00014505 Prebid Meeting Agenda.doc

MANDATORY PRE-BID MEETING OPO TOPICS

RFCQ No. S-73000-00014505 Project Name: ESB – La Grande Maintenance Facility Deicer Tank Replacement 08/12/2025

A. INTRODUCTIONS:

1. Single Point of Contact, Dave Dethloff – William.d.dethloff@odot.oregon.gov

2. Project Manager, Ace Clark

B. SIGN-IN SHEET:

1. Will be posted on OregonBuys with Agenda.

2. Any Addenda as a result of this meeting will be posted on OregonBuys in the Amendments tab.

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

4. If you have any questions, clarifications, or would like to discuss exceptions you must submit your questions in writing to the single point of contact within the deadline specified in ITB. Exceptions will be approved at ODOT’s sole discretion.

C. PROJECT SPECIFICS:

1. Project will establish a Contract the removal and re-establishment of the La Grande maintenance deicer facility.

2. Substantial Completion 10/16/2025 and Final Completion 10/20/2025. Liquidated damages will result in failure to comply with completion date $600.00 per calendar day.

3. Brand name products are listed in the specifications. See RFCQ document for procedure and deadline for request for approved equal. Exceptions will be approved at ODOT’s sole discretion. Approved Equal or Alternate Brands requests due via email to William.d.dethloff@odot.oregon.gov 5 calendar days prior to bid closing..

4. This is a BOLI prevailing wage project with Contractor / Subcontractor compliance and reporting requirements.

5. Bid, Performance and Payment Bonds will be required.

6. Insurance coverages will be required as specified in the ITB.

7. State of Oregon General Conditions for Public Improvement Contracts January 1, 2012 Edition applies.

D. SOLICITATION TIMELINES:

1. Deadline for questions or requests for clarification due by 08/14/2025

2. No public bid opening will be held. Bidding closes 08/19/2025 @ 10:30 AM

3. Preliminary results will be posted at ODOT’s earliest convenience typically within a day or two.

4. Intent to award will be posted within 5 business days of the bid opening date.

E. LICENSING REQIREMENTS:

1. You must be ESB certified through COBID (Certification Office for Business Inclusion and Diversity).

2. This project requires you to be licensed with the State of Oregon Construction Contractors Board including any sub-contractors.

3. Read solicitation docs for any other needed license or training requirements.

F. SUBMITTAL REQUIREMENTS: SECTION B in ITB document.

1. Bid pricing must be entered into OregonBuys for items #1.

2. Answer 4 questions in Questions Tab in OregonBuys.

3. Bidder must select yes on terms and conditions tab in OregonBuys or bid will be rejected.

4. Bidder must submit completed Competitive Quote Form Part 1 and 2, and Attachment B (Bid Bond) no later than the Bid Opening Date and Time specified in the ITB in OregonBuys.

5. Bidder must submit Attachment D (1st tier subcontractor form) within 2 hours of bid closing date and time or bid will be rejected. (Make sure you input all information requested in all columns and categories)

6. All documents required to be filed out and submitted shall be loaded into OregonBuys into the attachments tab with the submitted bid. Excluding the 1st tier subcontractors form, the 1st tier subcontractors form can be submitted within 2 hours of bid closing via email to William.d.dethloff@odot.oregon.gov

7. Reference sheets need to be filled out and completed providing contact information dates name and location of projects for ODOT to check responsibility.

8. Make sure you read the RFCQ documents for ALL REQUIRED SUBMITTALS list may not be all inclusive.

G. BID ADDENDUM:

1. Addendum may come forward it is bidders responsibility to ensure that ALL Addendum are known/acknowledged. Addendum if posted can be found in the Amendments tab in OregonBuys for the solicitation.

2. No changes to requirements of project unless specifically identified by Addendum.

H. OBTAINING PLANS AND SPECIFICATIONS:

1. OregonBuys Attachments Tab.

I. VENDOR SUPPORT FROM ODOT:

1. Oregon Department of Transportation : Contracting with ODOT : Procurement : State of Oregon For additional support, contact Melissa Lovejoy, 503-951-2574, or by email, or leave a message at 503-951-2649

2. I am also available at William.d.dethloff@odot.oregon.gov or 503-569-8793.

J. QUESTIONS FOR OPO?

K. Turn over to Project Manager Ace Clark for project specific requirements.

Pre-Bid Meeting Agenda

May 2024