00017851 Prebid Agenda-R4 Dispatch Consoles.docx

VOLUNTARY PRE-BID MEETING

AGENDA W/ OPO TOPICS

RFCQ No. S-73000-00017851 Project Name:

Bend Bldg K Dispatch Consoles 9/28/2026

A. INTRODUCTIONS:

· ODOT Project Manager – Jesse Powning

· ODOT Architect – Mike Schweizer

· ODOT Procurement Specialist – Tracy Raby

· ODOT Dispatch Manager – Arleigh Mooney

· ODOT Radio Tech – Michael Goding

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. Single point of contact during the bidding process is our Procurement Specialist: Tracy Raby. Tracy.raby@odot.oregon.gov All questions should be directed to her – she will either answer directly or forward to the project team and relay the information. Any resulting changes or pertinent information that is not already included in the project documents will be posted as an addendum on OR Buys.

2. This procurement consists of furnishing, delivering, and installing six (6) new dispatch consoles that meet the technical specifications in the Oregon Buys attachment: ‘Exhibit 3 Project Overview’ and as described in the RFCQ attachment. The consoles will replace existing workstation equipment and must provide the required footprint, ergonomics, technology support, cable management capability, and durability necessary for 24/7/365 dispatch operations. The selected supplier shall provide all specified console components, associated accessories, and any required structural or power‑distribution elements integral to the console assemblies.

3. The agency has limited funding available for this procurement and the funding may not be adequate to purchase everything included in the procurement. Additive alternates are being used to maximize the work that can be completed within the available funding limits. ODOT may choose to award alternate 1 or 2 or neither, but not both.

4. Method of award: Lowest bid that best meets the requirements of the technical specifications.

5. Substantial Completion 6/15/2027 and Final Completion 6/30/2027.

6. The RFCQ and Project Overview (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.

7. PWR / BOLI – If 10.2 or 10.3 is chosen to be awarded as an additive alternate, it becomes a BOLI prevailing wage project with Vendor compliance and reporting requirements.

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

9. 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 10/2/2026

2. No public bid opening will be held. Bidding closes 10/8/2026 @ 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. BID 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.

F. 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.

G. OBTAINING PLANS AND SPECIFICATIONS:

1. OregonBuys Attachments Tab.

H. 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

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

General Construction Notes:

· Communication plan

· Once the project is awarded all communications will go through the ODOT project manager.

· CC Arleigh Mooney and Michael Goding on all communications.

· Onsite contacts: Will be shared at pre-construction meeting.

· No removal of existing consoles or demo will be required with this contract.

· Permits are not required.

· Submittals must be reviewed and approved by ODOT before materials or equipment can be ordered. Full shop drawings including complete parts and equipment list will be required. We may require separate specifications or further clarification on any and all pieces of the consoles to be supplied.

· Physical samples will not be required at time of bidding but may be requested during submittal process.

· Consoles must comply with all current ADA requirements for height adjustability, reach zones, etc.

· Any discrepancies discovered 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 Tracy Raby.

· 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 vendor unless specifically noted as being by ODOT or by others. All materials shown are to be provided by the vendor unless specifically noted as existing or provided by ODOT. All electrical and data connections are to be completed by ODOT electricians and IT technicians. Vendor is to plug in equipment and test.

· Drawings are schematic in nature, major components and equipment are shown on the drawings. The vendor 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 – We can discuss parking and access in detail at the pre-construction meeting.

· Disposal facilities (dumpster) shall be provided by ODOT.

Scheduling of Contract:

· Vendor shall attend pre-construction/pre/shipment meetings to assure ODOT may schedule the installation and assure adequate ODOT supplied materials are present during installation. This will be done virtually via MS TEAMS.

· Substantial completion of the Work shall be no later than 6/15/2027.

· Final completion shall be no later than 6/30/2027.

· 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 Vendor and approved by the ODOT Project Manager.

Clean-Up/Conditions of Site:

· The vendor shall clean the entire work area at the conclusion of the project to the satisfaction of the ODOT Project Manager. ODOT will supply a dumpster for disposal and assist with transporting materials to be disposed.

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

Notes…

Pre-Bid Meeting Agenda September 28th 2026