Prebid Conf Mins_LOSS~1.pdf
PDF 144 KB Posted
- Solicitation number
- S-KN0010-00015219
- Issued by
- Klamath County, Oregon
About this file
This is a Pre-bid Conference Minutes document for the City of Newport, Oregon, detailing a Large Onsite Septic System (L.O.S.S.) project at Newport Municipal Airport. The pre-bid meeting was held on November 6, 2025, at the airport location (135 SE 84th St., Newport, OR) and was non-mandatory for bidders. The project encompasses base bid and additive bid schedules involving drip field installation, tank installations (septic, dose, co-mingle, and recirculation tanks), force main installation, dry line installation, cross-directional boring, miscellaneous electrical improvements, septic tank abandonment, and pavement repair. Bids are due on November 19, 2025, at 2:00 p.m. at the City of Newport Public Works Department (169 SW Coast Highway, Newport, Oregon 97365), with public opening and reading to occur immediately thereafter. The project construction timeline totals 111 calendar days, divided into three phases: Phase 1 (60 days), Phase 2 (21 days), and Phase 3 (30 days), with allowable work periods from 7 a.m. to 7 p.m. unless otherwise approved. Construction is anticipated to begin in 2026 following bid opening.
The engineer's cost estimate for the project is $600,000 to $700,000. A 5% bid bond is required at submission, and bidders must comply with Oregon prevailing wage rates and FAA Advisory Circular 150/5370-2 operational safety requirements. Contractors must obtain a Sewage Disposal Service License from the Oregon Department of Environmental Quality with at least one certified installer on staff or as a subcontractor. Additional requirements include providing temporary water and electricity, performing dust and foreign object debris control, and maintaining 25% of work performance with the contractor's own organization. Liquidated damages of $250 per day apply for project delays. Post-award requirements include submission of a bidders list and first-tier subcontractor disclosures within 10 days of Notice of Award, along with contract bonds and insurance documentation. A site visit was conducted following the verbal presentation for interested contractors.
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Pre-bid Meeting Agenda 1 Newport Municipal Airport
November 6, 2025
Newport Municipal Airport
Large Onsite Septic System (L.O.S.S.)
PRE-BID MEETING AGENDA
10:00 AM
Newport Municipal Airport – 135 SE 84th St., Newport OR.
MEETING DIALOG & CLARIFICATIONS SHOWN IN ITALICS
GENERAL SUBJECTS
• Introductions/Attendees.
• Pre-bid conference is non-mandatory for Bidders.
• Meeting minutes, attendance list, and any addenda to be posted on OREGONBUYS eProcurement system webpage.
• Documents and official plan holders list are available through the OREGONBUYS eProcurement system webpage https://oregonbuys.gov/bso/ Solicitation No. S-KN0010-00015219.
PROJECT OVERVIEW
Base Bid Schedule – Major Elements
• Drip field installation
• Tank installations (septic, dose, co-mingle, recirculation)
• Force main installation
• Dry line installation
• Cross directional boring
• Miscellaneous electrical improvements
• Septic tank abandonment
• Pavement repair
Additive Bid A Schedule – Major Elements
• Septic tank abandonment
• Tank installations (septic, dose/co-mingle, grease interceptor)
• Force main installation
• Miscellaneous electrical improvements
• Pavement repair
Additive Bid B Schedule – Major Elements
• Dry line installation
CONSTRUCTION COST ESTIMATE
• Cost opinion is estimated at $600,000 - $700,000. May be updated prior to bid opening.
PROJECT FUNDING/SCHEDULE
• Funding for construction of the work following bid opening with construction anticipated to begin in 2026.
Pre-bid Meeting Agenda 2 Newport Municipal Airport
BIDDING REQUIREMENTS
• See Invitation to Bid and Instructions to Bidders checklist for specific requirements and instruction related to submission of Bid Proposals.
• Bids Due – 2:00 p.m., November 19, 2025, at City of Newport, Public Works Department, 169 SW Coast Highway, Newport, Oregon 97365, Attn: Anna Iaukea. Bids publicly opened and read immediately thereafter. Bids submitted after the above-specified time shall not be received or opened.
• 5% bid bond required.
• See Instructions to Bidders for Items Due following bid opening:
o Bidders List o First-Tier Subcontractors Disclosure
• Requirements within 10 days of Notice of Award receipt (contract, bonds, insurance).
• Prevailing Wage Rates – Oregon Bureau of Labor and Industries (BOLI).
PROJECT CONSTRUCTION TIME AND PHASING (SEE SHEETS 7 – 11)
• Review work elements associated with each phase with each phase (111 Calendar Days allotted for onsite work):
o Phase 1; 60 calendar days o Phase 2; 21 calendar days o Phase 3; 30 calendar days
• Allowable daily work periods are 7 a.m. to 7 p.m. unless otherwise approved by Owner/RPR.
• All phases shall be completed within the allotted contract time or be subject to liquidated damages (see General Contract Provisions Section 80-08).
AIRPORT/SITE SAFETY
• Project is subject to FAA Advisory Circular 150/5370-2 Operational Safety on Airports During Construction requirements.
• Airport operations, escort suppliers and deliveries, taxiway/taxilane crossings, access control at site entrance, requirements for area access/closures/restrictions.
• Temporary barricades – If necessary, contractor to provide low-profile portable barricades with red lens at night for closures of restricted areas.
• Access points and contractor staging/personnel parking areas.
AIRPORT SECURITY/ACCESS
• Photo identification and badging of employees is not required.
• Vehicle and pedestrian access routes used for construction shall be controlled to prevent entry of unauthorized persons, vehicles, and/or animals.
• Access points and contractor staging/personnel parking areas.
Pre-bid Meeting Agenda 3 Newport Municipal Airport
TECHNICAL ISSUES
• Contractor must have Sewage Disposal Service License from the Oregon Department of Environmental Quality (DEQ).
o One member, employee, or subcontractor of the contractor must be a certified installer.
• General Contract Provisions, Mobilization, and General Requirements – General responsibilities/procedures, testing, and work layout.
o Maximum 15% of total project cost for Mobilization lump sum bid item. If mobilization item exceeds 15%, contractor required to provide justification to Owner for review.
• Dust and Foreign Object Debris (FOD) Control.
• Materials/acceptance sampling and testing – Sampling and testing shall be performed by a qualified testing laboratory retained by the Contractor unless otherwise noted.
• Temporary water and electricity are the contractor’s responsibility.
• The contractor is not required to provide an Engineer/Resident Project Representative (RPR) field office during construction.
SITE VISIT:
A site visit was conducted after the verbal presentation. Contractors that elected to visit the site were escorted to the project site by the City and Engineer. The group then disbanded and the meeting concluded.
Note: Any statements made at this meeting will not change requirements of the drawings, specifications, or other contract documents unless an Addendum is issued. In cases of perceived conflict, contact the
Engineer for clarification.
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