Pre-bid Agenda.docx

Oregon Department of Transportation Region 4 Office 63055 N Hwy 97 ,Bend, Oregon 97703-5765

Facilities Management Section Cell 541-554-4775

Project: Prineville MS Reroof Project

ITB/BID Solicitation No.: S-73000-00015787

Date:2/5/2026 Time: 11:00 A.M.

ALL BIDS DUE: February 17th 2026 at 10:30AM. All bids are to be submitted in OregonBuys per the ITB.

Dave Dethloff is the single point of contact for the project. All questions or emails need to go to him. Email address: william.d.dethloff@odot.oregon.gov

PRE-BID MEETING AGENDA

1. OPO Topics

A. INTRODUCTIONS:

1. ODOT Single Point of Contact, Dave Dethloff – William.d.dethloff@odot.oregon.gov

2. ODOT Project Manager, Jesse Powning

3. ODOT Carpenter / Facility Maintenance – Mike Pontelandolfo

4. ODOT District 10 South Manager - Warren Nelson

5. ODOT Prineville MS Coordinator - Jason Durhiem

B. SIGN-IN SHEET:

1. Will be posted on OregonBuys.

2. Any Addenda as a result of this meeting will be posted on OregonBuys in the Amendments tab.

3. Any statements during the pre-bid will not change the plans, specifications, or contract documents unless and addendum is posted to OregonBuys.

C. PROJECT SPECIFICS:

1. Install a new roof on the Prineville MS – Jesse will review scope

2. Substantial completion 07/01/2026 and Final Completion 07/15/2026. Liquidated damages can result in failure to comply with completion dates $300.00 per calendar day.

3. This is a BOLI prevailing wage project with Contractor/Subcontractor compliance and reporting requirements.

4. Brand name products are listed in the specifications. See ITB document for procedure and deadline for request for approved equal. Exceptions will be approved at ODOT’s sole discretion. See Addendum 1 posted in OregonBuys attachments tab for 2 now approved alternates.

5. Insurance coverages will be required as specified in the ITB.

6. State of Oregon General Conditions for Public Improvement Contracts January 1. 2012 Edition applies.

D. SOLICITATION TIMELINES:

1. Requests for clarification due by end of day on 2/10/2026

2. Public Bid opening set for 2/17/2026 @ 10:30 AM. To attend the public bid opening via teams a teams meeting link and phone number to call in is provided in section C.3.4.2 of the invitation to bid.

3. Preliminary results may be posted at ODOT’s earliest convenience typically within a day or two.

4. Intent to award will be posted typically within 5 days of the bid closing date.

5. Protest period of Intent to award 5 calendar days after the issuance of ODOT’s Intent to Award.

E. MINIMUM QUALIFICATIONS:

1. Contractors must be licensed with the State of Oregon Construction Contractors Board (CCB license).

2. Registered with the State of Oregon Secretary of State.

3. This project requires 3 years of experience providing similar services.

4. Bidders must provide 3 references of similar size and scope projects performed in the last 3 years.

F. SUBMITTAL REQUIREMENTS: Section 5.1 in ITB document.

1. Bid pricing must be entered into OregonBuys for items 1-2.

2. Answer 2 questions in questions tab in OregonBuys.

3. Bidder must select “Agree to terms and conditions with no exemptions” on the terms and conditions tab in OregonBuys or bid will be rejected.

4. Bidder must submit completed ITB Section G through O no later than the bid opening date and time specified in the ITB in OregonBuys.

5. Reference sheets need to be filled out and completed providing contact information dates name and location of projects for ODOT to check responsibility.

6. Make sure you read the ITB documents for ALL REQUIRED SUBMITTALS list may not be all inclusive

G. BID ADDENDUM:

1. Acknowledge receipt on Bid documents if any arise. Addenda acknowledgement is in section H of required submittal documents.

2. Addendum may come forward it is bidders responsibility to ensure that ALL addendum are acknowledged.

3. No changes to requirements of project unless specifically identified by Addendum.

H. OBTAINING SITE MAP AND SPECIFICATIONS:

1. OregonBuys Attachments Tab.

I. VENDOR SUPPORT FROM ODOT:

1. Oregon Department of Transportation : Contracting with ODOT : Procurement : State of Oregon For additional support, contact Melissa Lovejoy, 503-951-2574, or by email, or leave a message at 503-951-2649

2. I am also available at William.d.dethloff@odot.oregon.gov or 503-569-8793. PLEASE CALL IF YOU HAVE ANY QUESTIONS.

J. QUESTIONS:

K. Turn over to project for project specific requirements.

2. Scope of Work

a. To replace the roof on the Prineville Maintenance Station. The new roof will be standing seam with concealed fasteners and mechanically locked seams. It will be installed over the existing roofing on a sub-purlin system (See attached Over Ezee spec sheet).

b. Background: The Prineville MS has experienced roof leaks during snow and freezing conditions. Primarily due to ice dam formation. This new roof system will eliminate the leaks and help reduce the large ice formations that build up at the eves.

c. The snow guard system shown on the plans is an alternate bid item and needs to be priced and bid separately.

d. Sub purlins will get installed according to mfgr installation instructions directly over each existing structural purlin that the existing roof is attached to. Field verify.

e. The 4 rectangle roof vents will be removed and patched as part of this project. Field verify patching requirements.

f. Curbs and counter flashings will need to be installed at all remaining mechanical vents.

g. Appropriate flashings are required at all other roof penetrations.

h. DOES NOT include any work to the gutters or downspouts. Eve detail will be installed according to the drawings to drain into existing gutter.

i. We have received 2 substitution requests for alternate roofing material as can be found in an addendum on OR Buys.

i. Rocky Mt Reps NW – Drexel Metals 200S.

ii. Bryer Company – TBC-Superseam.

j. BEFORE BIDDING: it is the contractors & suppliers responsibilities to field verify all site, building dimensions, specifics, openings, material types and limitations.

3. This site will continue to be used by the public and ODOT during the construction work. Contractor needs to be mindful of vehicles and people as they work on site. Things like not setting up ladders outside of overhead doors. Securing all tools and materials so they can fall or blow off the roof. Gate access will be arranged upon award.

4. All invoices are to be sent to me, the Project Manager: Jesse Powning

5. We encourage you to thoroughly read through and understand all the contract documents including the ITB, Specifications, as well General Conditions for public improvement Contracts dated January 1, 2012

6. Answer Questions - Walk the site Pre-Bid Agenda R4 HQ Snow Removal PA Contract Page 3 of 3 image1.png image2.wmf oleObject1.bin