2S7 Chiloquin SS Pre Bid Meeting Agenda.pdf
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- Solicitation number
- S-10900-00015977
- Issued by
- Jackson County, Cheshire CDP, Oregon
About this file
This is a pre-bid meeting agenda for the Chiloquin State Airport Runway, Taxiway, and Apron Surface Seal Project, prepared by Century West Engineering on behalf of the Oregon Department of Aviation. The project scope encompasses crack sealing, asphalt patching, surface seal coat application, and pavement marking installation across Runway 17-35, multiple taxiways, and apron areas. The work is organized into three phases with specific quantities including 4,002 linear feet of crack sealing, 2,728 linear feet of wide crack repairs, 49 square feet of standard asphalt patching, 31,562 square yards of surface seal coat, and 7,556 square feet of pavement markings. The voluntary pre-bid conference is scheduled for March 18, 2026, at 10:00 AM via Microsoft Teams, with a question deadline of March 25, 2026, and bid submissions required by April 1, 2026, at 3:30 PM through the Oregon Buys electronic system. Substantial completion must be achieved within 12 consecutive calendar days of Notice to Proceed, with final completion required within 30 calendar days thereafter. The contract term is defined by the phased schedule, with Phase 1 (crack seal and asphalt patching) completing in 10 days, Phase 2 (surface seal) in 1 day, and Phase 3 (pavement markings) in 1 day, though final pavement marking application may occur after the curing period.
Award will be made to the lowest responsible and responsive bidder based on the base bid, with liquidated damages assessed at $3,000 per calendar day for failure to meet substantial completion deadlines. Prevailing wage requirements mandate payment of the higher of Davis-Bacon federal wages or Oregon Bureau of Labor and Industries rates for Klamath County Region 11. Previous Disadvantaged Business Enterprise requirements have been suspended pending implementation of new federal regulations, though the Oregon Department of Aviation maintains a nondiscrimination policy and encourages participation from all qualifying firms regardless of size or ownership. The project is funded through the Federal Aviation Administration Airport Improvement Program with 95 percent federal funding and 5 percent state funding, with the estimated project cost ranging from $353,000 to $398,000 for bonding purposes. Bidders must provide 10 percent bid security, 100 percent performance and payment bonds, proof of $1,000,000 combined single-limit liability insurance, valid Construction Contractors Board registration, and Workers' Compensation insurance. Additional requirements include contractor-furnished construction staking, compliance with airport safety and security protocols detailed in the technical specifications, submission of a proposed work schedule five days prior to the pre-construction conference, and a one-year warranty with defects to be remedied within 14 days of written notice.
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5500 Meadows Road, Suite 250 | Lake Oswego, OR 9703
AGENDA – Chiloquin State Airport – Runway, Taxiway, and
Apron Surface Seal Project
Pre-Bid Conference (Voluntary)
Project: Chiloquin State Airport – Runway, Taxiway, and Apron Surface Seal Project (AIP 3-41-0012-011- 2025)
Date & Time: Mach 18, 2026, 10:00 AM
Location: Electronic (MS Teams)
Attendees: See attached sign in sheet
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
• Ryan Halvorson, Century West Engineering – PM/Engineer of Record
Sponsor/Owner: Oregon Department of Aviation (ODAV)
• Anthony Beach, ODAV – State Airports Manager
• Alex Thomas, ODAV – Policy, Planning & Programs Manager
• Ermie Buncal – Program & Contracts Coordinator
II. Scope of Work
The work generally involves the following activities:
• Minor Sealing and AC Patchin Wide Crack Repair – Runway 17-35, Taxiway B, North Taxiway Refugee, South Taxiway Refugee, and West Apron;
• AC Patching – South Taxiway Refugee
• Seal Coat Surface Seal – Runway 17-35, Taxiway B, North Taxiway Refugee, South
Taxiway Refugee, and West Apron;
• Pavement Markings – All areas receiving surface seal.
III. Bids Due
Date: April 1st, 2026
Time: As described in the Invitation to Bid/Oregon Buys (3:30 p.m., Local Time), Bids open at 3:30 p.m.
Location: Electronic opening per Invitation to Bid (Teams) at 3:30 p.m following bid closure
IV. Project Funding
Federal funding through the FAA Airport Improvement Program (A.I.P.)
V. Award
Basis of Award: Lowest responsible and responsive bidder for items selected for award, Attachment A, Form A-2, Base Bid. The Sponsor reserves the right to withdraw any item from award consideration
VI. Prevailing Wage Rates
Wage rates are included as part of the bid documents. The project shall pay the higher of Davis Bacon Wages or BOLI Prevailing Wages.
VII. Disadvantaged Business Enterprise (DBE) Goal
• DBE requirements that were applicable to federally funded projects prior to
10/03/2025 effective date of the Interim Final Rule by the US Department of
Transportation are no longer in effect, and DBE requirements have been suspended pending implementation of the DBE.
• ODAV has policy to practice nondiscrimination based on race, color, sex, or national origin in the award or performance of this Contract.
• Design team encourages participation by all firms qualifying under this solicitation regardless of size or ownership.
VIII. Contract Time
Refer to “Notice to Proceed” in the Proposal.
1. Substantial Completion to be achieved 12 calendar days after NTP
2. Final Completion to be achieved 30 calendar days after Substantial Completion
3. Expiration of Asphalt Pavement Curing Period – NTP for final application of painted pavement markings during 1 consecutive calendar days.
IX. Liquidated Damages
• $3,000 per day per the Invitation to Bid
X. Addenda
No anticipated addenda at this time. An addendum is anticipated after Question Due date of March 25th if necessary.
XI. Permits:
Contractor shall pay for and obtain all permits not obtained by the owner required to complete the work. Refer to Section 01160 of the technical specs.
XII. Airport Safety, Security, Work Areas
• Safety and security is a primary concern for airport projects.
• Access to airport is from the southeast sides off Chiloquin Boulevard.
• No work can occur without the Engineer’s project representative or an Airport representative present. If subcontractors are working, a representative of the prime contractor shall be on site.
• The Airport Construction Safety and Phasing Plan is included in the Appendix.
Contractor shall comply with the provisions and submit Safety Plan Compliance
Document.
• Section 01300 of the specifications contains additional safety provisions and requirements. This includes the use and placement of low-level barricades, tubular markers, airport radios, checkered flags, rotating beacons on vehicles, etc.
• Section 01406 describes staking requirements for work areas.
• Drawings G-03 and G-04 show work area limits and describe their requirements.
• Airport security requirements are described in Section 01160.
• Staging areas, haul routes and project access points are shown on the plans.
• Refer to Drawing G-03 and G-04 for various work area sequencing, requirements, and restrictions.
Work Area Phasing:
• All work shall be completed within 12 continuous calendar days; the work exempt from this requirement includes the final application of pavement markings.
• 3 Phases are anticipated for the project, Crack Seal and Asphalt Patching (Phase
1), Surface Seal (Phase 2), and Pavement Markings (Phase 3).
• Phase 1 is anticipated to be completed in 10 continuous days. Work adjacent to the RSA shall be completed within 10 calendar days. Phase 1 shall be completed before Phase 2 can begin.
• Phase 2 is anticipated to be completed in 1 continuous day. Work adjacent to the
RSA shall be completed within 1 calendar day. Phase 2 shall be completed before
Phase 3 can begin.
• Phase 3 is anticipated to be completed in 1 day. Work adjacent to the RSA shall be completed in 1 day.
Runway Closure Schedule:
1. 10 calendar days for Work Area 1 in Phase 1.
2. 1 calendar day for Work Area 2 in Phase 2.
3. 1 calendar day for Work Area 3 in Phase 3.
As required in Section 01160 of the General Requirements, the Contractor shall submit a proposed schedule for completion of the work 5-days prior to the pre-construction conference in order to allow the ODAV to coordinate notification with airport users.
XIII. Construction Staking
Construction staking shall be performed by the Contractor. Control monuments have been established. Refer to Section 01406. Contractor shall do all staking. Staking is anticipated to include, but is not limited to:
• Pavement markings
XIV. Quantities
• Quantities will be reviewed in the field with RPR/Inspector daily.
• Quantities developed may be slightly different from current existing conditions.
As a result, quantities may need to be revised during construction.
XV. Erosion Control
Erosion control plan is provided per EC-01.
XVI. Questions?
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