On-Call Contracts
On-call contracts are short duration contracts utilized by TriMet staff to provide professional services and resources when not available internally. Professional services and resources include architectural, engineering, project management, planning, environmental, testing, inspections, surveying, accessibility, consulting and construction.
View the complete vendor list
View the complete vendor list
- On-call contracts are scheduled to be in place for five years (July 1, 2009 through June 30, 2014). Each contract is allotted up to $100,000 in authority for each fiscal year over the five-year period. Individual task orders are under $50,000 and usually much smaller.
- On-call construction contracts are slightly different. They are also scheduled to be in place for five years (August 1, 2010 through July 31, 2015). Each contract is allotted up to $200,000 in authority for each fiscal year over the five-year period. Individual task orders are under $100,000 and usually much smaller.
Note: There are additional on call contracts managed by other TriMet Capital Project departments. Contact Procurement for more information.
Initiating Work with an On Call Vendor
Staff can initiate work with an on call vendor by preparing and submitting a work order request (WOR). To prepare a WOR, contact the vendor list to receive a quote for your scope of work (SOW). Note: Civil Construction WORs over $3,000 require a quote from all three construction vendors with the lowest quote receiving the work. The quote needs to include a detailed cost proposal for you to review. Complete the WOR form. Email the completed WOR, your SOW, the vendor quote (three quotes for civil construction) to the on call coordinator.
Vendor files are available for your reference and are located near Kathy Blodgett’s desk on the second floor of the Holladay Street Building. Vendor files contain the vendor proposal submitted to the on call procurement RFP, executed contracts, approved billing rates as Exhibit B, approved work order requests, and vendor estimates. Note: It is the Project Manager’s responsibility when negotiating their task order, to make sure the contractor’s bid matches their approved rates on file. On call vendors have agreed to not mark up subs/ODCs.
Vendor files are available for your reference and are located near Kathy Blodgett’s desk on the second floor of the Holladay Street Building. Vendor files contain the vendor proposal submitted to the on call procurement RFP, executed contracts, approved billing rates as Exhibit B, approved work order requests, and vendor estimates. Note: It is the Project Manager’s responsibility when negotiating their task order, to make sure the contractor’s bid matches their approved rates on file. On call vendors have agreed to not mark up subs/ODCs.
Work Order Request (WOR) Approval, Notice To Proceed (NTP) Letter and Invoicing
- The on call coordinator enters information from the WOR into Oracle and assigns a task order number. The information is transmitted electronically to Sandy Bradley and Dan Blocher for approval. When approvals are complete, Oracle notifies the on call coordinator via email. The on call coordinator notifies the requester of the approval and advises that an informal NTP can be given to the vendor. The formal NTP letter is prepared and sent to the vendor via regular mail.
- As work on the task order proceeds, vendors send invoices with contract and task order number reference to TriMet Accounts Payable. The invoices are routed for approval, including to the requester. When all approvals are obtained, the invoice is sent to Finance for payment.
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