00012560 Pre Bid Meeting Agenda.docx

Pre-Bid Meeting Agenda

Project Name: ESB OR8 EB at MP 11.12 Bus Pad Meeting Location: 9200 SE Lawnfield Rd. Clackamas, OR 97015 Meeting Date and Time: January 22, 2025, 11:00 am ITB Number: #S-73000-00012560

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 will be posted on OregonBuys.

1. Single point of contact is Ivory Williams. All questions, during bidding, need to be emailed to Ivory at ivory.williams@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. This is an ESB (Emerging Small Business) opportunity only. Only firms certified by COBID as ESB at the time of bid are eligible to bi on this project.

1. Questions and requests for clarifications are due 5 calendar days prior to bid time/date. Questions and clarifications must be submitted in writing via email.

1. Bids are due January 29th, 2025, before 3:00 PM.

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

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. This includes the bid bond and First Tier Subcontractor Disclosure Form.

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.

Project Background - Stacy

a) Contract requires contractor furnish and install all construction material required to construct one bus pad in compliance with the 2024 Oregon Standard Specifications for Construction. Substantial completion is April 30, 2025 and Final Completion is May 15, 2025.

b) Contractor will be responsible for traffic control measures for all closures, based on their submitted and approved traffic control plan.

a. A single lane closure is allowed from 9 am on a Thursday to 5 am on the following Monday.

b. The traffic control plan will need to include a temporary pedestrian route.

c. Contractor shall monitor and maintain all traffic control in place 24 hours a day for the duration of the closure.

d. PCMS signs are required to be in place 7 days in advance of the lane closures, for both directions of travel on TV hwy.

e. When backfill of the bus pad area cannot be achieved by the end of a work shift use temporary steel plating.

f. Contractor is responsible for placing all new lines in the same location and configuration as all existing lines. Cost to control work to meet this responsibility is incidental to the bid items.

c) Note that submittals for the traffic control plan and schedule are required prior to scheduling the pre-construction meeting. The pre-construction meeting has to be scheduled within 30 days of NTP and at minimum 14 days prior to the start of work.

d) Contractor shall notify Trimet at least 14 calendar days before the work is to begin, informing them of the work to be performed. Provide the Project Manager with documentation of the notice. Trimet Contact information:

a. Field Ops Coordinator 503-962-4949 foc@trimet.org

e) Subgrade Stabilization is included as needed. The Project Manager or their designated representative will determine the limits, if any, after all excavation has been completed.

f) Changes to the scope and/or limits of work are to be requested in writing to the Owners Authorized Representative. The Owners Authorized Representative will respond in writing with approval or denial of the change(s). ADA ramp upgrades that are triggered due to unauthorized changes to the scope and/or limits of work are the Contractors responsibility to remedy. Contractor, or their designated representative, will design and construct the ADA ramp upgrades per ODOT standards at no expense to the Agency. ADA ramp upgrades must follow the triggering activity in a timely manner.

g) ODOT does not have any locations near the site for staging of equipment and/or materials. Equipment and/or materials may be staged in the lane closure at the contractor’s risk. ODOT does not authorize the Contractor to park vehicles, stage equipment and/or materials on private property.

h) Washout containment is required for concrete trucks. Removal and proper disposal of the washout containment system required after concrete pour is complete.

i) Properly sized equipment to quickly complete the demolition portion of the work is required.

j) Contractor shall provide quality control testing for aggregate base compaction and concrete. Recommended to have some additional cylinders in case any do not break at required strength.

k) Since the timeframe designated for opening traffic is less than 72 hours after concrete placement, the contractor will need to provide an ODOT approved High Early Strength concrete meeting the requirements of Supplemental Special Provision 30.

l) Contractor responsible to protect the concrete finish, any damage such as names written in it or bicycles riding through it will be assessed and repair may include removal and replacement at the no expense to the Agency.

m) Administrative items of importance:

a. All correspondence must have the contract name in the subject line and cc Amythest Lee.

b. The invoice must have the specified certified statement and signature.

c. Certified Payroll Reports (if required) and the invoice are to be emailed to the Project Manager.

d. The invoice must show for each bid item the bid and actual: units, unit prices and quantities.

e. Substantial and Final Completion Notices are required as specified in DAS General Conditions Section K.4.

f. Schedules are required as specified in DAS General Conditions Section H.

8.0 Questions:

a) Questions:

a.1. _______________________________________________________________________ a.2. _______________________________________________________________________ a.3. _______________________________________________________________________ a.4. _______________________________________________________________________ a.5. _______________________________________________________________________ ESB OR8 EB at MP 11.12 Bus Pad Page 1 Pre Bid Meeting Agenda image1.jpeg image10.jpeg