Mandatory Pre Bid Agenda.doc

This is a Mandatory Pre-Bid Checklist document for an Oregon Department of Transportation (ODOT) procurement of turn-key Class 3 and Class 5 trucks in various configurations. ODOT is seeking multiple qualified contractors to provide complete vehicles through a long-term, 10-year price agreement under Invitation to Bid #S-73000-00015441. The procurement encompasses 10 distinct truck configurations, including extended cab and crew cab variants with single and dual rear wheel options, featuring flat beds with stake pockets, fold-down metal sides, or electric/hydraulic dump beds. All vehicles must be offered with both gasoline and diesel engines paired with automatic transmissions in 2x4 and 4x4 drive configurations. ODOT typically purchases between 15 and 50 vehicles each biennium, though no minimum or maximum purchase guarantees are provided. A mandatory pre-bid conference is scheduled for March 18, 2026, at 10:00 a.m. at ODOT Fleet, 455 Airport Road SE, Building L, Salem, Oregon 97301, with attendance required for participation. Bids must be submitted through the OregonBuys eProcurement system by March 25, 2026, at 1:00 p.m., with a public bid opening held on Teams. ODOT intends to award agreements to all responsible bidders who submit responsive bids and certify they can meet specifications and workmanship standards.

Bidders must provide a Bid Pricing Form, Bid Cover Sheet, and Responsibility Inquiry Form, with references listing complete information for three projects of similar size and scope completed within the last three years. Delivery is F.O.B. destination to the Salem location with all transportation charges paid by the contractor, and the Manufacturer's Statement of Origin is due at delivery. The not-to-exceed amount for the price agreement series is $40,000,000, with final award values dependent on actual quantities procured and fixed unit pricing submitted by successful bidders. Multi-unit discounts are available for orders of 5 to 10 units, 11 to 15 units, and 15 or more units. Contractors must maintain comprehensive insurance coverage including Commercial General Liability ($1,000,000 per occurrence/$2,000,000 annual aggregate), Automobile Liability ($1,000,000 combined single limit), Garage Liability ($2,000,000), and Garage Keepers Legal Liability ($1,000,000). All questions and clarifications should be directed to Joni Sirovatka at joni.a.sirovatka@odot.oregon.gov, and ODOT reserves the right to inspect previous work performed by awarded contractors to confirm compliance with workmanship standards prior to issuing a Purchase Order.