Question and Answer One~11.docx

INVITATION TO BID

Q & A NO. 1

Question #1 - Will you clarify the quantities (are they per person, per month, per mile) listed on the Bid Pricing Form?

Answer #1 - Quantities are estimates of hours each bid item is performed per month. These quantities are only an estimate for bidding purposes.

Question #2 - Is the work to be completed Monday through Friday?

Answer #2 – The days of the week depend on the level of service needed at the time and budget available. Monday through Friday would be the initial expectation but the contract allows for more or less.

Question #3 - Will you clarify if unit price or total price will be used to evaluate bid amounts?

Answer #3 - Award will be based on the Total Bid Amount.

Question #4 - Can ODOT specify if this project is subject to prevailing wage requirements or any other specific wage legislation?

Answer #4 – This contract is not subject to prevailing wage requirements.

Question #5 - Can ODOT specify what constitutes hazardous waste under this project?

Answer #5 - See Definitions Section B(e) of Exhibit A – Specifications.

Question #6 - On page 22 of the sample contract, ODOT has included a list of roadways and desired frequencies. Can ODOT clarify if the selected contractor will also be servicing ramps and medians within these selected areas?

Answer #6 – Yes, the selected contractor will also be servicing ramps and medians within these selected areas..

Question #7 - Can ODOT please provide not only the number of times the previous contractor performed Hazmat Cleanup services, but also examples of the types of callouts — including the approximate size of the affected area, number of hours required to complete the work, and whether specialized equipment was needed?

Answer #7 – You can request this information through a public record request.

Question #8 - Can ODOT please provide the relevant litter statistics from the previous contract? Specifically, can you provide the monthly reports from the previous contractor, including the areas serviced, the amount of trash collected, and the number of hours spent performing the work each month? This information will help contractors better understand the scope of work and provide ODOT with more accurate bid pricing.

Question #8 - You can request this information through a public record request.

Question #9 - On page 19, the sample contract states “Contractor to abate Litter on all Agency Right-of-Way set forth in the Priority Service Area at least one (1) time every two (2) weeks” which implies bi-weekly service. However, the chart on page 22 lists priority roadways to be cleaned once a month. Can ODOT specify the frequency they would like the contractor to service these areas?

Answer #9 – The frequency of service to these areas is corrected by Addendum One.

Question #10 - Can ODOT clarify the desired date they would like services to commence under this contract?

Answer #10 – As set forth in Exhibit A, at Section E, a.of the Sample Contract, work to begin 5 business days after Notice to Proceed is issued.

Question #11 - Could you also clarify whether ODOT prefers or discourages including any additional statements with our bid (such as a brief company summary or how we perform our work)? We want to be sure that including any extra information will not make the bid non-responsive if the evaluation is based solely on price and required forms per Section 5.2.1. or that we don't include it if ODOT is not interested in seeing this.

Answer #11 – Only information requested in the bidding documents will be reviewed by ODOT.

Question #12 - Section 7.2 of the ITB and ORS 279A.120 require ODOT to apply reciprocal bid preferences for non-resident bidders. Could you confirm whether this provision will be applied to this ITB.

Answer #12 – Yes. ODOT will add a percent increase to each out-of-state Bidder’s Bid Price which is equal to the percent preference, if any, given to resident Bidders of the Bidder’s state.

Question #13 - Bid Cover Sheet Form. No such form appears under “File Attachments” or “Form Attachments” in OregonBuys. Could you please confirm where bidders can access the required Bid Cover Sheet template?

Answer #13 – This was an oversight. The Bid Coversheet can now be found within the Attachments in OregonBuys.

Question #14 - The sample contract (Exhibit A – Specifications) references Appendix A-1 through A-3 – the Daily Crew Abatement Log, Daily Crew Patrol Log, and Invoice Format – as well as the 2025 R1 Litter Tracking Smartsheet. I could not locate these attachments in OregonBuys either.

Answer #14 – This was an oversight. Exhibit G – Appendices can now be found within the Attachments in OregonBuys.

Question #15 - I wanted to request clarification regarding the Patrol Worker line item on the pricing form. The form lists only 50 hours annually assuming the price sheet estimated hours are monthly about 8 hours per month. If correct this seems low given the amount of roadway to be patrolled weekly.

Because this category represents roughly 1 percent of the total evaluated bid value it has very little effect on the apparent low bid but the actual work could involve substantially more hours in practice.

Could you please confirm whether this 50-hour estimate reflects the actual patrol hours performed under the 2024 contract?

Answer #15 - The 8 hours of patrol a month on the pricing sheet is the estimate for Patrol along the priority service areas and was based on historical information from previous contracts and the initial level of service for this contract. This would result in an estimate of 96 hours for 12 months.

Question #16 - In addition if the estimate is significantly lower than the true workload could you explain what procedures ODOT has in place to ensure that bidding remains fair and transparent so that no bidder can benefit from unit-price differences on work quantities that turn out to be much higher than the estimate?

Answer #16 - The bid pricing sheet provides an estimated quantity for a month; the actual quantity will vary depending on the volume of litter and available budget. The level of service will begin at the minimum required and can be adjusted at any time by the Agency to a higher level of service as allowed by the budget and volume of litter.

ITB_ADDENDUM, S006-G031521

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