Agenda_Prebid_Meeting Klamath SB Scale House 2.6.23.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: Klamath Falls SB Scale House Construction

ITB #: 33900

Date: 2/6/2023 Monday Time: 11:00 AM

Mandatory Onsite

VOLUNTARY PRE-BID MEETING AGENDA

1. Welcome to The Klamath Falls SB Scale House Pre-Bid meeting. Thank you for attending.

2. Introductions

a. ODOT Facilities Construction Project Manager: Jesse Powning

b. ODOT Procurement Officer: Joni Sirovatka – Not present

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. No changes discussed in this pre-bid meeting are binding unless an addenda is posted to ORPIN.

b. Questions are due by 5 calendar days before bid time/date.

c. Bids due by email before 2/14/2023 at 11:00 am. 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.

d. If this project is $50,000 or higher it must be BOLI wage rates including BOLI forms with each draw request.

e. This project is to follow the General Conditions for public improvement Contracts dated January 1, 2012 Edition.

f. Method of Award – Award will be made to the bidder with the lowest combinations of base bid and deductive alternates that ODOT chooses to award. In this case it will be lowest base bid.

g. Single point of contact is Joni Sirovatka. All questions need to be emailed to Joni at joni.a.sirovatka@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 Klamath Falls South Bound Scale House according to the contract documents - including Plans and Specifications.

b. The project is located at 4664 Hwy 97, Klamath Falls, OR 97601 mailto:joni.a.sirovatka@odot.state.or.us

CPM: Jesse Powning - Cell 541-554-4775

c. Structural permit will be applied for as of today at Klamath County Building Dept. All permits and fees from date of NTP forward are responsibility of contractor awarded the project.

d. ‘Contractor’ means 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. Demo will be completed by others before construction contractor mobilizes. Currently demo is scheduled for last week of February.

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 (by others) all equipment connections will be coiled back to closest location/Jbox with maximum salvageable length of cable. If current cabling to the equipment such as the cameras 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.

j. 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.

k. Once the contractor is issued the NTP (notice to proceed) 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.

l. IT IS THE CONTRACTORS RESPONSIBILITY TO FIELD MEASURE, VERIFY ALL SITE CONDITIONS, DIMENSIONS, SPECIFICS AND

LIMITATIONS. If you would like to make an additional visit to the site

CPM: Jesse Powning - Cell 541-554-4775 please notify me (Jesse Powning) beforehand so I can notify the Owner and Crew.

m. It is the Awarded Contractors responsibility to promptly submit additional plans and details to Klamath 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 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 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-con.

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

c. Project Start: March 1st or upon issuance of Notice to Proceed (as long as demo is completed)

d. Substantial completion June 1, 2023.

e. Final completion June 15, 2023.

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

g. This is a hard deadline. Our funding for this project expires on June 30th so all work and invoices must be completed before that date.

8. ALL BIDS DUE: February 14th, 2023 by 11:00 AM. 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 questions or need assistance please contact Joni:

joni.a.sirovatka@odot.oregon.gov mailto:joni.a.sirovatka@odot.state.or.us