2026.03.13 FP-2022.09B Pre-Bid Agenda.pdf

EOU Ballfield Project – Phase 1 ITB 2022-09B EOU Project Number FP-2022-09B MADATORY PRE-BID CONFERENCE March 13, 2026 Page 1 of 2

Eastern Oregon University Facilities & Planning Department

EASTERN OREGON UNIVERSITY

ITB #FP-2022-09B

EOU BALLFIELD COMPLEX PHASE 1

MANDATORY PRE-BID CONFERENCE

March 13, 2026, 10:00 EOU Physical Plant

A. INTRODUCTION

1. Sign attendance sheet – name, organization, title, and phone number.

2. Project Description: Right-of-way utility improvements along C Ave and 6th Street, site grading and utility updates, utilities for future baseball field and existing softball field with associate infrastructure materials, planting remediation, and site treatment from construction disturbance for all improvements, new site irrigation system, new baseball field improvements and associated infrastructure, softball field improvements and associated infrastructure, and site planting improvements.

B. GENERAL DISCUSSION ITEMS

1. The project is an Open, Bid project that has one additive alternate (New Transformer).

2. The Bid Due Date & Time is Tuesday April 7, 2026, at 2:00PM.

a. EOU will set up a zoom mtg to hold the bid opening to the approved bidders

b. By 4PM, Bidders shall submit the 1st Tier Subcontractor Form via the same email address

c. After the 4PM deadline, the responsive Bid amounts will be reviewed and publicly posted.

3. All questions, clarifications, and substitutions shall come through bidders only.

a. Substitution requests not submitted by a Bidder cannot be considered. All substitution requests must be submitted in accordance with the Contract Documents.

4. Phase 1 of this project consists of three bid packages: A, B, & C.

a. It is contractor’s responsibility to provide three separate bids for each bid package.

b. EOU reserves the right to flexibility in construction sequencing based on funding availability.

c. EOU reserves the right to some assumed scope adjustments based on selected construction sequencing.

5. It is Contractor’s responsibility to coordinate all work related to water line relocations including work scope, and schedules with the City of La Grande.

6. The Contractor shall be responsible for obtaining all local, state, and federal permits required for storm water pollution prevention as a result of the construction activities while meeting the contract time.

a. Contractor shall be responsible for obtaining Oregon DEQ 1200-CA permit. All plans must be reviewed and approved by ODEQ. Note the City of La Grande is not a 1200-CN local qualified Program.

b. On-site construction practices shall conform to the Oregon state mandated requirements. Work is considered incidental to the project.

EOU Ballfield Project – Phase 1 ITB 2022-09B EOU Project Number FP-2022-09B MADATORY PRE-BID CONFERENCE March 13, 2026 Page 2 of 2

Eastern Oregon University Facilities & Planning Department

i. Work hours are Monday – Friday 7am to 7pm, not including holidays. Approval is required from the Owner to work outside these hours.

c. All plans must be reviewed and approved by the City of La Grande.

7. The Bidder agrees to begin work within 7 calendar days after the date of the Notice to Proceed, being on or before April 9, 2026. The Contract Complete Date is October 31, 2026.

8. All work shall be completed in accordance with the contract documents.

a. The Contractor should disturb only those areas necessary to complete work and move within the work zone area and restore all surfaces to an in-kind condition.

b. Utility locations are approximate. Field verify all utilities and coordinate with owner if conflicts exist. Note the specific requirements to confirm critical utility crossing locations.

c. Soil conditions and assumptions are anticipated and included in the bid schedule, plans, and specifications.

i. Contractor shall consider over-excavation and stabilization of all utility trenching, and synthetic turf surfaces.

d. Last day to request clarifications, changes, or protests to Bid Docs is March 26, 2026 at 5:00

PM.

C. OPEN DISCUSSION

1. Open Questions and Comments

2. Site Walk Conducted