Agenda_Prebid_Booth Ranch NB Scale House.pdf

Oregon Department of Transportation Region 4 Office 63055 N Hwy 97 ,Bend, Oregon 97703-5765

Facilities Management Section CPM: Jesse Powning - Cell 541-554-4775

Project: Booth Ranch NB Scale House Construction Open Market Bid S-73000-00008434

Date: Monday 10/30/2023 Time: 11:00 AM Location: Onsite – Interstate 5 Northbound MP 111

MANDATORY PRE-BID MEETING AGENDA

1. Welcome to The Booth Ranch NB Scale House Pre-Bid meeting. Thank you for attending.

2. Introductions

a. ODOT Facilities Construction Project Manager: Jesse Powning

b. ODOT Procurement Officer: Terri Sinclair-Olson

3. Attendance Sign in Sheet – Please sign the attendance sheet. Copy will be attached to OregonBuys after pre-bid. This agenda will also be posted as part of the contract documents.

4. Project Summary:

a. Any statements made during the pre-bid will not change the plans, specifications, or contract documents unless an addendum is posted to OregonBuys.

b. Questions are due 5 calendar days prior to bid time/date.

c. Only General Contractors are allowed to submit substitution requests (Bidders). Substitution requests are to be submitted 7 days prior to bid time/date or they will not be considered.

d. Bids are due before 11/7/2023 at 2:00 pm. Bid tab will be posted to OregonBuys. There is another Teams invitation in the ITB for parties that wish to attend the bid opening virtually.

e. Bids are submitted in OregonBuys. Enter the total project cost under the ITEMS tab (Item 1).

f. If this project is $50,000 or higher BOLI wage rates apply, including BOLI forms with each draw request.

g. This project is to follow the General Conditions for public improvement Contracts dated January 1, 2012 Edition as referenced in the Invitation to Bid.

h. Method of Award – Award will be made to the bidder with the lowest bid.

i. Single point of contact is Terri Sinclair-Olson. All questions need to be emailed to Terri at terri.sinclair-olson@odot.oregon.gov mailto:terri.sinclair-olson@odot.oregon.gov

5. Description of Work - Overview

a. Work covered by this contract includes furnishing of all labor, materials, equipment and permits for construction of the Booth Ranch North Bound Scale House according to the contract documents - including Plans and Specifications.

b. The project is located at MP 111 on Northbound Interstate 5

c. Structural permit will be applied for this week at Douglas County Building

Dept. All permits and fees from date of NTP forward are responsibility of contractor awarded the project.

d. ‘Construction Contractor’ or ‘Contractor’ means the construction general contractor that is awarded this project.

e. Contractor is responsible for submittal of electrical and mechanical permit applications and any other required permits upon receiving notice to proceed.

f. This is a base bid only. There are currently no deductive or additive alternates.

g. Removal of the building will be completed by ODOT and Emmert International with coordination of utility disconnections by construction contractor. This is due to the reconnection of all utilities being the responsibility of the construction contractor. Target date for demo will be within 2 weeks from NTP (notice to proceed).

h. Please take note of existing conduit, junction boxes, and associated equipment that will need to be reconnected to the new building as part of this contract.

i. During demo all equipment connections will be coiled back to closest location/Jbox with maximum salvageable length of cable. If current cabling to the equipment is not long enough to reach termination in new building than the construction contractor will be responsible to supply new un-spliced cabling to reconnect equipment. Equipment includes VMS, WIM, Open/Closed sign, green/red lights, scoreboard, Bypass Camera, and Queue Camera. Splicing will be at discretion of ODOT ITS staff and will need to be approved by project manager. Pause for questions…

j. ODOT will be installing the new power pole hopefully within the next couple weeks. Once the new power pole is in place the contractor should work to get the new service entry meter base installed with temp power outlets for use during building construction.

k. Contractor to participate in a conduit pre-installation meeting prior to installing conduit as well as a post-installation meeting and have approval to proceed before covering. All ground boxes and conduit installations to follow the TM471/TM472 ODOT standard. This helps to avoid costly damage from rodents to the data and power cabling.

l. The scale vault is close or will protrude into the footprint of the new building so it will have to be sawcut back and headed out with a concrete header wall and the portion under the building filled with rock. A drain from the vault will need to be installed and daylighted out the slope behind the building.

m. Contractor to identify any items in the critical path that potentially have longer than expected lead times and get submittals in, approved, and those items ordered as quickly as possible. ODOT will make an effort to review and return these urgent items as quickly as possible. i.e. Doors and Windows etc.

n. Once the contractor is issued the NTP we will hold a pre-construction meeting and discuss expectations such as staging, mobilization, and details of the schedule. Because of the critical timing of this project we request that submittals be turned into us shortly after NTP so we can expedite review and approval process and the materials/equipment can get ordered.

o. IT IS THE CONTRACTOR’S RESPONSIBILITY TO FIELD MEASURE, VERIFY ALL SITE CONDITIONS, DIMENSIONS, SPECIFICS AND

LIMITATIONS. If you would like to make an additional visit to the site, please notify me (Jesse Powning) beforehand so I can notify the Owner and Crew.

p. It is the Awarded Contractors responsibility to promptly submit additional plans and details to Douglas County for obtaining electrical permit and pay for all remaining building permit fees and related subcontractor permits as required.

6. Staging Area(s) & Storage of materials

a. Open discussion

b. Weigh station will be closed for the duration of the project. It will be marked with highway signage as well as barrel cones and possibly a barricade along the entrance to the weigh station.

c. Contractor will need to get a portable toilet onsite for construction workers to use.

7. Schedule:

a. Meetings: We will schedule a pre-construction meeting at or close to time of delivery of NTP and you should plan to provide a project schedule at that meeting. It is recommended that the awarded contractor invite subcontractors to these meetings as well as progress meetings. Progress meetings will be held onsite every other week once contractor has mobilized. Virtual meetings will also be held at the same time and day on the weeks that don’t have an onsite meeting - with some flexibility.

Current target will be Thursday mornings but will be determined at pre-construction meeting.

b. Work Hours: to be discussed in detail at the Pre-construction meeting with the awarded contractor.

c. Project Start: upon issuance of Notice to Proceed

d. Substantial completion February 29th, 2024.

e. Final completion March 15th, 2024.

f. Contractor is encouraged to complete this project earlier than the deadline if possible so that the weigh station can get back up and running and resume normal operation as quickly as possible.

8. ALL BIDS DUE: November 7th, 2023 by 2:00 PM. All bids must be submitted through OregonBuys E-procurement system as indicated in the ITB. A public bid opening will be held virtually via Microsoft Teams. (See

ITB)

If you have any additional questions or need assistance, please contact Terri at terri.sinclair-olson@odot.oregon.gov - Open up for questions mailto:terri.sinclair-olson@odot.oregon.gov