RFQ  - Dock 3 & Dock 5 Electrical Upgrades

DATE: June 13, 2025

PROJECT NAME: Port of Newport: Dock 3 & Dock 5 Electrical Upgrades

BID CLOSE DATE: July 11, 2025

ISSUE NOTICE OF INTENT TO AWARD: July 14, 2025

CONTRACT AWARD: July 18, 2025

BIDDER IS TO SUBMIT THE ORIGINAL AND FOUR COPIES OF THIS COMPLETED DOCUMENT TO: 

Port of Newport

abretz@portofnewport.com

BIDDER SHALL CAREFULLY REVIEW THIS REQUEST FOR QUOTATION AND SUPPLY ALL INFORMATION REQUESTED USING THE ATTACHED FORM.

This is a request for your firm priced quotation to construct Dock 3 & Dock 5 Electrical Upgrades to meet the requirements of conditions of service as stated herein and in accordance with the documents listed in the “Applicable Documents” section. 

Alliance Consulting Engineers is the acting on behalf of the Owner, Port of Newport, in issuing this Request for Quotation. 

If the Services are purchased the Buyer will be Port of Newport. 

Commercial Questions: Aubrey Putnam, Procurement Manager, (720) 224-3883

Technical Questions: Neil Faber, Project Engineer, (720) 205-8447

Invitation to Bid

PROJECT LOCATION

The Port of Newport, Dock 3 and Dock 5 is located in Newport, OR in Lincoln County.

SCOPE OF WORK

The scope of work for the Port of Newport consists of Dock 3 and Dock 5 Electrical Upgrades at the existing Port of Newport.  Scope of work includes but is not limited to:

1.    Dock 3 work:

a.    Demolish existing pedestals from floating docks.

b.    Demolish existing power cables from existing panel to all pedestals.

c.     Demolish existing panel and service feeder.

d.    Provide new electrical service Panel 3 and associated metering equipment.

e.    Coordinate with Brandy Gwynn of Central Lincoln PUD for all utility work.

f.      Provide all required raceways, conductors, cables and means of support.

g.    Install new pedestals to be furnished by the Port of Newport.

h.    Provide emergency disconnects IAW NEC 555.36

i.      Provide permanent safety signs IAW NEC 555.10

2.    Dock 5 work:

a.    Demolish existing pedestals from floating docks.

b.    Demolish existing power cables from existing panel to all pedestals.

c.     Demolish existing panel and service feeder.

d.    Provide new electrical service Panels 5A and 5B and associated metering equipment.

e.    Coordinate with Brandy Gwynn of Central Lincoln PUD for all utility work.

f.      Provide all required raceways, conductors, cables and means of support.

g.    Install new pedestals to be furnished by the Port of Newport.

h.    Provide a new service feeder and disconnect to existing fuel dock mounted on support means approved by the Harbormaster.

i.      Provide emergency disconnects IAW NEC 555.36

j.      Provide permanent safety signs IAW NEC 555.10

3.    Contractor is responsible for subgrade construction on City sidewalk.  Contractor shall make cuts and patches to concrete in accordance with City requirements.

4.    Provide new grounding electrode systems.

5.    Contractor is responsible for the timely and legal disposal of all materials removed as a part of this project.

6.    Contractor shall allow Port of Newport personnel to salvage spare parts from demolished pedestals before final disposal.

7.    SCHEDULE:  The Port of Newport recognizes that supply chain issues will affect both the cost and schedule of material deliveries.  Furthermore, the Port cannot allow these docks to be under construction during commercial fishing seasons.  Therefore, the schedule will be used:

a.    The contractor will be allowed a procurement period to obtain long lead time items such as panels and cables.  This period will extend from the award of bid and extend for 40 weeks.  Extensions to this period will require Port approval.

b.    The Port has secure storage which will be made available for the Contractor to store material specific to this project.

c.     The windows of time of commercial fishing seasons are generally:

                                          i.    November 1 through February 15

                                         ii.    June 1 through July 31

                                        iii.    These windows of commercial fishing are subject to change based upon conditions established by the State of Oregon.

d.    When the contractor has sufficient material to complete construction in a timely manner, the contractor shall coordinate with the Port.  The contractor and the Port will negotiate schedule of construction activities.

SPECIAL SCOPE INSTRUCTIONS

• Contractor shall coordinate with the Port of Newport to schedule work to be performed outside of both Crab season and Tuna Season to avoid interference with business at the port during these two seasons.

BID SELECTION

The Port Manager or appointed contact will evaluate each submitted proposal and report to the Port Commission with a recommendation if required.  If required, the Port Commission shall make the final selection and reserves the right to reject any proposal not in compliance with all prescribed public bidding procedures and requirements, and my reject for good cause any or all proposals upon finding that it is in the public interest to do so.  The Port will analyze information provided by all proposers.  The successful Proposer will be selected ion the basis of the following:

1. Approach and evaluation of the past experience of the individuals who would be performing the work for the Port.
2. Responsiveness to proposal specifications and required information by a responsible bidder.
3. Fee for services performed.

CONSTRUCTION

Contractor is to inventory, account, and confirm all Port of Newport furnished materials as part of the engineer produced Bill of Materials. Contractor will inform Port of Newport of any quantity or product discrepancies within 48 hours of finding them. Any exceptions made to the Bill of Materials needs to be approved by Port of Newport before procurement.

Contractor is required to produce and submit a Bill of Materials (BOM) to Port of Newport for approval. The BOM should include all items not indicated by the engineering BOM that are required for the completion of all grounding, construction, connections, ETC. All materials should be itemized with cost and a final total provided to Port of Newport as part of the bid.

Bidder is required to supply a construction schedule for all work that will be done on the job site. This includes: Mobilization, construction, material procurement, demobilization, ETC.

The Contractor may be required to pay prevailing wage rates, depending upon the final total price of the project, in conformance to ORS 279C.800 thru 279C.870.  A current copy of Prevailing Wage Rates for Public Works contracts in Oregon is available from the State of Oregon, Bureau of Labor and Industries.

The Port, if required, will pay a fee to the Bureau of Labor and Industries pursuant to the provisions of ORS 279C.825.  The fee is one-tenth of one percent of the price of this contract, but not less than $100.00 nor more than $5,000.00, regardless of the contract price.

SAFETY

The Contractor will be required to comply with all applicable local, state and federal safety rules and regulations. All workers will be required to have completed a 40-hour OSHA safety course along with all federal, state, and local safety requirements. The cost of complying with these safety requirements shall be included in the bid (no extras will be allowed for training).

ENVIRONMENTAL

The Contractor will be required to comply with applicable local, state and federal environmental rules and regulations.

WORK SCHEDULE

Workers will be restricted to a 5 day 40 hour work week unless required by Port of Newport to ensure a timely completion of the project.

PERMITS

Contractor is required to pull all AHJ permits required.

PRE-BID SITE TOUR

A pre-bid site tour will be held on Monday, June 30 at 9:00 AM, at the port of Newport Administrative Office, 600 SE Bay Blvd., Newport, Oregon.

INSTRUCTIONS TO BIDDERS

·         Bids shall be returned to the Port of Newport.

·         Partial or incomplete bids may not be considered.

·         Bids received after the “Bid Close Date” may be rejected.

·         Each bid must show the full legal name and business address of the Bidder and shall be assigned by the person or persons authorized to bind the Bidder.

·         The preparation of a bid shall be by and at the expense of the Bidder.

·         Bidder is responsible for examining the complete bid, attachments and any addenda.  Failure to do so will be Bidder’s sole risk.  No relief will be given for errors or omissions by the bidder.

·         Should bidder find errors or discrepancies in the bid package, it shall notify Alliance Consulting Engineers.

·         Bid may be withdrawn or modified, provided the statement of withdrawal or modification is received by Alliance Consulting Engineers, in writing, prior to the bid due date.

·         Buyer may modify any part of the bid Request at any time prior to the bid due date.  Bidders will be notified of any changes.

·         Bidder must sign and submit with its bid the attached “Declaration” form.

·         Bidder must complete and submit the attached ”Bidder Information Sheet”.