Pre-Bid Agenda.pdf

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

Facilities Management Section

CPM: Jesse Powning - Cell 541-554-4775

Project: Klamath Falls SB Scale House Construction

ITB #: 5527

Date: 2/15/2023 Wednesday Time: 11:00 AM

Mandatory Onsite

VOLUNTARY PRE-BID MEETING AGENDA

1. Welcome to The Klamath Falls D11 Office HVAC Upgrades Pre-Bid meeting. Thank you for attending.

2. Introductions

a. ODOT Facilities Construction Project Manager: Jesse Powning

b. ODOT District 11 Assistant Manager: Steve Jacques

c. ODOT Procurement Officer: Joni Sirovatka – Not present

d. Systems West Engineer: Meredith Osborn

3. Attendance Sign in Sheet – Please sign the attendance sheet. Copy will be attached to OregonBuys after pre-bid. This agenda will also be posted as part of the contract documents.

4. Project Summary:

a. No changes discussed in this pre-bid meeting are binding unless an addenda is posted to Oregon Buys.

b. Questions are due by 5 calendar days before bid time/date.

c. Bids due by email before 2/27/2023 at 9:00 am. Bid tab will be posted to OregonBuys. There is another Teams invitation in the ITB for parties that wish to attend the bid opening virtually.

d. If this project is $50,000 or higher it must be BOLI wage rates including BOLI forms with each draw request.

e. This project is to follow the General Conditions for public improvement Contracts dated January 1, 2012 Edition.

f. Method of Award – Award will be made to the bidder with the lowest combinations of base bid and additive alternates that ODOT chooses to award.

g. Single point of contact is Joni Sirovatka. All questions need to be emailed to Joni at joni.a.sirovatka@odot.state.or.us.

5. Description of Work - Overview mailto:joni.a.sirovatka@odot.state.or.us

The purpose of this ITB is to establish a Contract for HVAC upgrades at the Klamath Falls district office building for the benefit of ODOT. The work contemplated under this Contract includes all labor, materials, transportation, equipment and services for, and incidental to, the completion of all construction Work in connection with the project described in the Contract Documents

a. The project is located at 2557 Altamont, Klamath Falls, OR 97601

b. Contractor is responsible for electrical and mechanical permits and any other required permits.

c. This procurement is a base bid plus 2 additive alternates.

OPTION A

i. Base bid A is the west wing as indicated on the Bid Alternates plan. Includes providing balancing design and final schematic submittal, demolish existing and provide new duct system above ceiling and 2 HVAC units (indoor and outdoor), salvage 1 furnace as indicated on plan, also includes permits and all associated work as outlined in the contract documents.

ii. 1st additive alternate A is north wing, as indicated on Bid Alternates plan. Includes provide balancing design and final schematic submittal, demolish existing and provide new duct system above ceiling and 2 HVAC units (indoor and outdoor), also includes permits and all associated work as outlined in the contract documents

iii. 2nd additive alternate A is mid-section (conference rooms) as indicated on Bid Alternates plan. Includes provide balancing design and final schematic submittal, demolish existing and provide new duct system above ceiling and 1 hvac units (provide new Dx circuit and condensing unit, and utilize salvaged furnace or provide new at owner option), also includes permits and all associated work as outlined in the contract documents

d. Meredith to go over expectations and basis of design here.

e. Panel board metering has been recorded for 30 days at each of the electrical panels that supply the HVAC system. That data will be made available to the contractor that is awarded the project

f. This work is to be completed while owner occupies and operates out of the building. The work will need to be coordinated so as to minimize disruptions to owners operations. If this work can be completed in phases that would be preferable

g. On that same note, contractor will need to keep the halls clear of major obstructions as much as possible during normal business hours.

h. There is an asbestos report available for the building and will be posted with this agenda and sign in sheet in an addenda later today or tomorrow.

There is a section of attic space that contains vermiculite insulation. We have had several samples taken and all have come back with less than 1% ACM so it doesn’t have to be treated as ACM.

i. Contractor that is awarded the project will be responsible for final system design. Including balancing design, final schematics, system layout, duct routing diagram, and all necessary plans to obtain permit with Klamath County. Contractor will also need to submit a set of as-built drawings to owner at the end of the project with the closeout documents.

j. It is the Awarded Contractors responsibility to create and submit plans and details to Klamath County for obtaining electrical and mechanical permits and pay for all fees and related permits as required.

k. Once the contractor is issued the NTP (notice to proceed) we will hold a pre-construction meeting and discuss expectations such as staging, mobilization, and details of the schedule. Because of the critical timing of this project we request that submittals be turned into us shortly after NTP so we can expedite review and approval process and the materials/equipment can get ordered.

l. IT IS THE CONTRACTORS RESPONSIBILITY TO FIELD MEASURE, VERIFY ALL SITE CONDITIONS, DIMENSIONS, SPECIFICS AND

LIMITATIONS. If you would like to make an additional visit to the site please notify me (Jesse Powning) beforehand so I can notify the Owner and Crew.

6. Staging Area(s) & Storage of materials

a. Open discussion

b. Contractor will need to get a portable toilet onsite for construction workers to use. We will not be responsible for cleaning bathrooms after construction workers.

7. Schedule:

a. Meetings: We will schedule a pre-construction meeting at or close to time of delivery of NTP and you should plan to provide a project schedule at that meeting. It is recommended that awarded contractor invite subcontractors to these meetings as well as progress meetings. Progress meetings will be held onsite every other week once contractor has mobilized. Virtual meetings will also be held at the same time and day on the weeks that don’t have an onsite meeting with some flexibility.

b. Work Hours: to be discussed in detail at the Pre-construction meeting with the awarded contractor. ODOT is ok with work getting completed outside of normal business hours. Contractor will get issued an access badge and will be expected to have a super intendant onsite.

c. Project Start: upon issuance of Notice to Proceed

d. Substantial completion June 15, 2023.

e. Final completion June 30, 2023.

f. This is a hard deadline. Our funding for this project expires on June

30th so all work and invoices must be completed before that date.

8. ALL BIDS DUE: February 27th, 2023 by 9:00 AM. All bids must be submitted through OregonBuys E-procurement system as indicated in the ITB. A public bid opening will be held virtually via Microsoft Teams. (See

ITB)

If you have any questions or need assistance please contact Joni:

joni.a.sirovatka@odot.state.or.us mailto:joni.a.sirovatka@odot.state.or.us