Variance Permit Issuing Agent

The Oregon Department of Transportation's Commerce and Compliance Division is requesting proposals for a Variance Permit Issuing Agent to issue annual oversize and overweight permits under the Continuous Operation Variance Permits Program and collect statutory permit fees through the Oregon Routing Information Online (ORION) system, with proposals due August 1, 2026 at 11:59:59 p.m. The solicitation is open to all interested proposers, including the current issuing agent; ODOT intends to contract with one or more contractors. A non-binding aspirational target of 12% for certified small business participation applies.

The scope encompasses issuing Continuous Trip Permits and Continuous Operation Variance Permits for motor carriers operating on state, county, and city jurisdiction roads throughout Oregon via the ORION electronic system (launched May 2025), and remitting appropriate fee portions to ODOT and participating road authorities through ORION at the time of permit purchase. Approximately 70,000 Continuous Operation Variance Permits are issued annually based on recent data; no historical permit-volume data exists for the new ORION system. The contractor must furnish all necessary computer hardware and software to maintain system access and perform permit processing, maintain commercial general liability insurance of $1,000,000 per occurrence/$2,000,000 annual aggregate and automobile liability insurance with combined single limits of $1,000,000, and maintain confidentiality of ORION-accessed information.

The initial contract term is two years with renewal options up to a cumulative maximum of ten years. Pricing is not evaluated; proposers must certify agreement to the COVP Program fee structure prescribed by ORS 818.200–818.270 and OAR 734-070-0100–734-070-0140. Contractors may retain up to $5.00 per state highway permit and up to $2.00 per additional jurisdiction permit, plus an administrative fee of up to $5.00.

Proposals are scored across five criteria: business information (40 points), experience with permit issuance (100 points), customer service (65 points), key persons and resumes (30 points), and clarity and conformity (15 points), totaling 250 points. Award goes to the highest-ranking responsive and responsible proposer following successful contract negotiation. Proposers must submit proposals through OregonBuys and meet minimum qualifications including the Proposer Information and Certification Sheet, Technical Proposal, Disclosure Exemption Certification if applicable, and Price Certification. The Agency reserves the right to conduct additional evaluation rounds including interviews and presentations.