00016950 Prebid Meeting Agenda.doc

PRE-BID MEETING

ITB No. S-73000-00016950 Project Name: Spray Maintenance Station Roof Replacement 06/10/2026

A. INTRODUCTIONS:

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

2. ODOT Project Manager, Shelby Stout

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 shall consist of the replacement of the original 1986 building roof and 2002 addition roof. To remove and dispose of all existing rain gutters, downspouts, gable and eve trim, ridge cap, roof metal, and roof insulation then replace roughly 6,200sf with new insulated metal panel roofing, associated trim, and gutters

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 06/18/2026

2. Public bid opening set for 06/25/2026 @ 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.

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 Shelby Stout for project specific requirements.

Pre-Bid Meeting Agenda

May 2024