00017638 - Prebid Agenda-Bldg K Dispatch Expansion.pdf

Pre-Bid Meeting Agenda August 12th 2026

MANDATORY PRE-BID MEETING

AGENDA W/ OPO TOPICS

RFCQ No. S-73000-00017638 Project Name:

ESB Bend Bldg K Dispatch Office Expansion 8/12/2026

A. INTRODUCTIONS:

• ODOT Project Manager – Jesse Powning

• ODOT Site Manager – Aaron Smith

• ODOT Dispatch Manager – Arleigh Mooney

• ODOT Facilities Maintenance Specialist – Andrew Russell

• ODOT Electrical Crew Manager

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 RFCQ. Exceptions will be approved at ODOT’s sole discretion.

C. PROJECT SPECIFICS:

1. Project will establish a Contract to modify the existing Dispatch Center to include demolition of two existing interior walls, wainscotting, and two interior doors;

patching of affected floor, wall, and ceiling surfaces; construction of a new wall, and misc. items as described in the plans and specifications. The expanded area will accommodate installation of six new dispatch consoles.

2. Substantial Completion 5/17/2027 and Final Completion 5/31/2027.

3. The RFCQ (including Plans and Specifications) does not expressly or implicitly require any product by brand name or mark, nor does it require the product of any particular manufacturer or seller.

4. If this contract is or goes over $50k, it becomes a BOLI prevailing wage project with Contractor / Subcontractor compliance and reporting requirements.

5. Insurance coverage will be required as specified in the RFCQ.

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

D. SOLICITATION TIMELINES:

1. Deadline for questions, requests for clarification, requests for approved equal due by 08/18/2026

2. No public bid opening will be held. Bidding closes 08/24/2026 @ 2:00 PM

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

2. Contractor must be ESB certified to bid on this project.

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

F. SUBMITTAL REQUIREMENTS:

1. Bid pricing must be entered into OregonBuys for item 1.

2. Answer 4 questions in Questions Tab in OregonBuys.

3. Bidder must agree to terms and conditions with no exemptions in OregonBuys or bid will be rejected.

4. Bidder must submit completed Form A-1 Offeror Information and Certifications

Form no later than the Bid Opening Date and Time specified in the RFCQ in OregonBuys.

5. All documents required to be filled out and submitted shall be loaded into OregonBuys into the attachments tab with the submitted bid.

6. Reference sheets please complete fully as requested.

7. 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. Addendum acknowledgement is on Form A-1.

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 by email, or leave a message at 503-951-2649

J. Turn over to Project Manager for project specific requirements and Q&A.

General Construction Notes:

• Communication plan o Once the project is awarded all communications will go through the ODOT project manager.

o CC Aaron Smith and Arleigh Mooney on all communications.

o Communicate look ahead for the next week of onsite work (at the end of each week or before any work starts).

o Designate onsite superintendent and provide contact info o Onsite contacts: Will be shared at pre-construction meeting.

• Permits are required. Contractor will be responsible for getting and paying for the permit once it is ready. ODOTs design team has submitted the plans and permit application and paid the review fees. We will be supporting the review process until the permit is ready to be issued. ODOT will get and pay for the permit for electrical work.

• Submittals must be approved before materials can be ordered. This project does not have any critical submittals. The project manager may request submittals on general building materials – Lumber, fasteners, drywall, texture, paint, ceiling grid, rubber base, and any other materials or equipment to be supplied and installed by contractor.

Note: Carpet tiles and acoustic tiles will be supplied by ODOT.

Electrical conduit, wiring, and misc. components are to be supplied and installed by ODOT.

• Any discrepancies found at today’s site visit shall be brought to the attention of ODOT either at this meeting or through a request for clarification sent to Ashley Kallberg.

• Clarifications shall be requested in writing prior to any installation. Incorrect installations shall be corrected at no additional cost to ODOT.

• All work shown is to be by the contractor unless specifically noted as being by ODOT or by others. All materials shown are to be provided by the contractor unless specifically noted as existing or provided by ODOT. The carpet tiles and acoustic ceiling tiles are to be provided by ODOT. All electrical and data work is to be completed by ODOT electricians and IT technicians.

• Drawings are schematic in nature, major components and equipment are shown on the drawings. The contractor shall supply and install all minor components and materials necessary to provide a complete and functional project whether all such components are noted in the drawings and specifications.

• Onsite Staging – Trailer, materials, and temporary facilities.

https://www.oregon.gov/odot/business/procurement/pages/howto.aspx https://www.oregon.gov/odot/business/procurement/pages/howto.aspx mailto:melissa.e.lovejoy@odot.oregon.gov?subject=ORBuys%20Vendor%20Support o The location for storage of materials, debris, or dumpster on the Premises shall be approved in advance by the ODOT Project Manager. There will be space provided behind building K for a portable toilet, parking a tool trailer and contractor vehicles. Disposal facilities, bins, or dumpsters shall not be provided by ODOT. These will all be discussed in detail at the pre-construction meeting.

Scheduling of Contract:

• The Contractor shall be responsible for keeping the ODOT Project Manager informed of all activity throughout the Work.

• The Work shall be accomplished on weekdays between the hours of 6 a.m. and 6 p.m. - Work outside those hours will be acceptable but must be specifically requested by the Contractor and approved by the ODOT Project Manager. Schedule –provide a target schedule as soon as possible once the project is awarded. Preferably at the pre-con meeting.

• Substantial completion of the Work shall be no later than 5/17/2027.

• Final completion shall be no later than 5/31/2027.

• After award of contract, the Contractor shall contact the ODOT Project Manager to schedule the Work at least ten (10) business days prior to the start of any work/demolition.

• The Work shall be accomplished on weekdays between the hours of 6 a.m. and 6 p.m. - Work outside those hours may be acceptable but must be specifically requested by the Contractor and approved by the ODOT Project Manager.

• Aaron Smith is the assistant District 10 Manager. He is overseeing this project and will be included in communications.

• Dispatch operates 24/7 from this building and they will need close coordination and strong communication throughout the project. Arleigh Mooney is the Dispatch Manager and Stacy Trees is the assistant manager. Arleigh will be included in all communications.

• Work that creates excessive noise will need to be scheduled and approved to avoid disruptions to dispatch operations.

• The project will need to be completed in two phases – o First phase is building the new wall and finishing the conference room side only.

Including drywall, texture, paint, wainscot, and base. The other side of the wall will be open framing so ODOT electricians can install conduit and prep for the data and electrical.

o Second phase will be the rest of the project – Dispatch will temporarily move operations to the two small offices adjacent to the space being remodeled. This phase will need to be expedited so dispatch can get back to normal capacity as quickly as possible. The plan will be to demo the walls and the doors, frame in the door openings, build the wing wall, move lighting and HVAC where needed, and connect the ceiling grid. Get rough inspections for framing, electrical, and ceiling grid. Then complete all the finishes and the rest of the scope outlined in the plans and specifications.

o The timeline for these phases will be discussed at the pre-bid conference. The new wall and conference room side can be finished as soon as we have permits.

We should have a ballpark timeline for permits any day. The second phase will need to be done when dispatch is not in peak winter operations. Which means that portion of the work would not start until early spring when weather and road conditions permit. (Likely around mid-March or early-April)

Clean-Up/Conditions of Site:

• The Contractor shall broom-clean their work area at the end of each workday and neatly stack materials and debris in an approved location.

• The contractor shall clean the entire work area at the conclusion of the project to the satisfaction of the ODOT Project Manager.

• ODOT shall not be responsible for the security of the Contractor’s materials, tools, personal belongings, or equipment on the Premises.

Notes…