S30 Lebanon SS SS Pre Bid Meeting Agenda.pdf
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- Solicitation number
- S-10900-00016082
- Issued by
- Lake County, Oregon
About this file
This is a pre-bid meeting agenda document for the Lebanon State Airport Runway and Taxiway B Surface Seal Project, jointly managed by the Oregon Department of Aviation (ODAV) and Century West Engineering. The project scope encompasses minor sealing on Runway 16-34 and Taxiway B with its connectors (B1 and B2), asphalt patching on Taxiway B, seal coat and slurry surface seal applications, and pavement markings across all treated areas. A voluntary pre-bid conference was scheduled for March 17, 2026, at 1:00 PM via Microsoft Teams, with bids due April 1, 2026, at 3:00 PM. The project must achieve substantial completion within nine consecutive calendar days following the Notice to Proceed and final completion within 30 calendar days thereafter, structured in three phases: crack sealing and asphalt patching (Phase 1, three days), surface seal application (Phase 2, four days), and pavement markings (Phase 3, two days). Contractors must submit a proposed completion schedule five days prior to the preconstruction conference, comply with all airport safety and security protocols, and obtain necessary permits not provided by the owner.
The project is funded entirely through federal Airport Improvement Program (AIP) resources under AIP 3-41-0033-011-2025, with award based on the lowest responsive and responsible bidder criteria for the base bid. Prevailing wage rates apply to all work, with contractors required to pay the higher of Davis-Bacon Wages or Oregon Bureau of Labor and Industries (BOLI) prevailing wages for Region 4. Liquidated damages are assessed at $3,000 per calendar day for failure to meet substantial completion deadlines. As of the March 17, 2026 meeting date, DBE (Disadvantaged Business Enterprise) requirements that were previously applicable to federally funded projects had been suspended pending implementation of new federal guidance, though ODAV maintains a nondiscrimination policy and encourages participation from all qualifying firms regardless of size or ownership. No anticipated addenda were identified at the time of the pre-bid meeting, though questions due by March 25, 2026, could trigger addenda issuance if necessary.
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5500 Meadows Road, Suite 250 | Lake Oswego, OR 9703
AGENDA – Lebanon State Airport – Runway & Taxiway B
Surface Seal Project
Pre-Bid Conference (Voluntary)
Project: Lebanon State Airport – Runway & Taxiway B Surface Seal Project (AIP 3-41-0033-011-2025)
Date & Time: Mach 17, 2026, 1:00 PM
Location: Electronic (MS Teams)
Attendees: See attached sign in sheet
Meeting Overview: This is the voluntary pre-bid meeting for all interested bidders.
I. Introductions
Engineer: Century West Engineering
• James Kirby, Century West Engineering – Sr Project Manager
• Ryan Halvorson, Century West Engineering – PM/Engineer of Record
Sponsor/Owner: Oregon Department of Aviation (ODAV)
• Anthony Beach, ODAV – State Airports Manager
• Alex Thomas, ODAV – Policy, Planning & Programs Manager
• Ermie Buncal – Program & Contracts Coordinator
II. Scope of Work
The work generally involves the following activities:
• Minor Sealing – Runway 16-34, Taxiway B, and Taxiway B connectors B1 and B2;
• Asphalt Patching – Taxiway B;
• Seal Coat Surface Seal – Runway 16-34, Taxiway B at connector B1, and Taxiway
B connector B2 to hold bar;
• Slurry Surface Seal – Taxiway B north of connector B1 to connector B2;
• Pavement Markings – All areas receiving surface seal.
III. Bids Due
Date: April 1st, 2026
Time: As described in the Invitation to Bid/Oregon Buys (3:00 p.m., Local Time), Bids open at 3:00 p.m.
Location: Electronic opening per Invitation to Bid (Teams) at 3:00 p.m following bid closure
IV. Project Funding
Federal funding through the FAA Airport Improvement Program (A.I.P.)
V. Award
Basis of Award: Lowest responsible and responsive bidder for items selected for award, Attachment A, Form A-2, Base Bid. The Sponsor reserves the right to withdraw any item from award consideration
VI. Prevailing Wage Rates
Wage rates are included as part of the bid documents. The project shall pay the higher of Davis Bacon Wages or BOLI Prevailing Wages.
VII. Disadvantaged Business Enterprise (DBE) Goal
• DBE requirements that were applicable to federally funded projects prior to
10/03/2025 effective date of the Interim Final Rule by the US Department of
Transportation are no longer in effect, and DBE requirements have been suspended pending implementation of the DBE.
• ODAV has policy to practice nondiscrimination based on race, color, sex, or national origin in the award or performance of this Contract.
• Design team encourages participation by all firms qualifying under this solicitation regardless of size or ownership.
VIII. Contract Time
Refer to “Notice to Proceed” in the Proposal.
1. Substantial Completion to be achieved 9 calendar days after NTP
2. Final Completion to be achieved 30 calendar days after Substantial Completion
3. Expiration of Asphalt Pavement Curing Period – NTP for final application of painted pavement markings during 1 consecutive calendar days.
IX. Liquidated Damages
• $3,000 per day per the Invitation to Bid
X. Addenda
No anticipated addenda at this time. An addendum is anticipated after Question Due date of March 25th if necessary.
XI. Permits:
Contractor shall pay for and obtain all permits not obtained by the owner required to complete the work. Refer to Section 01160 of the technical specs.
XII. Airport Safety, Security, Work Areas
• Safety and security is a primary concern for airport projects.
• Access to southwest and southeast sides of the off Airport Road.
• No work can occur without the Engineer’s project representative or an Airport representative present. If subcontractors are working, a representative of the prime contractor shall be on site.
• The Airport Construction Safety and Phasing Plan is included in the Appendix.
Contractor shall comply with the provisions and submit Safety Plan Compliance
Document.
• Section 01300 of the specifications contains additional safety provisions and requirements. This includes the use and placement of low-level barricades, tubular markers, airport radios, checkered flags, rotating beacons on vehicles, etc.
• Section 01406 describes staking requirements for work areas.
• Drawings G-03 and G-04 show work area limits and describe their requirements.
• Airport security requirements are described in Section 01160.
• Staging areas, haul routes and project access points are shown on the plans.
• Refer to Drawing G-03 and G-04 for various work area sequencing, requirements, and restrictions.
Work Area Phasing:
• All work shall be completed within 9 continuous calendar days; the work exempt from this requirement includes the final application of pavement markings.
• 3 Phases are anticipated for the project, Crack Seal and Asphalt Patching (Phase
1), Surface Seal (Phase 2), and Pavement Markings (Phase 3).
• Phase 1 is anticipated to be completed in 3 continuous days. Work adjacent to the RSA shall be completed within 1 calendar day. Phase 1 shall be completed before Phase 2 can begin.
• Phase 2 is anticipated to be completed in 4 continuous days. Work adjacent to the RSA shall be completed within 2 calendar days. Phase 2 shall be completed before Phase 3 can begin.
• Phase 3 is anticipated to be completed in 2 day. Work adjacent to the RSA shall be completed in 1 day.
Runway Closure Schedule:
1. 1 calendar day for Work Area 1 in Phase 1.
2. 2 calendar days for Work Area 2 in Phase 2.
3. 1 calendar day for Work Area 3 in Phase 3.
As required in Section 01160 of the General Requirements, the Contractor shall submit a proposed schedule for completion of the work 5-days prior to the pre-construction conference in order to allow the ODAV to coordinate notification with airport users.
XIII. Construction Staking
Construction staking shall be performed by the Contractor. Control monuments have been established. Refer to Section 01406. Contractor shall do all staking. Staking is anticipated to include, but is not limited to:
• Pavement markings
XIV. Quantities
• Quantities will be reviewed in the field with RPR/Inspector daily.
• Quantities developed may be slightly different from current existing conditions.
As a result, quantities may need to be revised during construction.
XV. Erosion Control
Erosion control plan is provided per EC-01.
XVI. Questions?
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