Pre Bid Meeting meeting minutes 07.08.26.pdf

Construction Project Pre-Bid Meeting Agenda Speaking Pts.

Facilities Construction Projects F42112 Page 1 Pre Bid Meeting Agenda 15 November 2023

Project Name: Coos Bay Office Building Remodel Meeting Location: 1155 s 5th st, Coos Bay, OR 97420 Meeting Date and Time: July 8th, 2026 10:00 am ITB Number: #S-73000-00017193

1. Introductions of the Agency Team (Franco)

Construction Project Manager (CPM) Jose Franco Architect Mike Schweizer Procurement Terri Sinclair-Olson R3 Operations manager Peggy Nichols

2. Sign-In Sheet

a) Point out location and need to sign in.

b) Sign in Sheet will be posted on OregonBuys by OPO.

3 Project Background (Franco)

The Work of the Project is defined by the Contract Documents and consists of the following:

• Demolition of existing demountable and wood framed walls

• Relocation of selected demountable walls and new wood framed walls

• Construction of a new ADA restroom

• Addition of new electrical and data ports

• Relocation of ceiling mounted lighting

• New transaction window

• Provide (1) female ADA and (1) male ADA compliant portable restroom

• Other related miscellaneous items.

a) The re-installation of the Demountable Modular walls noted in the drawings should be accurate. Contractor shall dispose wall panels not utilized in re-construction.

b) Asbestos Survey identified Asbestos Containing Materials (ACM) in several locations. None of the ACM containing building elements will be involved in demolition/construction. If during construction there is a concern about ACM potential the report shall be forwarded to the

CPM.

c) GC will be responsible for work described in the contract drawings. ODOT personnel will install all Information Technology related components.

d) Staging/ material laydown area will be provided. Contractor may provide security fencing for the staging area.

Facilities Construction Projects F42112 Page 2 Pre Bid Meeting Agenda 15 November 2023

e) Project is going to be managed, as defined, in the State of Oregon General Conditions for

Public Improvements.

4. Bidding Requirements

a) Terri Sinclair-Olson is the single point of contact during Bidding thru Notice to Proceed.

Terri.SINCLAIR-OLSON@odot.oregon.gov

b) How to access bid documents.

All bid documents are located on OregonBuys in the Attachments tab.

c) Define Bid items:

I. Lump sum bid

d) Bids close on 22 July 2026 at 2:00 PM. There will be a public opening via teams.

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) Substitutions will only be considered during the bidding process. Follow the process as described in the project specifications. (Section 01 25 00).

i) Only General Contractors bidding the contract will be allowed to submit substitution requests.

i) Any statements made during the pre-bid will not change the plans, specifications, or contract documents unless an addendum is issued by OPO Procurement.

j) Communication during Bid Phase will all be handled through the single point of contact with

OPO.

k) Responsive bids and Responsible Bidder.

Responsive Bids: To be considered a Responsive bidder all documents requested in the ITB as part of bid submission must be attached to bid. First tier subcontractor form must be submitted with bid or within 2 hours of bid closing. All requested questions are answered on OregonBuys and Terms and Conditions have been accepted in OregonBuys.

Responsible Bidder: To be determined by internal checks ensuring licenses are accurate and in effect and company is eligible to bid on Oregon State Contracts.

Facilities Construction Projects F42112 Page 3 Pre Bid Meeting Agenda 15 November 2023

l) Bid Phase Questions – all question shall be sent to procurement officer at a minimum of seven days prior to bid closing.

m) Sign in Sheet will be posted on:

OregonBuys as an attachment/addendum to Bid #S-73000-00017193

n) https://www.oregon.gov/odot/Business/Procurement/Pages/NTC.aspx. The system provides access to procurement and contracting information issued by the State of Oregon. Bid documents, drawings and specifications and supporting documents. If you have any questions or issues with OregonBuys please reach out to Melissa Lovejoy, Melissa.E.Lovejoy@odot.oregon.gov Phone: 503-951-2574, and she will direct you to our OregonBuys Team for personal assistance.

o) Please don’t wait until the last minute to submit your quote to OregonBuys. This is a sealed competitive bid. No person can view any material information on bids submitted as part of this process until the date and time of bid closing (Not Even ODOT).

5. Construction Project Manager (CPM): (Franco)

a) General Contractor will always have superintendent on site.

i) (General Conditions for Public Improvements (Section B.6)

ii) Contractors are encouraged to read, and understand, the General Conditions. There are additional General Conditions not mentioned in the Pre-Bid Meeting.

b) The site, and facilities, will continue to be used by ODOT crews during the project. Oregon DMV occupies portion of the building. Construction activities shall be conducted such that the DMV operations are not impacted.

c) Contractor may use existing sanitary facilities.

d) Provide one female and one male ADA compliant portable toilets for the use of DMV personnel and clients for the duration of the construction project. The portable toilets shall be cleaned and supplies replaced on a minimum of once weekly. Assure each portable toilet includes a hand cleaning element. Locate portable toilets in consultation with the CPM. Include an allowance of $5,000 to locate portable toilets and provide any location improvements required.

i) Portable toilets will be stand alone units. Provide lighting if needed.

e) Contractor may connect to site power and water.

f) Contractor may use construction area as field office.

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g) Smoking is not allowed in state buildings or on state properties. Smoking will have to be off the state owned site.

h) Liquidated damages of $600.00 per calendar day will be assessed if substantial completion is not met. If contractor means and methods result in a stop order, the substantial completion date will not be extended.

i) Substantial Completion date is 06 October 2026.

j) The final completion date is 03 November 2026

k) ODOT does not pre-pay for any material or work

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

i) Please Note: Under special condition application for payment for stored materials.

Application for payment for stored material will be accepted at Owner’s sole discretion.

The material shall be stored in a bonded warehouse (General Conditions for Public Improvements Section E.2.3).

m) Contractor will provide a schedule of values to the CPM.

n) Progress payments will be made monthly.

o) Contractor will provide a Project Schedule to the CPM.

p) ODOT has paid the Plan Review fees for this project. We do not yet have review comments nor the cost of the building permit. If time allows the cost will be added to the contract. If time does not allow adding the fee to the contract ODOT will pay and General Contractor shall pick up the contract and add additional required information. Specialty Contractors will purchase their own contracts per general practices.

q) General Contractor and Specialty Contractors are required to purchase permits and call for the JHA for inspections. Permits cost will be provided when known.

r) All project directions will come from the ODOT CPM.

6. Building Construction

a) Discuss Project Plans and Specifications.

b) This is not an ODOT highway project. ODOT Highway Specifications do not apply.

c) Project materials must be approved through the submittal process as described in Section

01 33 00 of the specifications.

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d) Submittals, shop drawings, product data and samples will be required for all products used on the project regardless of whether, or not, they are listed in the drawings or specifications.

i) ODOT CPM, or assignees, will be observing the work, along with the appropriate JHA.

e) General Conditions for Public Improvements Section B.7

f) Contractor will notify the ODOT CPM of issues or changes.

g) Contactor is required to call for all inspections including final.

7.0 Tour of the Coos Bay Office.

a) Explain dust control barrier location.

8.0 Questions: (Franco and Agency Team)

a) Questions:

a.1. _______________________________________________________________________ a.2. _______________________________________________________________________ a.3. _______________________________________________________________________ a.4. _______________________________________________________________________ a.5. _______________________________________________________________________ a.6. _______________________________________________________________________ a.7. _______________________________________________________________________ a.8. _______________________________________________________________________ a.9. _______________________________________________________________________

9.0 Meeting adjournment/Close out: (Franco)