00014753 Request For Bids.docx

Issue Date:

Request for Bids (“RFB”) No. S-73000-00014753 Meacham Maintenance Station Roof Snow Retention System

Non-Discrimination Notice: ODOT in accordance with the Title VI of the Civil Rights Act of 1964, 78 Stat. 252. 42 U.S.C. 2000d to 2000d-4 and Title 49, Code of Federal Regulations, Department of Transportation, Subtitle A, Office of the Secretary, Part 21, Nondiscrimination in Federally-Assisted programs of the Department of Transportation issued pursuant to such Act, hereby notifies all Bidders that it will affirmatively ensure that all business enterprises will be afforded full opportunity to submit bids in response to this solicitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.

Accessibility and Accommodation Requests: The Oregon Department of Transportation is committed to complying with all statutory requirements to ensure that it is providing information that is more accessible to people with disabilities, as required by Section 508 of the Rehabilitation Act of 1973, as amended (29 U.S.C. 794d), and 36 C.F.R. 1194 Appendix A. To request reasonable accommodation for access, due to a disability, to information related to this document, please contact the Oregon Department of Transportation’s Procurement Office at 3930 Fairview Industrial Drive SE Salem, OR 97302-1166, phone #503-986-2710 or OPOAdministration@odot.oregon.gov.

Commitment To Diversity, Equity, and Inclusion: The State of Oregon is committed to taking active steps toward increasing and promoting diversity, equity, and inclusion values across procurement processes for minority, women, emerging small, and veteran owned businesses by reducing barriers to compete for and be awarded state contracts. All interested businesses are encouraged to submit Bids for this contracting opportunity.

Procurement Summary:

Project Scope: Project will design, purchase, and install a snow retention system. Some design work has been performed using an online calculator and load tables. Calculations returned showing one row of snow guard is required. ODOT has decided to install two rows due to snow loads that may occur at this facility. See Attachments A, E, and F for further details.

Attendance at a mandatory pre-bid conference will be required – see Bidding Information below.

COMPLETION DATES (See the General Conditions for definitions of substantial and final completion. A link to the General Conditions is provided in Attachment C.):

Substantial Completion: 11/03/2025 Final Completion: 11/13/2025 The work contemplated under an awarded contract includes all labor, materials, transportation, equipment and services for, and incidental to, the completion of all work in connection with the project described in the Contract Documents.

Bidding Information:

This RFB is advertised as a “Bid Solicitation” in the OregonBuys web-based eProcurement system. Bids must be submitted through the OregonBuys system.

· Bidder must be registered as a vendor in OregonBuys to do business with the State. Registration is free. To create a vendor account, click the blue “Register” button in the top right corner of the OregonBuys website: https://oregonbuys.gov/bso. For registration assistance see vendor registration guidance.

· Bidder is responsible for ensuring that its vendor information is current and correct in OregonBuys. ODOT will accept no responsibility for incorrect vendor information.

This procurement is being conducted as an intermediate procurement in accordance with ORS 279C.

No public bid opening will be held.

Any questions regarding this RFB should be directed to the Purchaser identified in OregonBuys for this RFB. Any changes to (addenda) or notices regarding the RFB will be posted on OregonBuys.

Bidder must select “Yes” on the Terms & Conditions tab in OregonBuys or the Bid will be rejected.

Bidder must submit the attached Bid Form (Parts 1, 2) no later than the Bid Opening Date and time specified in OregonBuys in order to be considered for award.

Bids must be submitted via OregonBuys. Bids submitted by any other means will be rejected.

YOU MUST ATTEND a mandatory pre-bid conference to be considered for award. The pre-bid conference will be held at:

Pre-bid location:

ODOT Meacham Maintenance Station 64705 Old Oregon Trail Road Meacham, OR 97859

Date and Time:

Thursday September 4th 2025 @ 10:00 AM ALL REQUIRED DOCUMENTS SHOULD BE SUBMITTED AS ONE PDF ATTACHMENT. However, if a pricing form is provided in OregonBuys as an Excel document, Bidder may complete and submit the pricing form in Excel.

Attachment A – Specifications, and Attachment F – ColorGard 2.0 Project Calculations, include a “brand name or approved equal” specification. Other brands will be considered if they are of equal or better quality, utility, durability, function, and purpose, as determined by ODOT. To request approval of an alternate brand, submit a request by email to the ODOT contact person listed on page 1 of the RFB no later than 5 calendar days prior to the bid submission deadline. The request must include sufficient information for ODOT to determine product acceptability including, but not limited to, detailed product specifications.

Attachments: The following attachments, which are provided in Oregon Buys, are incorporated into this RFB and will be incorporated into any resulting contract as part of the Contract Documents.

Method of Award:

ODOT intends to award a Contract to the lowest responsible bidder whose offer complies with the requirements.

BID FORM

Bidder must submit this form by the Bid Opening Date and Time specified in OregonBuys for this RFB.

Request for Bids No. S-73000-00014753 Meacham Maintenance Station Roof Snow Retention System Part 1: Bidder Information/ Signature

Bidder (COMPANY) Legal Name:

Bidder Address:

Contact Person:

Phone:

Email:

CCB #:

CCB Expiration:

By signature below, the undersigned Authorized Representative of the Bidder hereby certifies on behalf of Bidder that:

1. Bidder agrees to and shall comply with all requirements, specifications and terms and conditions included with this RFB (including all Attachments and Addenda, if any) if awarded a contract under this solicitation.

1. In accordance with ORS 279A.110(4), Bidder does not discriminate in its employment practices with regard to race, creed, age, religious affiliation, sex, disability, sexual orientation or national origin. And, pursuant to ORS 279A.110, Bidder has not and Bidder will not discriminate against a subcontractor in the awarding of a subcontract because the subcontractor is a disadvantaged business enterprise, a minority-owned business, a woman-owned business, a business that a veteran owns or an emerging small business certified under ORS 200.055.

Authorized Representative Printed Name and Title:

Authorized Representative Signature:

Part 2: Bidder References for Comparable Projects

In order to determine whether a Bidder meets the standards of Responsibility set forth in the procurement code and related administrative rules, ODOT requires information on Bidder’s past performance. Bidder must check one of the two checkboxes below. If the second checkbox is selected, Bidder must attach a completed Bidder References Form.

☐ Bidder has performed similar projects for ODOT within the past 3 years as the prime contractor under a contract between Bidder and ODOT. Bidder understands that if it is the apparent successful Bidder, ODOT may still require that Bidder provide references, in which case Bidder must promptly provide them upon ODOT’s request.

☐ Bidder’s bid contains three references for similar projects on the Bidder References Form provided in this RFB.

Part 2 Cont. - Bidder References Form REFERENCES FOR COMPARABLE PROJECTS IN SIZE AND SCOPE: If Bidder checked the second checkbox in Part 2, Bidder shall provide on this form a list of three different firms that can be contacted regarding the quality of services that the Bidder provided in the last 4 years on projects of comparable size and scope.

Name of Firm:

Reference Contact Person:

Telephone:

Fax:

Email:

Alternate Reference Contact Person:

Telephone:

Fax:

Email:

Project Title:

Project Date:

Project Location:

Project Description:

Name of Firm:

Reference Contact Person:

Telephone:

Fax:

Email:

Alternate Reference Contact Person:

Telephone:

Fax:

Email:

Project Title:

Project Date:

Project Location:

Project Description:

Name of Firm:

Reference Contact Person:

Telephone:

Fax:

Email:

Alternate Reference Contact Person:

Telephone:

Fax:

Email:

Project Title:

Project Date:

Project Location:

Project Description:

Part 3: Pricing Submittal Bid Pricing. Bidder must complete online entry of all required pricing information in the “Item Information” section for this RFB in OregonBuys.

The quantities listed in the Item Information section for this RFB in OregonBuys are intended to serve only as a guide to Bidders, and are not to be construed as a guarantee. All quantities are estimated and are for Bid purposes only. ODOT reserves the right to adjust quantities or delete items as needed. Payment will be made based on actual, measured quantities.

AWARD REQUIREMENTS (for selected Bidder only) Upon award of a contract, ODOT may request and require the selected Bidder to submit the following:

Business Registry Number/Registered Agent Name If selected for award, Bidder must be duly authorized by the State of Oregon to transact business in the State of Oregon before executing a contract. Bidder must obtain and maintain a current Oregon Secretary of State business registry number (unless operating under the Bidder’s real and true name). See process for obtaining a business registry number. All corporations and other business entities (domestic and foreign) must have a registered agent in Oregon. See requirements and exceptions regarding Registered Agents. For more information, see Starting a Business and Laws and Rules. The titles in this subsection are available at the following Internet site: http://www.filinginoregon.com/index.htm.

Tax ID Number Provide Taxpayer Identification Number (TIN) on an ODOT TIN Request Form. Also provide a completed W-9 form (http://www.irs.gov/pub/irs-pdf/fw9.pdf) if requested by Agency.

Certificates of Insurance Provide certificates of insurance to ODOT for required insurance coverage, if any.

Conflict of Interest (“COI”) Disclosures Provide all required conflict of interest disclosures, if any, per the ODOT COI Guidelines and COI Disclosure Form available at the following link: http://www.oregon.gov/ODOT/Business/Procurement/Pages/PSK.aspx Bidder Responsibility Complete and provide a signed Responsibility Inquiry form: http://www.oregon.gov/ODOT/Business/Procurement/Pages/PSK.aspx (under Forms section, Misc. Procurement Related Forms).

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