Mandatory Prebid Agenda and Attendance Roster 08.19.25.pdf

Mandatory Pre-Bid Conference

ITB # S-10700-00014480

Department of Administrative Services (DAS) Salem Motor Pool Solar Panel Array Project Tuesday, August 19, 2025, 01:30 PM (PST)

1. Introductions:

Welcome Introductions

Nameun House – Single Point of Contact, Procurement Analyst, DAS State Procurement Services

(SPS)

Agency (Owner) personnel:

Mark L. Wright, Construction Project Manager, DAS Enterprise Asset Management (EAM) Brian King, Business Operations Administrator, EAM Jonathan Davis, Electrical and Physical Security Manager, Operations and Maintenance (O&M)

Consultant(s):

Jeremy Galvin, Associated Principal, PAE Consulting Engineers Vanessa Van Eaton, Project Coordinator, PAE Consulting Engineers Carmen Sarjeant, Archaeological Investigations Northwest, Inc. (AINW, Inc.)

2. Sign In:

This is a Mandatory pre-bid conference. Bidders or their representative are required to attend this mandatory pre-bid conference. Bids will only be evaluated from bidders or their representative who attended the mandatory pre-bid conference, and all other bids will be considered non-responsive. You must sign the attendance sheet. If you have not done so, please do so at this time.

# General Contractors ___________ # Subcontractors_____________

3. Disclaimer:

Any statements made at this conference will not change the Plans, Specifications or other contract documents unless a Solicitation Addendum has been issued from the DAS Procurement Services Office and advertised on the OregonBuys System.

Interested parties will need to submit any request for brand approval; request for substitution; request for change; and protests; that may be discussed today in written form to the Single Point of Contact, Nameun House.

Deadline for the requests for change, clarification or request for approval of equivalents (substitution) is Thursday, August 21, 2025, 2:00 PM, Pacific Standard Time.

4. Project Summary & Schedule:

a. Project Estimate Range: $747,250 to $1,318,900.

b. Project Completion Dates:

• PROJECT START DATE: Upon issuance of Notice to Proceed.

*Installation must begin no later than September 30, 2025.

• SUBSTANTIAL COMPLETION: No later than November 15, 2025.

Department of Administrative Services (DAS) Salem Motor Pool Solar Panel Array Project Tuesday, August 19, 2025, 01:30 PM (PST)

• FINAL COMPLETION: No later than December 15, 2025.

c. Bid Closing/Opening: 2:00 PM PST on Thursday August 28, 2025 for the public Opening following the Closing. Be sure to have Microsoft Teams access available on your computer or mobile phone and follow the follow link:

Join the meeting now Meeting ID: 210 745 745 867 7 Passcode: PV7mG2sN Dial in by phone +1 503-446-4951,,825862496# United States, Portland Find a local number Phone conference ID: 825 862 496#

Only the name of each Bidder and the Bid amounts will be read at the public Opening. Award decisions will not be made at the public Opening.

Following public Opening (see Section A.11), Contracting Agency may post preliminary Bid results on the OregonBuys System. Such postings may not be correct and are not final. The posting of the preliminary Bid results is not a representation by Contracting Agency that any Bid submitted was complete, sufficient, lawful in any respect, or otherwise in substantial compliance with the ITB requirements.

For PI/PW:

The following shall be submitted prior to Closing:

Bidder Information and Certifications Form: Attachment A, Form A-1 o Residency Information o Federal Employer Identification Number (FEIN) o CCB Registration Requirements o Partnership and Joint Venture - Partnership Declaration o Public Works Bond Information o Subcontractors/ESB Certified Under ORS 200.055 o Responsibility Inquiry, Pay Equity Certificate (employes 50 or more full-time workers and the resulting Contract price estimated to exceed $500,000) o Record of Satisfactory Performance o Acknowledgement of Addenda o Certifications of Bidder’s Duly Authorized Representative and Signature

Pricing Form: Attachment A, Form A-2 Bid Security: Attachment A, Form A-3

The following shall be submitted either with the Bid submission or within two (2) working hours after the Closing to Single Point of Contact via email:

https://teams.microsoft.com/l/meetup-join/19%3ameeting_NjJlMTAyMTAtZTc2OC00ODQwLWE1ZmQtNTRjODIxYzVkZjYy%40thread.v2/0?context=%7b%22Tid%22%3a%22aa3f6932-fa7c-47b4-a0ce-a598cad161cf%22%2c%22Oid%22%3a%221238c614-67b8-4067-b6a5-816f7b7b376c%22%7d tel:+15034464951,,825862496 https://dialin.teams.microsoft.com/6695bda5-c841-4ea8-9531-d54eb9fd5334?id=825862496

Department of Administrative Services (DAS) Salem Motor Pool Solar Panel Array Project Tuesday, August 19, 2025, 01:30 PM (PST)

First-Tier Subcontractor Disclosure Form: Attachment A, Form A-4. Must be returned to Single Point of Contact by the Bid Opening Date or within 2 working hours after the advertised Bid Opening Date and Time.

Prevailing Wage Rate: This Project is subject to Prevailing Wage Rate. The work will take place in Marion County, BOLI Region 3. BOLI Prevailing Wage Rates for Public Works Contracts dated January 5, 2025.

Bonds Requirements: Performance Bond and Payment Bond

Liquidated Damages: $1,000.00 per calendar day

Criminal Background Check: Required. See information set forth in Section 7. f. Criminal Records Check of the Attachment D-1 Sample Public Improvement Contract Form.

Site Access: Site access will be provided during the Mandatory Pre-Bid Conference

Project Site: Fleet & Parking Services at 1100 Airport Rd SE, Salem, Oregon

Method of Award: LUMP SUM.

Supplemental General Conditions: Please review Attachment D-4.

Insurance Requirements: See Attachment D-5 for insurance types and amounts required of this solicitation. The apparent successful Offeror shall provide all required proofs of insurance and bonds to DAS seven calendar days of notification of intent to award.

5. OregonBuys System:

Bidders are advised to monitor the OregonBuys up until closing for Addenda's. Failure of the Bidder to acknowledge and/or return Addendum(s) as required will result in Bid rejection.

August 21, 2025 at 2:00 PM, Pacific Standard Time is when the Q & A and request for substitutions period expires. All questions must be in writing to me.

Responses to questions asked during the solicitation will also be posted to OregonBuys.

6. Single Point of Contact (SPC)

Proposer shall direct all communications related to any provision of the ITB only to the SPC, whether about the technical requirements of the ITB, contractual requirements, the ITB process, or any other provision in writing to the SPC.

The SPC for this solicitation is Nameun House. Nameun.House@DAS.oregon.gov

7. Buy America Requirements

• Buy America: Pursuant to ORS 279C.303, as implemented under OAR 125-249-0170, steel, iron, coatings for steel and iron, and Manufactured Products purchased for or used in the mailto:Nameun.House@DAS.oregon.gov

Department of Administrative Services (DAS) Salem Motor Pool Solar Panel Array Project Tuesday, August 19, 2025, 01:30 PM (PST)

Project, and that become part of a permanent structure, must be Produced in the United States.

• In accordance with ORS 279C.303(2)(c)(A) and OAR 125-246-0170(3)(a)(S), on August 4, 2025, the Procurement Policy Officer, per delegation by the State Chief Procurement Officer, granted a Waiver, S-10700-00012902, waiving the requirements of ORS 279C.303(2)(a) for the following Manufactured Product: solar panels (“Solar Panel Waiver”), with this waiver applicable to this ITB and resulting Contract. Therefore, per the Solar Panel Waiver, the requirements of ORS 279C.303 are waived for the solar panels for this Project, with the requirements of ORS 279C.303(2)(a) for iron, steel, coatings for iron and steel, and Manufactured Products otherwise applying to this ITB and any resulting Contract. See Attachment D-6 for the Solar Panel Waiver and Attachment D-4 for applicable requirements.

8. Archaeological Monitoring (Presented by AINW, Inc.)

• Attachment E -1 Archaeological Monitoring and Inadvertent Discovery Plan for the Oregon Department of Administrative Services Salem Motol Poor Solar Project, Salem, Marion County, Oregon, Report No. 5468, dated July 28, 2025

9. Description Of the Project/Work (Presented by DAS Personnel and PAE Consulting Engineers)

• Project Overview.

• Questions submitted before the pre-bid conference.

1) Could you please provide updated solicitation and completion schedules?

2) Also, regarding the $1,000 in liquidated damages, is it possible to waive these, perhaps through an amendment, given the fast-paced timeline and the design-build aspect of hitting the dates?

3) Are there any workforce training or COBID certification requirements for this project?

4) What are the requirements for PGE interface applications, and who is responsible for the associated paperwork and costs, if it’s already done do you have registration number?

5) Has a Geotech report and survey been completed? If not, who is responsible for this, or is it not required?

6) Is the contractor or PAE responsible for the electrical design? Can I make any adjustments if needed for the electrical and engineering aspects?

Department of Administrative Services (DAS) Salem Motor Pool Solar Panel Array Project Tuesday, August 19, 2025, 01:30 PM (PST)

7) Has there been a load study and AIC study for the existing electrical system that we'll be connecting to in order to support the solar system?

8) Is a permit already issued for this project, and do we just need to endorse it with structural details, especially given the swift installation timeline?

9) Regarding the Buy America Act, my research indicates that some of the solar panels are not on the approved list, and the Sunmodo racking system's compliance is unconfirmed but appears not to be Buy America compliant. Could you please clarify what is required to be Buy America compliant and what is not for this project?