ITB 4259 City Hall South Stairs Concrete Repair

City of Springfield
Community Development Division
INVITATION TO BID
for
Project Name: City Hall South Stairs Repair
PROJECT #P11026
A MANDATORY PRE-BID MEETING:
Date: Friday, October 9th, 2026
Time: 11:00 am
City Hall- South Stairs
Location: 225 5th Street
Springfield, OR 97477
BID OPENING:
Date: Tuesday, October 27th, 2026
Time: 2:00 pm
Microsoft Teams meeting
Join:
Location: https://teams.microsoft.com/meet/284380156665872?p=BauS7FWmIvhjZ3Hd4a
Meeting ID: 284 380 156 665 872
Passcode: w37qi2oP
The deadline for submitting questions regarding this Invitation to Bid, prior to bid opening is October 16th,
2026, as specified in Section 3.3 of the Instruction to Bidders.
The complete set of bid documents for this project consists of two sections: The Invitation to Bid
Documents and the Project Plan Set.
For the City of Springfield to consider your Bid responsive, you must include the documents
listed in the Instruction to Bidders, Section 5.1 of the Bid Submittal and Forms and as indicated
by Table of Contents.
Any addendums or revisions must be acknowledged and submitted with your Bid except for plans
and drawings, which are not required to be submitted as a part of your Bid.
ITB2 LOCAL Rev 10/2024

TABLE OF CONTENTS AND BIDDER'S CHECKLIST
Local Funding
Documents indicated with a checkbox must be included with each bid submittal for the bid to be
considered responsive. Documents without a checkbox do not need to be included in the bid
submittal.
Book 1: Invitation to Bid Documents
* Invitation to Bidders
Bid Submittal, Terms, and Declarations (Acknowledge Addenda)
I nstruction to Bidders
Contract (Sample)
P revailing Wage Rate Information
S cope of Work
First-Tier Subcontractor disclosure form
Financial Responsibility
Certificate of Compliance - Statement of nondiscrimination/ORS 279A.110
Minority, Woman, and Emerging Small Business/Disadvantaged Business

Enterprise Form (MWESB)
Conflict of Interest Disclosure Form (COI)
Non-Collusion Affidavit
* Bid Bond (Sample)
* Performance Bond (Sample)
* Payment Bond (Sample)
Book 2: Project Drawings- Separate Book
* Attachment 1 - South East Drawings
Additional Documents to be submitted
Bid Bond
Addenda (if applicable)
ITB2 Rev 10/2024

CITY OF SPRINGFIELD, OREGON
Invitation to Bidders
Public Works Capital Improvement Project
PROJECT NAME: CITY HALL SOUTH STAIRS CONCRETE REPAIR
PROJECT #P11026
Description: The City of Springfield is soliciting bids for concrete repair and restoration of the South Stairs at
Springfield City Hall South Entrance. Work includes securing the site, preparing and removing deteriorated
concrete, structurally patching and restoring damaged areas, applying a two-part epoxy coating to seal and
protect the concrete following completion of the concrete repairs, maintaining safe pedestrian access, and
completing cleanup.
A mandatory pre-bid meeting will be held on Friday, October 9, 2026, at 11:00 a.m.
The meeting will be held on-site at: City Hall - South Stairs, 225 5th Street, Springfield, OR 97477
Attendance at this pre-bid meeting is mandatory.
Bid documents for this project are available for download for free at https://springfield-
or.gov/city/finance/purchasing/South-Stairs-Concrete-Repair/.
The deadline for submitting questions regarding this Invitation to Bid is Friday, October 16th, 2026, at 5:00
pm. Contact with other City officials may be grounds for bid disqualification. Address all questions to Amanda
Clinton, Sr. Contracts Analyst, at 541-726-3628 or aclinton@springfield-or.gov.
Any bidder requiring special assistance or auxiliary aids during the bidding and award process should contact
Mariah Kimpton at 541-726-2245 or mkimpton@springfield-or.gov at least two (2) business days before the
scheduled program, activity, or meeting for hearing assistance or a sign language interpreter and at least five (5)
business days before the event for all other meeting accommodations. Assistive listening systems are available for
the hearing impaired in the Municipal Courtrooms and City Council Chambers. TTY users dial Oregon Relay
Services at 711. Requests for documents in alternate formats should be submitted at least ten (10) calendar days
prior to the date the materials are needed to allow time for the City to respond to the request. At the discretion of
the City, submission deadlines may be extended to accommodate a request for alternate formats.
This project is subject to the state prevailing wage rates under ORS 279C.800 to 279C.870. Each bid must contain
a statement as to whether the bidder is a resident bidder, as defined in ORS 279A.120. In accordance with ORS
279C.365, the City will not consider a bid unless it contains a statement by the bidder that they will comply with
ORS 279C.838 through ORS 279C.870.
All Contractors performing work on this project shall have a current, valid certificate of licensure issued by the
Construction Contractor's Board in accordance with ORS 701 and, if performing work described in ORS 671.520,
a current, valid certificate of licensure from the State Landscape Contractor's Board in accordance with ORS
671.560, as applicable, in place at the time the quote is presented.
The City of Springfield may reject any or all bids not in compliance with all prescribed public bidding procedures
and requirements, including the requirement to demonstrate the bidder's responsibility under ORS 279C.375, or
waive minor irregularities not affecting substantial rights and may reject for a good cause any or all bids upon a
finding of the City of Springfield it is in the public interest to do so and accept such bids that in the opinion of the
Springfield City Council are in the best interest of the City.
The City of Springfield encourages contractors, sub-contractors, and minority, woman-owned, and emerging small
businesses to participate in City projects.

Sealed bids will be received at City Hall Development and Public Works, Southeast Quad, Attn: Sr. Contracts
Analyst, Amanda Clinton, 225 Fifth Street, Springfield, OR 97477, until, but no later than 1:59:00 pm Local
Time, Tuesday, October 27th, 2026, and opened immediately online through a Microsoft Team meeting:
To Join:
https://teams.microsoft.com/meet/284380156665872?p=BauS7FWmIvhjZ3H
d4a
Meeting ID: 284 380 156 665 872
Passcode: w37qi2oP
Published: Daily Journal of Commerce, Register Guard & OregonBuys.com
ITB3 Rev 10/2024
Solicitation Number S4259

City of Springfield
225 Fifth Street
Springfield, OR 97477
Bid Submittal
Project No. P11026
Project Title: City Hall South Stairs Repair
We _____________________________________________________________ submit a Lump Sum Bid for
the construction of the above referenced project in the amount of $_________________________________.
The undersigned Bidder agrees to construct a functionally complete project, in accordance with the terms and
conditions as specified in the Invitation to Bid documents, and to provide all resources that are required and
that may reasonably be inferred to produce the intended result. The Bid amount may only be modified by a
Change Order or Contract Amendment.
Terms, Declarations and Bid Submittal
Bidder's Understanding
Bidders shall determine for themselves all the conditions and circumstances affecting the projected cost of
the proposed work by personal examination of the site, Contract documents, and by such other means they
may deem to be necessary. It is understood and agreed that in the event the City has obtained information
from data at hand regarding underground or other conditions or obstructions depicted in the Contract
documents, there is no expressed or implied agreement that such conditions are fully or correctly shown, and
the Bidder must take into consideration the possibility that conditions affecting the cost or quantity of work
may differ from those indicated.
The Bidder is familiar with and is satisfied as to all federal, state and local laws and regulations that may
affect cost, progress, and performance of the work.
Bid
The undersigned Bidder having examined the Specifications and Contractual Documents and having satisfied
themselves as to all conditions to be encountered, hereby proposes to furnish all labor, material and
equipment and perform all work necessary to complete Project No. P11026 in accordance with this Bid, the
Contract Plans, Oregon Standard Specifications for Construction, with revisions specific to Springfield for
Section 100, Parts 00200 through 03000 of the 2024 Oregon Standard Specifications for Construction, the
Special Provisions, and all other Contractual Documents at the prices and on the terms herein contained.
Bid Guarantee
As required by ORS 279C.365(5) each Bid shall be accompanied by a Bid Bond, cash, or a certified or
cashier's check written upon a bank in good standing and in a form acceptable to the City, payable to the
Finance Director of the City of Springfield, Oregon, in an amount equal to 10 percent of the total amount of
the Bid. Bid Bonds shall be issued by a surety company registered to issue bonds in the State of Oregon, and
utilizing a bond form acceptable to the City. The City will accept AIA Document A310-2010. The Bid Bond
may not be altered.
Such Bid Guarantee shall be forfeited and become the property of the City in case the Bidder shall fail or
neglect to furnish a satisfactory Performance and/or Payment Bond issued by a viable bond company
acceptable to the City as required by ORS 279C.380 and to execute the Contract within ten (10) days
(Saturday, Sunday, and holidays excepted) after receiving Contract from the City for execution. For
information regarding Performance and Payment Bond requirements see City of Springfield Contract
document, Section 5. City Bonding.
ITB4 - LS Rev 08/2026 Page 1 of 6

Bid Acceptance Period
This Bid will remain subject to acceptance for a period of 60 days after the bid opening, or for such longer
period of time that the Bidder may agree to in writing upon request of the City.
Contract Award
Bids will be accepted and awarded in accordance with Oregon Public Contracting Law and Section 103.01 of
the City's most recent version of the Standard Construction Specifications.
Prior to awarding the Contract, the City may, at its sole discretion, require Contractors and/or Subcontractors
to demonstrate to the City's satisfaction that they have a complete and clear understanding of all
requirements of the Prevailing Wage Rate Laws contained in ORS 279C.800 through 279C.870 and possess
the expertise necessary for fulfilling their obligations pertaining to these requirements throughout the
administration of the Contract. In determining competency, the City may consider Certified Payroll Reports
submitted by the Contractor and/or Subcontractor for projects previously performed for the City, copies of
Certified Payroll Reports submitted to other public entities, references from other public entities attesting to
the Contractor's expertise, or an interview with the Contractor regarding their personnel resources and
expertise or their ability to obtain the resources and expertise necessary to meet all contractual
responsibilities in accordance with ORS 279C.375.
Time is of the Essence
Time is of the essence in the Contractor's performance of the Contract. Delays in the Contractor's
performance of the work may inconvenience the public, interfere with business and commerce, and increase
cost to the City. It is essential and in the public interest that the Contractor prosecute the work vigorously to
Contract completion. The City does not waive any rights under the Contract by permitting the Contractor to
continue to perform the Contract, or any part of it, after the Contract Time of Completion shown below, or as
adjusted by Contract Change Order, has expired.
Liquidated Damages
The City of Springfield and the Contractor agree that; (a) the amounts so fixed are reasonable forecasts of
just compensation for the harm that is caused by the breach; (b) the harm that is caused by the breach is
one that is incapable of or very difficult of accurate estimation; and, (c) the amount so fixed is not fixed as a
penalty to coerce performance of the Contract but is rather intended to be a genuine pre-estimation of injury
to the City of Springfield in lieu of performance within the contract time by the Contractor.
a. Delay
It is agreed by the City of Springfield and by the Contractor that the need exists for a damage provision
in the event the Contractor fails to complete the work within the Contract time specified, or any extension
thereof, by the City of Springfield. The City of Springfield and the Contractor further agree that the
Contractor shall be liable to the City of Springfield for fixed, agreed and liquidated damages for each and
every calendar day of delay in the amount of $500.00 per day in accordance with Subsection 108.07 of
the Standard Construction Specifications.
b. Failure to Report Spills
The contractor also agrees to liquidated damages in the amount of $500.00 per incident for failure to
report sewage spills plus an amount sufficient to reimburse the City for any civil and administrative
penalties paid by the City as a result of the contractor's failure to report. Failure to report sewage spills
may subject the City to (1) civil penalties of up to $32,500.00 per day of violation pursuant to Section
309(d) of the Clean Water Act, 33 U.S.C. 1319(d); (2) administrative penalties of up to $11,000.00 per
day for each violation, pursuant to Section 309(g) of the Clean Water Act, 33 U.S.C. 1319(g); or (3)
civil action in federal court for injunctive relief pursuant to Section 309(b) of the Clean Water Act, 33
U.S.C. 1319(b).
Contract Time of Completion
The Contractor shall not begin work under this Bid until written Notice to Proceed has been received. The
Contractor shall complete the work under this Bid within 30 consecutive working days from the date of actual
ITB4 - LS Rev 08/2026 Page 2 of 6

commencement of work or the date occurring ten days after the date of the Notice to Proceed, whichever
occurs first, or such other starting date as is fixed by the Notice to Proceed.
The Contractor shall apply for any extensions of time as specified in Subsection 108.06 of the Standard
Construction Specifications.
Certifications
The undersigned hereby certifies that:
1.) If awarded the Contract, that they shall fully comply with all provisions regarding the prevailing wage
rates as required by ORS 279C.800 to 279C.870 and/or 40 U.S.C. 2762 as applicable.
2.) The Contractor, Subcontractor, suppliers of materials or services, and others engaged by the
Contractors, shall comply at all times with and observe all such laws, ordinances, regulations, orders,
and decrees; and shall hold harmless and indemnify the City of Springfield and its representatives
against any claim or liability arising from or based on the violation of any such law, ordinance,
regulation, order, or decree.
3.) The Contractor, Subcontractor or other person doing, or contracting to do, or contracting for the whole
or any part of the work on the Contract shall comply with all applicable requirements of Federal and
State civil rights and rehabilitation statutes, rules and regulations.
4.) In conformance with OAR 137-049-0440(3) and ORS 279A.110(4) the Contractor has not, and will not,
discriminate against a Subcontractor in the awarding of a subcontract because the Subcontractor is a
minority, women or emerging small business enterprise certified under ORS 200.055 or a business
enterprise that is owned or controlled by or that employs a disabled veteran, as defined in ORS
408.225.
5.) In accordance with ORS 279C.505, the Contractor will;
a) Make payment promptly, as due, to all persons supplying to the Contractor labor or material for the
performance of the work provided for in the Contract.
b) Promptly pay all contributions or amounts due the State Industrial Accident Fund, or private carrier
of accident insurance, from such Contractor or Subcontractor incurred in the performance of the
Contract. If a private carrier is used, the Contractor shall notify the Engineer as to the carrier's
name and address before commencement of work.
c) Not permit any lien or claim to be filed or prosecuted against the state or a county, school district,
municipality, municipal corporation or subdivision thereof, on account of any labor or material
furnished.
d) Pay to the Department of Revenue all sums withheld from employees under ORS 316.167.
e) Have an employee drug testing program in place at the time of signing the contract and will
maintain such drug testing program in place over the life of the Contract. Upon request, the
Contractor shall furnish a copy of the employee drug testing program to the City.
6.) In accordance with ORS 279C.510, If demolition is involved, the Contractor shall salvage or recycle
construction and demolition debris, if feasible and cost-effective as required by ORS 279C.510(1). If
lawn or landscaping maintenance is involved, the Contractor shall compost or mulch yard waste in an
approved site, if feasible and cost-effective as required by ORS 279C.510(2).
7.) In accordance with ORS 279C.520, no person will be employed by the Contractor or Subcontractor for
more than 10 hours in any one day, or 40 hours in any one week except in cases of necessity,
emergency, or where the public policy absolutely requires it, and in such cases the person so employed
shall be paid at least time and one-half the regular rate of pay for all times worked in excess of eight
hours a day or 40 hours in any one week when the work week is five consecutive days, Monday
through Friday; or in excess of 10 hours a day or 40 hours in any one week when the work week is
ITB4 - LS Rev 08/2026 Page 3 of 6

four consecutive days, Monday through Friday; and for all work performed on a Saturday, Sunday and
on any legal holiday specified in ORS 279C.540.
8.) In compliance with ORS 279C.525 the Contractor has received and reviewed Federal, State and local
agencies that may have enacted ordinances, rules or regulations dealing with the prevention of
environmental pollution and the preservation of natural resources that may affect the performance of
this Contract as identified under Section 13 of the Contract. Accordingly, if the Contractor is delayed or
must undertake additional work by reason of ordinances, rules, or regulations relating to the prevention
of environmental pollution and the protection of natural resources subsequent to the date of
submission or the successful bid, the City may:
a.) Terminate the Contract,
b.) Complete the work itself,
c.) Use non-owner forces already under contract with the City of Springfield,
d.) Solicit bids for a new Contractor to provide the necessary services under competitive bid
requirements 279C,
e.) Issue the Contractor a change-order setting forth additional work that must be undertaken.
9.) In accordance with ORS 279C.530, the Contractor will;
a.) Promptly, as due, make payments to any person, co-partnership, association or corporation,
furnishing medical, surgical, and hospital care or other needed care and attention, incidental to
sickness or injury, to the employees of such Contractor, of all sums which the Contractor agrees to
pay for such services and all monies and sums which the Contractor:
1. May or shall have deducted from the wages of his employees for such services pursuant to the
terms of Oregon Revised Statutes and any contract entered in pursuant thereto; or
2. Collected or deducted from the wages of his employees pursuant to any law, contract, or
agreement for the purpose of providing or paying for such service; and
3. All employers working under the Contract are either employers that will comply with ORS
656.017 or employers that are exempt under ORS 656.126. The Contractor shall ensure that
each of its Subcontractors complies with these requirements.
10.) No Contractor, Subcontractor or any firm, corporation, partnership or association in which the
Contractor or Subcontractor has a financial interest who appears on the List of Contractors Ineligible to
Receive Public Works Contracts, as established by the Bureau of Labor and Industries, will perform
work under this Contract, as specified in ORS 279C.860.
11.) No Contractor, Subcontractor or any firm, corporation, partnership or association in which the
Contractor or Subcontractor has a financial interest who appears on the Construction Contractor's
Board Not Qualified to Hold Public Contracts list, will perform work under this Contract, as specified in
ORS 701.227(4).
12.) The Contractor performing work on this project shall have a current, valid certificate of licensure issued
by the Construction Contractor's Board in accordance with ORS 701 and, if performing work described
in ORS 671.520, a current, valid certificate of licensure from the State Landscape Contractor's Board in
accordance with ORS 671.560 as applicable in place at the time the bid is submitted.
13.) Prior to performing any work under the Contract all Subcontractors shall have a current, valid certificate
of licensure issued by the Construction Contractor's Board in accordance with ORS 701 and, if
performing work described in ORS 671.520, a current, valid certificate of licensure from the State
Landscape Contractor's Board in accordance with ORS 671.520 as applicable.
ITB4 - LS Rev 08/2026 Page 4 of 6

14.) In compliance with ORS 279C.836, the Contractor shall confirm that all Subcontractors have a valid
public works bond on file with the Construction Contractors Board prior to allowing them to perform
any work under the Contract.
15.) If the Contract specifies that the project includes Asbestos Abatement, the Contractor and all
Subcontractors performing work on the project shall be licensed in accordance with ORS 467A.720 prior
to performing any work on the project. Certification of compliance shall be submitted to the City upon
request.
16.) The Contractor shall function as an independent Contractor for the purposes of this Contract and shall
not be considered an employee of the City of Springfield for any purpose. The Constractor shall
assume sole responsibility for any debts or liabilities that may be incurred by the Contractor in fulfilling
the terms of this Contract and shall be solely responsible for the payment of all federal, state, and
local taxes which may accrue because of this Contract.
17.) The Contractor and all Subcontractors shall comply with all applicable provisions of the Americans With
Disabilities Act of 1990, 42 USC Section 12101 et seq. and Section 504 of the Rehabilitation Act of
1973.
Bid Addenda
All Addenda issued are considered to be part of the specifications of the Invitation to Bid and, as such, are as
incorporated into the Contract as specified in Section 104.02 of the Standard Construction Specifications.
By signing below, I acknowledge the receipt of the following Addenda documents and certify that the
specifications contained in each have been considered and incorporated into the Bid as presented. All
Addenda must be included with the Bid submitted.
Addenda Number Addenda Date
Declarations
As required by ORS 305.385(6), under penalty of perjury, by signing below the Contractor represents that, to
the best of their knowledge, neither they nor any applicable Subcontractors performing work under the
Contract are in violation of any tax laws as described in ORS 305.380(4) and have complied with the tax laws
of this state or a political subdivision thereof including, but not limited to, ORS 305.620 and ORS Chapters
316, 317 and 318. The Contractor shall also covenant to continue to comply with the tax laws of this state or
a political subdivision thereof during the term of the Contract and that Contractor's failure to comply with
such laws prior to execution of the Contract or during the term thereof is a default for which the City may
terminate the Contract and seek damages and other relief available under the terms of the Contract or under
applicable law.
The undersigned Bidder declares that the only persons or parties interested in the Bid are those named
herein, that this Bid is, in all respects, fair and without fraud, that it is made without collusion with any official
of the City, and that the Bid is made without any connection or collusion with any person submitting another
Bid on this project.
I have read, fully understand, and agree that as Bidder I, and all Subcontractors, will comply with all of the
terms and conditions of the contract for which this Bid is submitted. By signing below I attest that I am an
officer or a duly authorized representative of the business listed below and that I possess the legal authority
to submit this Bid for consideration.
ITB4 - LS Rev 08/2026 Page 5 of 6

If the Bid is submitted by a joint venture and is in the name of the joint venture, by signing below I certify
that all parties have examined this Bid, including all requirements and the Contract terms and conditions and,
if successful, the joint venture shall execute a Contract which incorporates the stated requirements, terms
and conditions.
Bidder's Signature
Bidder's Name (Please Print)
Title
Business Name
Business Address
City State Zip
Phone Number Cell Phone
E-mail Address Fax Number
Date
ITB4 - LS Rev 08/2026 Page 6 of 6