ITB for Lobby Remodel Final Draft.pdf

ITB 22932 Salem Headquarters Lobby Remodel 1

INVITATION TO BID FOR

THE PURCHASE OF SERVICES

Bid No.: 22932 Closing Date: March 17, 2025 Time: 5:00 PM PT

Description: Oregon Lottery Salem Headquarters Lobby Remodel. Oregon State Lottery is issuing this

Invitation to Bid under OregonBuys Bid # S-177000-00012977 for Remodel Services.

Procurement Analyst: Patrick Murphy Phone: (971) 718-3508

Email: patrick.murphy@lottery.oregon.gov

Mandatory Prebid Conference Date: March 11, 2025 Time: 10:00 AM PT

THIS IS A GENERAL PROCUREMENT AS DEFINED IN OAR 177-037-0000(2)

THIS IS ALSO ANTICIPATED TO BE AN INTERMEDIATE PROCUREMENT AS DEFINED IN OAR 177-038-

0070(3)(b)

TABLE OF CONTENTS

Section Description Page

1 Scope of Services 2

2 Instructions to Bidders 4

3 Pricing Page 9

4 Bid Form 10

Attachments

A

B

C

Bainbridge Pricing Set (plans)

Sample Services Contract

Reference and Past Performance Form mailto:email@state.or.us

ITB 22932 Salem Headquarters Lobby Remodel 2

1. SCOPE OF SERVICES

1.1. PURPOSE:

The State of Oregon, acting by and through the Oregon State Lottery Commission (“Lottery”) is seeking Bids for a professional contractor (“Contractor”) to perform remodeling services (“Services”) at the Oregon State Lottery Headquarters located at 500 Airport Rd SE, Salem Oregon. Services are to be completed no later than May 30, 2025 unless otherwise agreed to by the parties via written amendment to the resulting contract.

Lottery intends to enter into a written agreement (“Contract”) with the successful, Responsive and Responsible Bidder as set forth in Section 2.5.

1.2. STATEMENT OF WORK:

1.2.1. Background & Objectives

The purpose of this project is to complete remodeling Services at the Lottery Headquarters lobby first and second floors as described in this Statement of Work.

1.2.2. Contractor Tasks/Responsibilities

1.2.2.1. Contractor must use specified finish products per the Finish Legend located in the ITB Attachment A, Bainbridge Pricing Set.

1.2.2.2. Contractor must complete the following Services per the Statement of Work and Attachment A for the 1st Floor.

1.2.2.2.1. Walls and Trim:

1.2.2.2.1.1. Scope of new painting work to begin where indicated on Attachment A.

Existing corridor to remain as is.

1.2.2.2.1.2. Patch, repair and paint all GYP board walls P-1 throughout.

1.2.2.2.1.3. Patch, repair, prime, and paint all existing MDF wall panels and wood trip P-2.

1.2.2.2.1.4. Patch, repair, prime, and paint all existing wood base P-4.

1.2.2.2.1.5. All existing plastic corner guards to remain. Paint to match adjacent wall color as occurs.

1.2.2.2.1.6. Remove existing fabric wrapped panels at the area noted on

Attachment A. Re-wrap with new acoustic fabric (UPH-1) and reinstall.

1.2.2.2.1.7. Existing rubber wall base to remain as is.

1.2.2.2.2. Ceiling:

1.2.2.2.2.1. Patch, repair, and paint all ceilings and soffits P-1A throughout.

1.2.2.2.2.2. Existing lighting and other ceiling mount items to remain as is.

1.2.2.2.2.3. Clean existing heating, ventilation, and air conditioning (HVAC) supply and return vents as able.

1.2.2.2.2.4. Doors and relites:

1.2.2.2.2.5. Paint lobby side of all doors P-3.

1.2.2.2.2.6. Paint lobby side if all doors and relite trim P-4.

1.2.2.2.2.7. Existing elevator doors and trim to remain as is.

1.2.2.2.2.8. Anodized aluminum storefront and trim to remain as is throughout area of work.

1.2.2.2.2.9. All door hardware to remain as is. Remove and reinstall after painting.

1.2.2.2.3. Stairs and railings:

1.2.2.2.3.1. Existing anodized aluminum handrails and cabling at stairs and railings to remain as is. All other metal components at railings need to be P-3.

1.2.2.2.3.2. Flooring to remain as is.

ITB 22932 Salem Headquarters Lobby Remodel 3

1.2.2.2.3.3. Desk:

1.2.2.2.3.4. Apply architectural film AF-1 to all wood-look laminate surfaces of desk.

All black laminate faces to remain as is.

1.2.2.2.4. Contractor must complete the following Services per the Statement of

Work and Attachment A for the 2nd Floor

1.2.2.2.4.1. Walls and trim:

1.2.2.2.4.1.1. Patch, repair, and paint all GYP board walls P-1 throughout.

1.2.2.2.4.1.2. Patch, repair, prime, and paint all existing MDF wall panels and wood trim P-2.

1.2.2.2.4.1.3. Patch, repair, prime, and paint all existing wood base P-4.

1.2.2.2.4.1.4. All existing plastic corner guards to remain. Paint to match adjacent wall color as occurs.

1.2.2.2.4.1.5. Existing rubber wall base to remain as is.

1.2.2.2.4.1.6. Existing aluminum trim at exterior windows to remain as is.

1.2.2.2.4.2. Ceiling:

1.2.2.2.4.2.1. Patch, repair, and paint all ceilings and soffits P-1A throughout.

1.2.2.2.4.2.2. Existing lighting and other ceiling mount items to remain as is.

1.2.2.2.4.2.3. Clean existing HVAC supply and return vents as able.

1.2.2.2.4.3. Doors and relites:

1.2.2.2.4.3.1. Paint lobby side of all doors P-3.

1.2.2.2.4.3.2. Paint lobby side of all doors and relite trim P-4.

1.2.2.2.4.3.3. Anodized aluminum storefront and trim to remain as is throughout area of work.

1.2.2.2.4.3.4. Existing elevator doors and trim to remain as is.

1.2.2.2.4.3.5. All door hardware to remain as is. Remove and reinstall after painting.

1.2.2.2.4.4. Handrails:

1.2.2.2.4.4.1. Provide and install solid surface caps over existing material at locations shown on Attachment A. Top caps to wrap sides +/- 2.5” to match existing material reveal lines. Outside edges to have eased edge.

1.2.2.2.4.4.2. Existing anodized aluminum handrails and cabling at stairs and railings to remain as is. All other metal components at railings to be P-3.

1.2.3. Lottery Responsibilities

Upon completion of Services, Lottery will provide written Acceptance in accordance with Attachment B, Sample Services Contract, Section 19, Review and Approval that all Services are complete and acceptable. If the Services fails to conform to the Statement of Work, Lottery will, in its notification, specify the manner in which it fails to comply.

1.2.4. Schedule

The following are tentative dates for Contractor to perform Services of this project.

Start Date: On or after March 31, 2025 Completion Date: No later than May 30, 2025

1.2.5. Payment Methodology

When the project is complete, the Contractor and Lottery’s Project Manager will determine that the item(s) listed in the Scope of Work have been completed to Lottery’s satisfaction before Lottery’s Project Manager will accept that the project is completed. The project will

ITB 22932 Salem Headquarters Lobby Remodel 4 not be approved for payment until final cleanup has been completed. All material not used on the building shall be removed from the site by the Contractor.

2. INSTRUCTIONS TO BIDDERS

2.1. Lottery Procurement Rules and Definitions:

Oregon Administrative Rules (“OAR”) Chapter 177, Division 38, Lottery Procurement Rules, apply to this ITB and to any Contract resulting from this ITB. In addition to terms defined in this ITB, capitalized terms used but not defined in this ITB are defined in OAR 177-038-0000.

2.2. Vendor Security Background Investigation:

This procurement has been classified by Lottery as a General Procurement per OAR 177-037- 0000(2). A General Procurement does not require a Vendor security background investigation unless deemed necessary by the Director or the Commission. However, Contractor’s employees and any subcontractor employees performing Services in the Lottery building will be subject to a background investigation performed by Lottery’s Security Section which may include, but may not be limited to, a Law Enforcement Data System (LEDS) background check or completion of forms and fingerprint cards. Bidders may request copies of these forms at any time by contacting the

SPC.

Lottery may decline to Award the Contract, terminate the Contract, or both, and may prohibit Bidder’s use of any Bidder employee, agents, subcontractors, or other Bidder personnel, if Lottery determines that results of a required security background investigation are unsatisfactory.

2.3. Single Point of Contact / Tentative Schedule:

2.3.1. There will be only one single point of contact (SPC) for the entire Invitation to Bid (ITB) process. The SPC is the Procurement Analyst listed on page 1 of this ITB. Any questions regarding the specifications, the bidding process, or the award process shall be directed to the Lottery Procurement Analyst listed on page one.

2.3.2. The schedule below is the anticipated schedule for this ITB process. If a specified date, such as the Closing Date, is delayed, the rest of the schedule may be adjusted by the same number of days of the delay. This schedule is provided as a courtesy. The actual schedule may change without notice to potential Bidders. However, Lottery will make any changes to the Inquiry Deadline or to the Bid Submission Deadline by Addendum.

ACTIVITY DATE

Invitation to Bid Released February 28, 2025

Mandatory Pre-Bid / Walk Through March 11, 2025 10:00 AM PT

Inquiry Deadline March 14, 2025 5:00 PM PT

Inquiry Response March 18, 2025

Bid Submission Deadline March 24, 2025 10:00 AM PT

Intent to Award Notification March 25, 2025

Contract Award March 28, 2025

2.4. Mandatory Pre-Bid Conference:

All Bidders are required to attend a MANDATORY Pre-Bid Conference / Walk-Through of the Project site located at 500 Airport Rd. SE, Salem, Oregon 97301 on Tuesday, March 11, 2025, at 10:00 AM PT in the Lottery’s Headquarters Lobby. Bids will be accepted only from Bidders who attended the mandatory Pre-Bid Conference. The Pre-Bid Conference is designed to clarify the information provided in this ITB and provide an opportunity for questions and answers. A site

ITB 22932 Salem Headquarters Lobby Remodel 5 tour of the area(s) affected by this ITB will be provided as part of the Pre-Bid Conference. No statements of any nature that are made at this Pre-Bid Conference will change this ITB and they are not binding on Lottery until Lottery issues an Addendum making the change applicable to this ITB. All Addenda will be sent via email by the SPC.

2.5. Required References and Past Performance

Each Bidder must include three (3) similar or more complex work experience from the past three (3) years as references. Bidder must include dates work was performed, if the work was on-time, over budget and if job was a pass/failure. Bidder must also include current contact names, phone/fax and email addresses for each project listed.

2.6. BID PREPARATION:

2.6.1. Bid Format:

Bids must be typewritten or prepared in ink and submitted on the form(s) provided in the

ITB.

2.6.2. Conformance to Bid Requirements:

Bids shall conform to the requirements of the Invitation to Bid. All necessary attachments shall be submitted with the Bid and in the required format. Bid prices shall be for the unit indicated on the Bid. Failure to comply with all requirements may result in Bid rejection.

2.6.3. Requests for ITB Clarification or Change, Questions concerning ITB:

2.6.3.1. Inquiries:

By submitting a Bid, Bidder agrees that it understands the requirements of this ITB, and that Bidder fully understand the obligations if Bidder were to enter a Contract with Lottery. Potential Bidders must submit any questions concerning this ITB, requests for change to this ITB and requests for clarification of this ITB (collectively “Inquiries”) on or before the Inquiry Submission Deadline stated in Section 2.3.

Potential Bidders may submit Inquiries to Patrick Murphy at the e-mail address listed on page one of the ITB. POTENTIAL BIDDERS MUST CLEARLY LABEL ALL

INQUIRIES AS FOLLOWS: “INQUIRIES REGARDING SALEM LOBBY REMODEL”, ITB

22932, ATTENTION: Patrick Murphy”.

Lottery will not identify the potential Bidders who submit Inquiries. Lottery will provide to all ITB recipients, a copy of the Inquiries submitted and Lottery’s responses to those Inquiries. If a potential Bidder discovers any ambiguity, conflict, discrepancy, exclusionary specifications, omission or other error in this ITB and fails to notify Lottery on or before the Inquiry Submission Deadline, the Bidder submits its Bid at its own risk.

2.6.3.2. Response to Inquiries:

Lottery will promptly respond to each properly submitted Inquiry. Where appropriate, Lottery will issue ITB revisions by Addenda. Lottery may informally respond to questions, but all informal responses are not binding on Lottery and do not affect or change the ITB in any manner.

2.6.3.3. Signature on Bid:

Bids shall be signed in ink by an authorized representative of the Bidder.

Signature on a bid certifies that the bid is made without connection with any person, firm or corporation making a bid for the same goods and/or services and

ITB 22932 Salem Headquarters Lobby Remodel 6 is in all respects fair and made without collusion or fraud. Signature on a bid also certifies that the Bidder has read, fully understands and agrees with all bid specifications, terms and conditions. No consideration will be given to any claim resulting from bidding without fully comprehending all requirements of the Invitation to Bid.

Bidders shall only enter information within the bid document where it is requested or required. Bidders shall NOT make any alterations to the Original Solicitation Document. Any bid that has been altered may be rejected.

2.7. BID SUBMISSION

2.7.1. Bid Submission Process and Deadline:

Bids will be accepted via the following:

Electronic Delivery:

Bids must be submitted through OregonBuys, the State of Oregon’s eProcurement system at https://oregonbuys.gov/ on or before Closing.

All Bids must be in Lottery’s possession no later than the Bid Submission Deadline specified in Section 2.2.2. Lottery will reject Bids Lottery receives after the Bid Submission Deadline.

Bidders bear the risk of Bids Lottery receives after the Bid Submission Deadline as a result of any e-mail failure, regardless of the reason for the failure.

Bid Delivery Options – Delivery through OregonBuys:

A Bid will be submitted electronically through OregonBuys and is subject to the following restriction:

A Bid will be submitted as a screen-reader/ADA accessible .pdf file that is PC-compatible.

File size limit: OregonBuys has a maximum size limit of 500 MB for zipped and unzipped files.

OregonBuys recommends zipping larger files to avoid slowness or delay while uploading files

2.7.2. Required Pages:

Bidder must complete, sign, and return the following pages with their bid response:

• Section 3 - Pricing Page

• Section 4 - Bid Form

• Attachment C – Reference and Past Performance Form

2.7.3. Signature on Bid:

Bids shall be signed in ink by an authorized representative of the Bidder. Signature on a bid certifies that the bid is made without connection with any person, firm or corporation making a bid for the same goods and/or services and is in all respects fair and made without collusion or fraud. Signature on a bid also certifies that the Bidder has read, fully understands and agrees with all bid specifications, terms and conditions. No consideration will be given to any claim resulting from bidding without fully comprehending all requirements of the Invitation to Bid.

Bidders shall only enter information within the bid document where it is requested or required. Bidders shall NOT make any alterations to the Original Solicitation Document. Any bid that has been altered may be rejected.

https://oregonbuys.gov/

ITB 22932 Salem Headquarters Lobby Remodel 7

2.7.4. Bids are Binding Offers:

Each Bid submitted in response to this ITB is an offer that is binding, valid and firm for 90 days following the Bid Submission Deadline.

2.7.5. ITB Addenda:

Lottery may change this ITB only by written Addenda, which will be issued prior to the Bid Submission Deadline. If required by Addendum, Bidder must sign and return the Addendum to Lottery with its Bid.

2.7.6. Bid Modification:

Bidders may modify submitted Bids only in writing and before the Bid Submission Deadline.

A Bidder’s last Bid submitted replaces and supersedes in its entirety all prior Bids submitted by the Bidder. Bidders may modify Bids after the Bid Submission Deadline only in accordance with OAR 177-038-0130(2).

2.7.7. Bid Withdrawals:

A Bidder may withdraw its Bid prior to the Bid Submission Deadline by submitting a written request for withdrawal that is signed by Bidder’s authorized representative. The Bidder must submit the written request for withdrawal to the Procurement Analyst listed on page one before the Bid Submission Deadline by means specified in Section 2.4.1. Bidders may withdraw Bids after the Bid Submission Deadline only in accordance with OAR 177-038- 0130(2).

2.7.8. Cost of Bid:

Bidder is responsible for all costs Bidder incurs in association with Bid preparation or submission, or both, including but not limited to costs incurred for making necessary studies or designs for Bid preparation.

2.7.9. Method of Bidding:

Bidders must clearly specify the price for each designated quantity in the space(s) provided on the Pricing Page (Section 3). Failure to do so may result in bid rejection.

2.8. BID EVALUATION AND AWARD:

2.8.1. Non-Responsive Bids:

Lottery may reject Bids that are not Responsive as defined in OAR 177-038-0160.

2.8.2. Method of Award:

Lottery intends to Award the Contract to the Responsible Bidder who submits the Responsive Bid with the lowest total annual price for all line items.

2.9. Investigation of References and Past Performance:

Lottery reserves the right to investigate the references and the past performance of any Bidder with respect to its successful performance of similar services, compliance with specifications and contractual obligations, and its lawful payment of suppliers, subcontractors, and employees. The Lottery may postpone the Award or execution of the Contract after the announcement of the apparent successful Bidder in order to complete its investigation.

2.10. Prior Acceptance of Defective Bids:

ITB 22932 Salem Headquarters Lobby Remodel 8

Due to limited resources, Lottery will not completely review or analyze any Bid response which on its face fails to comply with the requirements of this ITB or which clearly is not the best Bid, nor will the Lottery investigate the references or qualifications of those who submit Bids that are not Responsive.

2.11. Public Records and Requests for Confidentiality:

All information submitted with a Bid may be public record and subject to disclosure under the Oregon Public Records Law, ORS 192.410 through 192.505, unless an exemption from disclosure under the Oregon Public Records Law applies. Bidders must specifically identify those sections in the Bid and briefly explain how and why the information may be exempt from disclosure.

Bidders must also include the name, address, and telephone number of the person Bidder authorizes to respond to Lottery’s inquiries concerning the nature of the materials Bidder deems exempt from disclosure. Lottery’s non-disclosure of documents or any portion of a document submitted as part of a Bid may depend upon official or judicial determinations based upon the Oregon Public Records Law.

2.12. Notice of Intent to Award:

Lottery will provide written notice of its intent to Award a Contract once Lottery has determined the Responsible Bidder who submitted the lowest priced Responsive Bid.

2.13. Contract Form:

Lottery’s Contract with the Bidder receiving the Contract Award will be substantially in the form attached to this ITB as Exhibit B, Sample Services Contract.

2.14. Lottery’s Reservation of Rights:

The Lottery reserves the right, in its sole discretion to:

2.14.1. Modify this ITB;

2.14.2. Extend the Bid Submission Deadline;

2.14.3. Determine whether a Bid does or does not substantially comply with the requirements of this ITB;

2.14.4. Waive any minor informality pursuant to OAR 177-036-0100(2)(a);

2.14.5. Include in the Contract some or all the items priced in the Bid; and

2.14.6. At any time prior to Contract execution:

2.14.6.1. Reject any Bid that fails to comply with all requirements specified in this ITB; and

2.14.6.2. Reject all Bids and cancel this ITB upon Lottery’s determination that cancellation is in the Lottery’s best interest.

ITB 22932 Salem Headquarters Lobby Remodel 9

3. PRICING PAGE

3.1. Pricing:

All Services provided under this Contract are not subject to the requirements of the Bureau of Labor and Industries (BOLI) wage requirements. Lottery shall pay Contractor the fixed price of the awarded Contract, after completion and acceptance of all Services described in this Statement of Work and Contract. Lottery’s standard payment terms are Net 30 calendar days beginning after completion and acceptance of all Services and receipt of a correct invoice, whichever is later. Contractor shall submit invoice requesting payment to either of the following addresses: Oregon State Lottery, Attn: Accounts Payable, P.O. Box 12649, Salem, OR 97309-0649 or lottery.ap@lottery.state.or.us.

Note: Pricing shall be inclusive of all labor, materials, equipment, waste product/debris removal, any required permits, travel and any other associated expenses or costs, including overhead and profit.

Bidders must clearly specify the all-inclusive cost for Services per the Scope of Work and Attachment A for supplies, labor, equipment, etc. Contractor must complete Services no later than May 30, 2025. Any extension for completing Services must be agreed upon between Lottery and Contractor by written amendment to the resulting Contract. Bidder must state the prices in US dollars with no more than two (2) digits to the right of the decimal point.

Pricing is firm for the length of the contract including any agreed upon extensions.

No. Description Total Cost

1. All-inclusive cost for patch, repair, prime, and paint floors 1 and 2 $

2. All-inclusive cost for fabric replacement including removing and re-installing panels

3. All-inclusive cost of Corian installation $

4. All-inclusive cost of Koroseal installation $

TOTAL ALL-INCLUSIVE COST OF PROJECT (Lines 1-4) $ mailto:lottery.ap@lottery.state.or.us

ITB 22932 Salem Headquarters Lobby Remodel 10

4. BID FORM

The undersigned agrees and certifies that:

a. The undersigned has read and understands all instructions, specifications, terms and conditions contained in this ITB and agrees that the State of Oregon is not liable for any claims or subject to any defenses asserted by Bidder based upon, resulting from, or related to, Bidder’s failure to understand all instructions, specifications, terms and conditions of this ITB;

b. The undersigned is Bidder’s authorized representative, that the information provided in this Bid is true and accurate, and that providing incorrect or incomplete information may be cause for Bid rejection or Contract termination;

c. Bidder Is submitting an offer that is binding, valid and firm for a period of no less than 90 days following the Bid Submission Deadline;

d. The Bid information was arrived at independently, without fraud, other dishonesty or collusion with any other party competing for a contract under this Invitation to Bid.

e. Bidder certifies it will take reasonable steps to ensure an equal opportunity is provided to Oregon certified Minority, Women, and Emerging Small businesses to compete for and participate in the performance of any subcontracted work under the awarded contract. Oregon MWESB certified firms, as defined in ORS 200.055, have an equal opportunity to participate in the performance of contracts financed with state funds. A list of Oregon certified MWESB businesses can be located at:

https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp

f. The undersigned accepts and agrees on behalf of Bidder to be bound by the terms and conditions of any resulting Contract between Bidder and Lottery.

The undersigned hereby acknowledge having received and duly considered the following addenda to this ITB: Addenda No _____to Addendum No. ____ inclusive.

Bidder (COMPANY) Name FEIN ID# or SSN (REQUIRED)

Bidder Address

Authorized Representative Signature Date

Title of Authorized Representative

Contact Person (print) Phone Email

Bidder is an Oregon Certified MWESB ______Yes Certification No.___________ ______ No https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp