 4th Avenue - straight ahead follow signs to Warehouse entry or general EWEB entry.

Directions for drivers coming from I-5 South:
Take exit 194B (brings you up onto I-105). Continue West until the 1st exit (marked Exit 2 - Downtown - U of O). Continue South and cross the Willamette River. Turn right on Third Avenue (the first street after crossing the river). Continue one block on Third Avenue and turn left onto Mill to 4th Avenue - straight ahead follow signs to Warehouse entry or general EWEB entry.

Directions from McKenzie Highway:
Hwy 126 (McKenzie Highway), take I-105 exit (right), continue West to Exit 2 - Downtown - U of O. Continue South and cross the Willamette River. Turn right on Third Avenue (the first street after crossing the river). Continue one block on Third Avenue and turn left onto Mill to 4th Avenue - straight ahead follow signs to Warehouse entry or general EWEB entry.

Map to EWEB headquarters

I would like to do business with EWEB. What should I do?
Suppliers, contractors and consultants wishing to do business with EWEB should check this website regularly to view current and upcoming solicitation opportunities. Suppliers, contractors and consultants may send their company or marketing information, along with a business card, to the EWEB Purchasing office. Purchasing will forward the information to the appropriate division.

How do I make sure that I receive solicitations from EWEB?
Suppliers, contractors and consultants wishing to do business with EWEB should check this website regularly to view current and upcoming solicitation opportunities, and/or watch the legal notices sections of the Eugene Register-Guard and/or Daily Journal of Commerce. While we try to notify interested parties of current solicitation opportunities, EWEB Purchasing does not have the ability to keep a “Bidders List” and makes no guarantees that suppliers, contractors and consultants will be notified of any or all solicitations.

What are EWEB's purchasing thresholds?
As mandated by state statute, EWEB has established thresholds at which we must obtain quotations or competitive solicitations. Price negotiations are strictly prohibited by state statute.

Equipment, Materials and Supplies

• If the estimated contract cost is greater than $150,000, a formal bidding process will be used.
• If the estimated contract cost is between $5,000 and $150,000, three competitive quotes may be obtained without formal advertising.
• For small contracts estimated to cost less than $5,000, a contract can be negotiated without obtaining competitive bids.

Services (other than Personal Services)

• If the estimated contract cost is greater than $150,000, a formal bidding process will be used.
• If the estimated contract cost is between $5,000 and $150,000, three competitive quotes may be obtained without formal advertising.
• For small contracts estimated to cost less than $5,000, a contract can be negotiated without obtaining competitive bids.

Personal Services

• If the estimated contract cost is greater than $150,000, a formal bidding process will be used.
• For contracts estimated to cost less than $150,000, a contract can be negotiated without obtaining competitive bids

Construction

• If the estimated contract cost is greater than $100,000, a formal bid process will be used.
• If the estimated contract cost is between $40,000 and $100,000, three competitive quotes may be obtained without formal advertising.
• For small contracts estimated to cost less than $40,000, a contract can be negotiated without obtaining competitive bids.

Will addenda be sent to me?
It is the vendor's responsibility to check this web site frequently for any addenda released against the solicitation you have downloaded. Addenda may be faxed to you as a courtesy, however, potential offerors shall not rely on any notification from EWEB.