7S5 Independence PAPI - Pre-Bid Meeting Agenda.pdf

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

AGENDA – Independence State Airport – PAPI Replacement

Project

Pre-Bid Conference (Voluntary)

Project: Independence State Airport – PAPI Replacement Project (AIP 3-41-0027-012-2026)

Date & Time: April 30, 2026, 2:00 PM

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:

• Demolition of the existing PAPI 4 box units at each end of the runway. The existing foundations are to remain in place;

• Construction of new PAPI 4 box units on the existing foundation and connect to existing electrical system in existing foundations.

III. Bids Due

Date: May 14th, 2026

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

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Transportation are no longer in effect, and DBE requirements have been suspended pending implementation of the DBE.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 6 calendar days after NTP

2. Final Completion to be achieved 6 calendar days after Substantial Completion

IX. Liquidated Damages

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

X. Addenda

No anticipated addenda at this time. An addendum is anticipated after Question Due date of May 7th 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 east side of airport off Airport Road. Staging outside the airport within the existing gravel parking area as shown on G-3.

• 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-3 and G-4 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-3 and G-4 for various work area sequencing, requirements, and restrictions.

Work Area Phasing:

• All work shall be completed within 6 continuous calendar days.

• 1 Phase is anticipated for the project.

Runway Closure Schedule:

• Runway closure anticipated to be closed for 6 continuous days.

• Taxiway A is to remain open for airport use as shown on G-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 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:

• PAPI elevations and runway centerline

XIV. Quantities

• Do not anticipate quantities to be different than bid items.

• If existing conditions differ from assumed design, quantities may need to be revised and will be reviewed in the field with RPR/Inspector.

XV. Erosion Control

Sediment fence is shown around the existing PAPIs per EC-1. No ground disturbance is anticipated with this project.

XVI. Questions?