00016040 Prebid Meeting Agenda.doc
DOC document 47 KB Posted
- Attached to
- La Grande HQ Office Roof Ventilation (HVAC)
- Solicitation number
- S-73000-00016040
- Issued by
- Umatilla County, Oregon
About this file
This is a Pre-Bid Meeting Agenda for the Oregon Department of Transportation (ODOT) related to ITB No. S-73000-00016040 for the La Grande HQ Office Roof Ventilation project. The project involves installation of roof-mounted solar-powered exhaust fans on integral curbs, roof repair, supply air grilles, louvers, ductwork, and related work. The pre-bid meeting is scheduled for March 5, 2026, with a deadline for written questions or clarifications due by March 10, 2026. The public bid opening is set for March 17, 2026, at 10:00 AM, hosted via Microsoft Teams or phone. Preliminary results will be posted within one to two days of bid closing, with ODOT's Intent to Award to be issued within five business days of the bid opening date. Substantial completion is required by June 1, 2026, and final completion by June 15, 2026, with liquidated damages of $600.00 per calendar day assessed for failure to meet the substantial completion deadline.
Bidders must be licensed with the Oregon Construction Contractors Board and registered with the Oregon Secretary of State and OregonBuys platform. Bid pricing must be submitted through the OregonBuys Items tab, and bidders must complete and submit Form A-1 (Bidder Information and Certifications), Form A-3 (Bid Security/Bond), and Form A-4 (First Tier Subcontractor Disclosure) by the bid opening date, with the subcontractor disclosure form due within two hours of bid closing. This project is subject to BOLI prevailing wage requirements with contractor and subcontractor compliance and reporting obligations. Bid, Performance, and Payment Bonds are required, as are specified insurance coverages. The State of Oregon General Conditions for Public Improvement Contracts (January 1, 2012 Edition) applies to this solicitation.
View the file
Other files
| File | Type | Posted |
|---|---|---|
| 00016040 Exhibit 6 Plans.pdf | ||
| 00016040 Exhibit 5 Specifications.pdf | ||
| 00016040 Invitation To Bid PI.docx | DOCX document | |
| 00016040 Addendum1.docx | DOCX document | |
| 00016040 Sample Contract.docx | DOCX document | |
| 00016040 PreBid Sign In Sheet.docx | DOCX document | |
| 00016040 Exhibit 7 Project Overview.doc | DOC document | |
| 00016040 Addendum2.docx | DOCX document |
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Text version
PRE-BID MEETING
ITB No. S-73000-00016040 Project Name: La Grande HQ Office Roof Ventilation 03/05/2026
A. INTRODUCTIONS:
1. Single Point of Contact, Dave Dethloff – William.d.dethloff@odot.oregon.gov
2. ODOT Project Manager, Travis Duby
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 for the installation of roof mounted solar powered exhaust fans on integral curbs, roof repair, supply air grilles, louvers, ductwork and other work as indicated or directed.
2. Substantial Completion 06/01/2026 and Final Completion 06/15/2026. Liquidated damages may result in failure to comply with the substantial completion date $600.00 per calendar day.
3. Brand name products are listed in the specifications. See ITB document for procedure and deadline for request for approved equal. Exceptions will be approved at ODOT’s sole discretion.
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 03/10/2026
2. Public bid opening set for 03/17/2026 @ 10:00 AM. Public bid opening hosted on teams at link or by phone is provided in ITB document. Section A.11
3. Preliminary results may be posted at ODOT’s earliest convenience typically within a day or two of bid closing.
4. Intent to award will be posted within 5 business days of the bid opening date.
5. Protest period of ODOT’s Intent to award 5 calendar days after the issuance of ODOT’s Intent to Award.
E. LICENSING REQIREMENTS:
1. This project requires you to be licensed with the State of Oregon Construction Contractors Board including any sub-contractors.
2. Project requires valid registration with the Oregon Secretary of State.
3. Bidders must be registered in OregonBuys – registration is free.
Read solicitation documents for any other needed license or training requirements this list may not be all inclusive..
F. SUBMITTAL REQUIREMENTS: SECTION C.7 in ITB document.
1. Bid pricing must be entered into OregonBuys in “Items” tab for Bid Item 1
2. Answer 2 questions in “Questions” Tab in OregonBuys.
3. Bidder must “agree to terms and conditions with no exemptions” in the terms and conditions tab in OregonBuys or bid will be rejected.
4. Bidder must submit completed Attachment A, Forms A1 and A3 no later than the Bid Opening Date and Time specified in the ITB in OregonBuys.
| FORM A-1 |
| BIDDER INFORMATION AND CERTIFICATIONS FORM |
| FORM A-3 |
| BID SECURITY FORM – BID BOND |
| FORM A-4 |
| FIRST TIER SUBCONTRACTOR DISCLOSURE FORM |
5. Bidder must submit Attachment A, Form A-4 1st tier subcontractor disclosure form within 2 hours of bid closing date and time.
6. Reference sheets need to be filled out and completed providing contact information dates name and location of projects for ODOT to check responsibility.
7. Bid Bonds must be provided on ODOT’s supplied form A-3.
8. Make sure you read the ITB documents for ALL REQUIRED SUBMITTALS list may not be all inclusive.
G. BID ADDENDUM:
1. Acknowledge receipt on Bid documents if any arise. Addenda acknowledged on Form A-1.
2. Addendum may come forward it is bidders responsibility to ensure that ALL Addendum are acknowledged.
3. 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 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 Travis Duby for project specific requirements.
Pre-Bid Meeting Agenda
May 2024
File details come from the government source that posted it. Updated .