FP-2023-03 Mandatory PreBid Conf Sign-in Sht.pdf

This is a Mandatory Pre-Bid Conference Sign-in Sheet for the West Steam Distribution Main Replacement Project (FP-2022-03) at Eastern Oregon University in La Grande, Oregon. The project encompasses selective site steam system demolition, site trenching and backfill operations, installation of new distribution piping and vaults, and selective basement and tunnel improvements beneath Quinn Coliseum, including demolition of unused piping and replacement of the sewage ejector pump. The mandatory pre-bid conference and site visit were held on February 10, 2025, at 10:00 AM at the Physical Plant Administration Building. Sealed bids were required to be submitted by Thursday, February 19, 2026, at 2:00 PM via email to bids@eou.edu. Substantial completion is required by Friday, September 11, 2026, with an anticipated Notice to Proceed on or before Monday, March 9, 2026. Liquidated damages are assessed at $2,000 per calendar day for delays beyond the substantial completion date.

Seventeen prospective bidders attended the mandatory pre-bid conference, including representatives from construction firms, mechanical contractors, plumbing companies, and electrical contractors, primarily located in Oregon and Washington. Only bidders whose representatives signed in at the conference are eligible to submit bids; all other bidders are considered non-responsive. Contractors must be registered with the Oregon Construction Contractors Board and comply with prevailing wage requirements under Oregon Revised Statutes. Contract requirements include a bid bond of 10% of the maximum bid price, performance and payment bonds equal to 100% of the contract price, and comprehensive insurance coverage including workers' compensation, commercial general liability with minimum limits of $2,000,000, business auto liability of $1,000,000, and excess/umbrella coverage of $5,000,000. Contract retainage is 5% of progress payments plus an additional 25% retainage for prevailing wage certification compliance. The project is funded by EOU CIR XI-Q Bond Funds and includes one additive alternate for a basin liner for the sewage ejector pump.