00010754 Pre_Bid_Meeting_Agenda_Parkdale.docx

Pre-Bid Meeting Agenda

Project Name: ODOT Parkdale Maintenance Station New Wash Slab Meeting Location: ODOT Parkdale Maintenance Station, 7285 Highway 35, Mt. Hood, Oregon 97041 Meeting Date and Time: July 10th, 2024 11:00 AM ITB Number: #S-73000-00010754

1. Agency Team

2. Sign-In Sheet

a) Point out location and need to sign in.

3. Procurement - Ivory

1. Attendance Sign in Sheet – The sign-in sheet and any Question & Answer or agenda will be posted on OregonBuys.

1. Single point of contact is Darren Schmidt. All questions, during bidding, need to be emailed to Darren at Darren.S.Schmidt@odot.oregon.gov

1. Any statements made during the pre-bid will not change the specifications, or contract documents unless an addendum is posted to OregonBuys.

1. Any Addenda or Q&A as a result of this Pre-quote conference will be posted on OregonBuys in the Amendments Tab

1. Deadline for requests for change, protests, and requests for approved equal brands is July 13th. Questions and requests for clarifications are due 5 calendar days prior to bid opening time/date. Questions and clarifications must be submitted in writing via email.

1. Project is open to Emerging Small Business (ESB) only.

3. Awarded ESB contractor must perform 51% of the work.

1. This is a Prevailing Wage project with contractor/subcontractor compliance and reporting requirements.

1. Bids are due before July 18th, 2024, 12:30 PM. There is no public bid opening for ESB projects.

1. Required Bid Submittals:

6. RFCQ Part 1 – Prospective Contractor Info/Signature

6. RFCQ Part 2 – References

6. RFCQ Part 3 – Pricing Submittal Form

6. Bid Bond

6. First Tier Subcontractor Disclosure Requirements Form (within two (2) hours of Bid Opening date/time.

1. Preliminary results will be posted at ODOT’s earliest convenience to OregonBuys.

1. Intent to Award will be posted within 5 business days of the bid opening date.

1. There is no Protest period for this solicitation.

1. Method of Award – Award will be made to the bidder with the lowest responsive and responsible bid.

10. If Funding is available to only Perform the “Base Bid” the lowest responsive and responsible bidder for the Base Bid will be awarded

10. If Funding is available to Perform both the Base Bid and the Additive Alternate #1 the lowest responsive and responsive bidder of the combined bid amounts will be awarded.

1. Responsive Bids: To be considered a Responsive bidder all documents requested in the ITB as part of bid submission must be submitted. All requested questions are answered on OregonBuys and Terms and Conditions have been accepted in OregonBuys.

1. Responsible Bidder: To be determined by internal checks ensuring licenses are accurate and in effect, company is eligible to bid on Oregon State Contracts and has the requisite experience to complete the work.

4. Project Overview -

a) Trucks and other heavy equipment are washed on-site as needed for cleaning and maintenance. Existing facilities are insufficient and require improvements.

b) Project will improve the existing wash facility at the Parkdale Maintenance Station by constructing a new concrete wash slab, drainage features, wash water treatment system, infiltration swale and new surfacing.

c) New concrete wash slab includes a large central catch basin. Catch basin utilizes a stainless steel rim and heavy galvanized grate with lift assembly for maintenance.

d) Gravity piping transports wash water to a below ground two compartment pump vault. The first chamber provides settling capacity for solids. The pump is located in the second chamber.

e) Wash water is pumped into an existing building and through a new water treatment system.

f) Treated wash water is drained to a new rock lined surface infiltration swale.

g) Erosion protection will be needed at the existing ditch.

h) An additive alternate is being utilized to maximize the project scope within available funding.

i) If additive alternate #1 is selected, a large area of pavement around the wash slab will be saw cut and removed. New pavement will be placed between saw cuts and wash slab.

j) If additive alternate #1 is not selected, a smaller area of pavement around the wash slab will be saw cut and removed. No new asphalt pavement will be placed.

k) Basis of design water treatment system is Evoqua Water Technologies equipment and additional components as specified.

l) Basis of design pump system is Orenco Systems equipment as specified.

m) Submittals, shop drawings, product data and samples will be required for all products used on the project regardless of whether they are listed in the specifications. All products need to be approved by the Construction Project Manager prior to installation.

n) Wet curing of concrete wash slab by ponding is required.

o) Construction staking and surveying is by the contractor.

p) Excavation spoils are to be removed and disposed of off site.

q) Staging Area(s) & Storage of materials are to be reviewed prior to work beginning and will be discussed at the pre-construction meeting.

r) Site will continue to be used by ODOT crews during the project and the gate access will be arranged upon award and discussed at the pre-construction meeting.

s) All invoices are to be sent to the Construction Project Manager. Up to one progress payment per month will be accepted. All BOLI certified payroll must be included with each draw request, including subcontractors. Invoicing to include a Schedule of Values as illustrated in the General Conditions.

t) Substantial Completion is three (3) Months from Notice to Proceed.

u) Final Completion is four (4) Months from Notice to Proceed.

v) Contractor will provide their own toilet facilities, phone, and communications during construction. ODOT supplied water and electricity is available for contractor’s use.

w) A pre-construction meeting will be held after the Notice To Proceed is delivered and before the contractor mobilizes on the jobsite. At this meeting the contractor will need to provide the project schedule. There will also be regular progress meetings held throughout the duration of the project. Schedule of progress meetings TBD.

x) Contractor is encouraged to read through and understand the General Conditions for public improvement Contracts dated January 1, 2012 Edition.

y) Contractor is required to have a superintendent on site while work is taking place, including the work of subcontractors.

z) All invoices are to be sent to the acting Project Manager for one progress payment per month. All BOLI certified payroll must be included with each draw request, including subcontractors. Progress invoices shall include a Schedule of Values as required by the General Conditions.

aa) ODOT does not and cannot entertain a change order for increased cost of materials after contract award. Contractor can order and stock materials onsite and can invoice for those materials with project manager’s approval.

8.0 Questions:

a) Questions:

a.1. _______________________________________________________________________ a.2. _______________________________________________________________________ a.3. _______________________________________________________________________ a.4. _______________________________________________________________________ a.5. _______________________________________________________________________ a.6. _______________________________________________________________________ a.7. _______________________________________________________________________ a.8. _______________________________________________________________________ a.9. _______________________________________________________________________

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