2025 Region 1 PMP - Eastern and Western Pre-Bid - Agenda with notes.pdf

5500 Meadows Road, Suite 250 | Lake Oswego, OR 9703

AGENDA – 2025 Region 1 Pavement Maintenance Program – Eastern and Western Airports

Pre-Bid Conference (Voluntary)

Project: 2025 Region 1 Pavement Maintenance Program – Eastern and Western Airports

Date & Time: June 24, 2025, 10:00 AM

Attendees: Please add contact info to chat

Meeting Overview: This is the voluntary pre-bid meeting for all interested bidders.

I. Introductions

Engineer: Century West Engineering

• James Kirby, Century West Engineering – Sr Project Manager

• Travis Sater, Century West Engineering – Construction Manager

Sponsor/Owner: Oregon Department of Aviation (ODAV)

• Alex Thomas, ODAV – Planning, Policy & Programs Manager

• Andria Abrahamson, Program & Policy Coordinator

• Ermie Buncal – Programs & Contracts Coordinator

II. Scope of Work

Eastern Airports Western Airports Ken Jernstedt Airfield McMinnville Municipal Airport Mulino State Airport Seaside Municipal Airport Stark’s Twin Oaks Airpark Toledo State Airport

The work generally involves the following activities:

• Crack Repair/Sealing in Asphalt Concrete Pavements o No hairlines, minimum size of ¼”

• Partial Depth AC Pavement Patching

• Runway, Taxiway, and Apron Pavement Markings

There will be positive quantity management on the project – pre-marking of work

Quantities will be adjusted for conditions in the field

Quantities change with time since inspection

Fixed funding source

The goal is always to do the worst distresses first

May result in larger cracks being filled

Important to understand conditions

Feel free to ask questions and validate any assumptions

Verify assumptions with site visits if needed and upon request.

III. Bids Due

Date: July 8th, 2025

Time: As described in the Invitation to Bid/Oregon Buys (2:00 p.m., Local Time), Bids open at 2:00 p.m.

Location: Electronic opening per Invitation to Bid (Teams) at 2:00 p.m following bid closure

IV. Project Funding

Through the ODAV’s PMP (state only)

Estimated Cost for Eastern is $250,000 - $300,000

Estimated Cost for Western is $250,000 - $300,000

V. Award

Basis of Award: Lowest responsible and responsive bidder for items selected for award, Base Bid.

VI. Prevailing Wage Rates

The project shall pay BOLI Prevailing Wages as incorporated by reference.

VII. Contract Time

Refer to A.7 “Key Project Dates” in the ITB.

For Eastern Airports:

1. Project Start to be achieved withing 10 calendar days after NTP

2. Substantial Completion to be achieved 40 calendar days after Project Start

3. Final Completion to be achieved 55 calendar days after Substantial Completion

For Western Airports:

1. Project Start to be achieved withing 10 calendar days after NTP

2. Substantial Completion to be achieved 40 calendar days after Project Start

3. Final Completion to be achieved 55 calendar days after Substantial Completion

VIII. Liquidated Damages

• $1,000 per day per the Invitation to Bid

IX. Addenda

No anticipated addenda at this time. An addendum is anticipated only if necessary.

X. Permits/Locates:

Contractor shall pay for and obtain all permits and locates required to complete the work.

XI. Airport Safety, Security, Work Phasing

• Safety and security is a primary concern for all airport projects.

o Review all Supplemental GCs and Specs o Unavoidable Delays (Fire) o No water or Power o No Sanitary Facilities o No work can occur without the Engineer’s project representative present.

If subcontractors are working, a representative of the prime contractor shall be on site.

o Weekly Meetings – Monday for Schedule Review

• Section 01000 covers FOD Prevention and Cleanup o The how is not dictated, but cleanliness is extremely important

Re-opening of work areas

As part of work – cleaning cracks, etc.

• Section 01115 of the specifications contains additional safety provisions and requirements.

o Scheduling Requirements o Security o Placement of barricades/Tubular markers o Runway Openings/Closings o Flags/rotating beacons, signage on vehicles o Airport radios o Training Requirements – Refresh every two years

• Section 01340 for submittal

• Mobilization payment schedule in SGC-15

XII. Questions?

a. Will bidders’ experience with previous PMP contracts be considered in awarding these contracts?

i. Yes, experience and resume are considered in selection. Previous experience on similar character work in non-airport environments still may qualify a contractor for work on this project if work is performed to industry SOP and completed without issue.

b. Can value engineering or changes to patching details be proposed for consideration?

i. Value Engineering or proposals for substitution may be considered, but if approved, those approvals must be publicly distributed by addenda prior to bid for other bidders’ use as well. The ODOT standard specifications include direction in section 00180 on substitution requests after award. These will be considered on a case-by-case basis.

ii. Changes to various plan details may also be considered in the same way.

iii. Bids may only be based on the contract documents, including any approved addenda.

c. Is the funding for this project available and secure?

i. Yes, this project is funded by aviation fuel taxes generated in Oregon. The agency has these funds readily available and specifically budgeted for this project. Once award and contracting is complete, the project will move forward.