00016920 Prebid Meeting Agenda.doc
DOC document 47 KB Posted
- Attached to
- Canyon City MS Roof Replacement
- Solicitation number
- S-73000-00016920
- Issued by
- Gilliam County, Canyonville City, Oregon
About this file
This is a pre-bid meeting agenda for the Oregon Department of Transportation (ODOT) Invitation to Bid (ITB) No. S-73000-00016920 for the Canyon City Maintenance Station Roof Replacement project. The project involves complete removal and replacement of the existing metal roof, insulation, gutters, downspouts, and accessories with new insulated metal panels (IMPs), along with coordination for HVAC vent replacements and removals. The mandatory pre-bid conference is scheduled for June 3, 2026, with the public bid opening set for June 16, 2026 at 10:00 a.m. via Microsoft Teams. Substantial completion is required by October 15, 2026, with final completion by October 30, 2026. Liquidated damages of $600 per calendar day apply for delays beyond the substantial completion date. The contractor must provide all necessary materials, tools, equipment, supervision, permits, and transportation to complete the work within specified weekday hours (7 a.m. to 5 p.m., excluding state holidays unless approved).
Bidders must be licensed with the Oregon Construction Contractors Board and registered with the Oregon Secretary of State prior to bidding. Bid security equal to 10% of the bid amount is required, along with performance and payment bonds each equal to the contract price. The project is subject to BOLI prevailing wage rates for Region 14/Grant County (effective January 5, 2026, as amended April 5, 2026). Commercial General Liability insurance of $1,000,000 per occurrence/$2,000,000 annual aggregate and Commercial Automobile Liability of $1,000,000 combined single limits are required. Brand name products are specified in the ITB, with procedures available for approved equal requests. All bid submissions, including Attachment A forms (A-1, A-3, and A-4), must be completed in OregonBuys with the first-tier subcontractor disclosure form due within 2 hours of bid closing. The project cost estimate is $100,000 to $250,000 for bonding purposes, and award is contingent upon receipt of sufficient state funding.
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Other files
| File | Type | Posted |
|---|---|---|
| 00016920 Exhibit 5 Specifications.doc | DOC document | |
| 00016920 Exhibit 7 Site Pictures.pdf | ||
| 00016920 PreBid Sign In Sheet.pdf | ||
| 00016920 Addenda 1.docx | DOCX document | |
| 00016920 Exhibit 6 Plans.pdf | ||
| 000165920 PI_ITB.docx | DOCX document | |
| 00016920 Sample PI Contract.docx | DOCX document | |
| 00016920 Preliminary Results.xlsx | XLSX spreadsheet | |
| 00016920 Intent To Award.xlsx | XLSX spreadsheet |
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Text version
PRE-BID MEETING
ITB No. S-73000-00016920 Project Name: Canyon City MS Roof Replacement 06/03/2026
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. The project involves the removal and replacement of the existing roofing, insulation, gutters, downspouts, and accessories. New roofing consists of insulated metal panels (IMP's). Contractor shall provide all necessary materials, tools, equipment, supervision, permits, and transportation necessary to complete work
2. Substantial Completion 10/15/2026 and Final Completion 10/30/2026. 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 06/09/2026
2. Public bid opening set for 06/16/2026 @ 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 3 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 .