00017851 Revised_Exhibit 3-Project Overview.docx

PROJECT OVERVIEW

8/18/2026 Oregon Department of Transportation Region 4 Bend Bldg K New Dispatch Consoles Project Location:

Bend Region 4 Headquarters 63055 N HWY 97 Bldg K Bend, OR 97702

ODOT Contact:

The ODOT Project Manager for this project is Jesse Powning.

E-mail: Jesse.powning@odot.oregon.gov Cell: (541) 554-4775 Address: 63055 N HWY 97 Bldg L, Bend OR 97702

The ODOT Project Manager may designate an additional ODOT contact person, Architect, or Engineer to support with inspections or questions in the field.

Project Background The existing dispatch office at the ODOT Region 4 Headquarters (Building K) currently utilizes outdated workstation equipment that does not accommodate the modern dispatch consoles now deployed across the state. All other dispatch centers have already been upgraded, and Station 4 is the final location scheduled for modernization. The current workstations cannot support the footprint, technology, cable management, ergonomics, or operational requirements of the new console standard. To ensure consistency in statewide dispatch operations and support current equipment demands, Station 4 requires procurement and installation of six new dispatch consoles.

Project Description:

This procurement consists of furnishing, delivering, and installing six new dispatch consoles that meet the technical specifications included in this document. 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.

Bid Structure:

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, Alternate 2, or neither, but not both. The contract award will be described in the invitation to bid attachment C-bid pricing form.

Base Bid shall include furnishing, delivering, and installing the complete dispatch console assemblies and all associated components identified in Sections 1 through 9 of this specification, excluding partition panels (Item 10).

Add Alternate #1 shall include furnishing and installing partition panels (Item 10) at a height of 48 inches, as described in Section 10.2.

Add Alternate #2 shall include furnishing and installing partition panels (Item 10) at a height of 60 inches, as described in Section 10.3.

Detailed Project Specifications:

Basis of Design The basis of design for this procurement is a console comparable in configuration, ergonomics, and performance to the Xybix Systems Eagle Line Dispatch Console. Xybix’s performance characteristics, functional capabilities, and general configuration are considered minimum benchmarks for this procurement. All proposed products must meet or exceed the functionality, durability, ergonomics, cable management capability, and configurational requirements established in this specification.

Products submitted by bidders do not need to match the basis of design in appearance, but must be equal to or better in construction quality, materials, component features, and overall sit‑stand workstation performance.

ODOT will determine product equivalency after the solicitation closes, based on the specifications, documentation, and materials submitted by bidders. The contract will be awarded to the lowest responsive and responsible bidder whose submission best meets all specifications and requirements.

Dispatch Console Technical Specification

1. Overall Footprint

1.1. Total console assembly footprint: 114” x 44” (including pedestals and cabinet)

2. Console Configuration

2.1. Sit‑stand dual‑surface console, overall dimension 78” W x 44” D.

2.2. Height‑adjustable range 24”-48”.

2.3. Curved front edges similar to overhead view diagram below in this specification.

2.4. Single metal shelf mounted under the monitor surface. The shelf shall be approximately 19" W x 5‑1/4" H x 9" D, or similar in size as approved by the ODOT Project Manager. The shelf shall include one pass‑through grommet hole at the rear and one small power grommet containing a standard power outlet, one USB‑C port, and one USB‑A port.

2.5. Integrated digital controller capable of position memory storage.

2.6. Durability standards must meet ANSI/BIFMA X5.5-2014 and X5.9-2012 certifications.

2.7. Compliance with ANSI/HFES 100-2007 Human Factors Engineering of Computer Workstations.

2.8. Built with ¾” commercial grade melamine or equivalent.

2.9. Reinforced frame designed to support constant sit‑stand movement and heavy monitor loads.

2.10. Capable of achieving at least 300 lb. dynamic and 500 lb. static lifting capacities .

2.11. High‑wear 3D seamless scratch‑resistant laminate surfaces suitable for 24/7/365 use.

3. Monitor Mounting System

3.1. Triple monitor mount - accommodating monitors sized approximately 28”, 25”, and 28”.

3.2. Mounting system must maintain stability during sit‑stand motion.

4. Storage & Equipment Enclosures

4.1. One 18”W x 22” D Drawer Pedestal with standard 3 drawer configuration and 18” W x 44” D work surface.

4.1.1. Full extension, soft-close, steel ball bearing drawer slides.

4.1.2. Drawer and cabinet pulls shall be commercial‑grade, heavy‑duty metal construction with a brushed nickel finish, or equivalent as approved by the ODOT Project Manager.

4.2. One 18”W x 42”D CPU/Tech Tower Cabinet, including:

4.2.1. Integrated cooling fans for ventilation.

4.2.2. Power bars supporting multiple isolated circuits.

4.2.3. Flip‑open 18” x 44” hinged work surface for equipment access.

4.2.4. Locking doors.

4.2.5. Internal grounding bus.

4.2.6. Capacity for 2 CPUs plus miscellaneous electronics.

4.2.7. Cable passthroughs and cable bridge for clean cable routing.

4.2.8. For tech tower cabinet - provide a minimum clear interior dimension of 16 inches width, 34 inches depth, 20 inches height.

5. Power Circuit Accommodation

5.1. Console must be designed to accept two separate customer‑provided power circuits, delivered via partition chase from overhead for four of the consoles and through the end wall for two of them.

5.2. Power architecture must provide the following configuration:

5.2.1. One UPS‑fed 10 outlet power bar dedicated to dispatch CPUs, critical electronics, and equipment located in the tech tower cabinet.

5.2.2. One UPS‑or commercial fed 6 outlet power bar for monitors - mounted behind monitor array and under monitor surface or main console.

5.2.3. One commercial/generator‑backed user‑accessible 10 outlet power bar mounted under the main console to feed sit‑stand lift motors and general accessories such as chargers, heaters, power hubs, and other workstation devices.

5.3. One commercial/generator-backed user-accessible power grommet at back of the metal shelf. Includes one standard outlet, 1 USB-A, and one USB-C.

5.4. Cable pass‑throughs and grounding bus appropriate for multi‑circuit separation.

5.5. Vendor provides the cabinet, pathways, power bars, and structural capability.

5.6. All other cabling will be provided and installed by others.

6. Cable Management Capability

6.1. Integrated cable‑management system must be capable of supporting routing of customer‑installed cabling, including:

6.1.1. Six network cables per console.

6.1.2. All peripheral cabling (keyboards, mice, radios, chargers, desk accessories).

6.1.2.1. Two Data USB Hubs with a minimum of eight total ports (mix of USB-A and USB-C on each hub). These hubs are to be mounted under the keyboard work surface far enough back to be mostly concealed, one on the left and one on the right.

6.1.3. Cable pathways must enable concealed routing where possible and organized, secured routing where visible.

6.1.4. Use a cable bridge to route cables from CPU cabinet to main worksurface.

6.1.5. Vendor is responsible only for providing the pathways and management structure.

6.1.6. All data and power cabling will be provided and installed by others.

7. NOTE: Brand Name used in Specifications:

7.1. Any brand name listed in the specifications as “equivalent” or “equal” shall establish minimum requirements for quality, durability, function, etc. Other brands may be offered that are equal to or better than the brand named in the specifications.

8. Transportation

8.1. Successful console supplier shall arrange transportation of the consoles and related equipment to:

ODOT BEND COMPLEX BUILDING K

63055 N HWY 97

BEND, OREGON 97701

8.2. Console supplier shall have a representative on site to supervise unloading and moving consoles into the project area.

8.3. Console supplier shall repair or replace any component damaged during shipment.

9. Installation

9.1. Console supplier shall attend pre-construction/pre-shipment meetings to assure ODOT may schedule installation and assure adequate ODOT supplied materials are present during installation. This can be done virtually online via MS Teams.

9.2. Console supplier shall coordinate with ODOT personnel during installation of consoles. Console supplier shall supervise installation and start-up of console systems and ensure the console system operates according to ODOT requirements.

9.3. Console supplier shall participate in project clean up. ODOT shall coordinate disposal of materials.

10. Partition Panels – Alternate Bid Items – See 10.2 and 10.3

10.1. General Partition Specifications:

10.1.1. Partition panels must meet or exceed ANSI/ISA S71.04 G2, Grade 3.

10.1.2. Rated .55 NRC sound absorption.

10.1.3. Installed along the backside of the consoles separating the two rows.

10.1.4. Installed between consoles on each side of each workstation and at both ends.

10.1.5. Panels must integrate with the shared chase for power and data routing.

10.1.6. Column chase shall extend to the ceiling and provide isolated, segregated pathways for both power and data cabling.

10.1.7. ODOT will choose to award either alternate 1, 2 or none. Not both.

10.2. Alternate Additive 1 Approximately 60 LF of 48” tall panels. Include all specs from 10.1.

10.3. Alternate Additive 2 Approximately 60 LF of 60” tall panels. Include all specs from 10.1.

General Construction Notes:

· The Vendor shall examine all bid documents prior to providing a bid. Any discrepancies shall be brought to the attention of ODOT through a request for clarification as set forth in the bid documents.

· 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.

· 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.

· Plans and specifications call out specific makes and models of equipment in some locations. Substitution requests shall be made during the bid process. ODOT shall at its sole discretion determine the acceptability of substitutions. No substitutions shall be installed without prior written approval from the ODOT Construction Project Manager.

· All equipment and materials shall be installed in accordance with the manufacturer’s published installation instructions and recommendations.

Submittals The Vendor shall provide the following submittals at a minimum to the ODOT Project Manager. Submittals shall be approved by the ODOT Project Manager prior to the start of on-site construction.

· Schedule – Include critical dates and lead times.

· Shop Drawings.

· Manufacturers product data, test reports, diagrams, and certifications.

· Physical or mockup samples of finishes, colors, & laminate materials

· Cabinet hardware – Drawer slides, pulls, hinges, etc.

Scheduling of Contract:

· Substantial completion of the installation shall be no later than 6/15/2027. Final completion shall be no later than 6/30/2027.

Clean-Up/Conditions of Site:

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

· The Vendor shall protect materials subject to damage by temperature or other weather conditions.

· The location for storage of materials on the premises shall be approved in advance by the ODOT Project Manager. Dumpsters for disposal of cardboard and furniture packaging and other waste will be provided by ODOT.

· The Vendor shall notify the ODOT Project Manager at least two (2) days in advance of any major deliveries.

· Vendor shall immediately notify the ODOT Project Manager of any damage done by the Vendor to the Premises, grounds, or adjacent State properties. Damage done by the Vendor to the Premises or surrounding area shall be repaired to existing conditions as found prior to the commencement of the Work.

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

· It is the responsibility of the Vendor to ensure the Work is performed in accordance with Oregon OSHA rules and regulations.

· The Vendor shall immediately bring to the attention of the ODOT Project Manager any conflicts or issues between existing utilities and the Work.

· Clean the entire work area at the conclusion of the project to the satisfaction of the ODOT Project Manager.

BOLI:

· If the contract includes the alternate add for partition walls and exceeds $50,000 - BOLI Prevailing Wage Rates will apply to this project. In that case, Vendor will need to provide weekly Certified Payroll Reports for employees that assemble and deliver the desks on site.

Close Out:

· Inspection of the work by the ODOT Project Manager for establishment of Substantial Completion shall be made within five (5) business days after receipt of the Vendor’s email request. At this time, the ODOT Project Manager and the Vendor shall develop a punch list document for any incomplete or deficient work.

· Prior to Final Completion, the Vendor shall complete all items on the punch list.

· Prior to Final Completion, the Vendor shall provide one (1) digital copy via email of all operations, maintenance, and warranty information to the ODOT Project Manager.

· Prior to Final Completion, provide ODOT Project Manager with information for all equipment provided by the project, including but not limited to: Manufacturer, model, serial number, consumables, installation date, purchase date.

· Prior to Final Completion, the Vendor shall fully instruct ODOT’s operating and maintenance personnel in the operation, adjustment, and maintenance of products, equipment, and systems.

· Inspection of the work by the ODOT Project Manager for establishment of Final Completion shall be made within five (5) business days after receipt of the Vendor’s email request.

Warranty:

· Vendor shall provide a 1 year Installation warranty on all workmanship.

· Vendor shall provide all warranties for furniture and equipment applicable to this Contract

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