Oct 25 2022 PreBid Meeting Minutes.docx

POMSPB10252022

Construction Project

Pre Bid Meeting Agenda Speaking Pts.

Project Name: Port Orford Maintenance Station Storage Building Improvements Meeting Location: 1219 Arizona St., Port Orford, OR 97465 Meeting Date and Time: Tuesday, October 25, 2022, 11:00 AM ITB Number: #S-73000-00004564

1. Introductions of the Agency Team (Steve Gennett)

2. Sign-In Sheet (Steve Gennett)

A. Point out sign-in sheet location and need to sign-in.

B. Sign-in Sheet will be posted after the meeting on OregonBuys.gov.gov

3. Project Overview (Steve Gennett)

A. Please hold your questions until the ODOT Agency Team has completed our portion of the presentation.

B. Project Overview

i. State of Oregon General Condition for Public Improvement Contracts will be referenced as General Conditions.

ii. Because of safety concerns this is the only time this morning that you will be given the chance to be on-site.

iii. Project bids will close November 14, 2022 2:00 PM with contract award taking place approximately one week later.

4. Project Background (Jon Doughton)

Base bid: Port Orford Storage Building Improvements including demolition and replacement of existing building components including roofing, siding, gutters, and installing man-door on north end of building.

New electrical work is not included in contract. Demolition of existing electrical components is included in base contract.

Alternate 1: Installation of 5 overhead sectional doors including tracks, operators, and controls.

Alternate 2: Installation of 10 bollards including foundations, saw cut, and removal of asphalt pavement, and installation of new concrete apron.

5. Bidding Requirements (Raymond Cooper)

A. Terri is the single point of contact during Bidding thru Notice to Proceed.

B. How to access bid documents. Access documents through OregonBuys.gov.gov

C. Define Bid items:

Base Bid:

Alternate 1 Alternate 2

D. Bids close on November 14, 2022.

E. This is a State funded project, BOLI Rates apply.

F. Bid, Performance, and Payment Bonds are Required.

G. General Contractor and Sub-Contractors are required to have a $30,000 Public Works Bond.

H. Substitution requests will follow the process as described in the project specifications. (Section 01 25 00). Substitution requests will only be considered if submitted by a qualified Prime Contractor, submitted using the substitution request form and submitted at least 7 days prior to the bid date.

I. Only General Contractors will be allowed to submit substitution requests (Bidders).

J. Any statements made during the pre-bid will not change the plans, specifications, or contract documents unless an addendum is issued by the ODOT contract administrator.

K. Communication during Bid Phase. All questions and substitution requests must be submitted to the Single Point of Contact. Questions and requests must be submitted via email for quick and efficient dissemination of information.

L. Responsive bids and Responsible Bidder. Bids submitted through OregonBuys.gov.

M. Other Addenda and updates will be issued through OregonBuys.gov.

N. Sign in Sheet will be posted on OregonBuys.gov after the meeting by OPO O. Bid Phase Questions: Questions and answers will be posted to OregonBuys.gov.

P. Other

6. Contract Administration: (Steve Gennett) A. General Contractor will have superintendent on site at all times.

B. (General Conditions section B.6). Superintendent and any changes to the Superintendent must be approved by ODOT.

C. The site will continue to be used by ODOT crews during the project.

D. Contractor will provide their own toilet facilities, job trailer, phone, communications, electrical power, water, etc.

E. General Contractor or Sub-Contractors will not be allowed to camp on-site.

F. Liquidated damages of $1,250.00 per calendar day will be assessed if substantial completion is not met on February 2, 2023. If your means and methods result in a stop order, the substantial completion date will not be extended.

G. Substantial Completion date is February 2, 2023.

H. The final completion date is February 16, 2023.

I. ODOT does not pre-pay for any material or work.

J. General application for payment will be accepted only for materials that have been installed.

K. Contractor will provide a schedule of values to the CPM (General Conditions section E.1)

L. Progress payments will be made monthly. (General Conditions E.2)

M. Contractor will provide a Project Schedule to the CPM.

N. ONE CALL is required (811 “Call Before You Dig”). Private Locate will be required as needed. Contractor will pay all fees associated with Location services.

O. General Contractor and Specialty Contractors are required to purchase permits and call for the JHA for inspections. General Building Permit it ready for issue. General Contractor will pay for the General Building Permit. Specialty permits must be procured and paid for by applicable subcontractors.

P. All project directions will come from the ODOT CPM.

7. Questions (Steve Gennett, Agency Team)

PORT ORFORD MS STORAGE BUILDING PRE-BID QUESTIONS

1.1 Are there known cultural or archeological issues at this site?

ODOT Construction Project Manager (CPM) will confer with Region 3 Environmental Section for confirmation, but no cultural or archeological issues are anticipated.

1.2 Where is the staging area?

This is an active ODOT Maintenance Station whose operations will continue during construction, but ample staging space is available. Coordinate with the ODOT CPM or Transportation Maintenance Manager (TMM) as needed.

1.3 Submittals?

If you intend to bid on the job, you are encouraged to have as many submittals as possible completed prior to the preconstruction meeting.

1.4 Lockset on man door ?

Provided by ODOT. Anticipate a 626 Schlage.

1.5 Framing hidden by metal?

Some framing is hidden by sheet metal and cannot be examined for soundness. For this reason, an allowance has been made for replacement of up to 10 wall girts as part of the base bid. Any required work beyond the base bid scope will be additional work.

1.6 Standing seam vs. exposed fasteners?

Specifications call for standing seam metal roofing with hidden fasteners, not exposed fasteners.

1.7 Color?

Color selected by CPM from roofing manufacturer’s standard color samples at direction of TMM. Anticipate forest green to match color scheme of existing buildings.

8. Meeting adjournment/Close out (Steve Gennett)

Thank you for participating.

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