Date: June 28, All Attending

Transcription

1 Date: June 28, 2016 To: From: Re: All Attending Neil McCoy, Executive Director of Capital Improvements, HGTC Ms. Dianna Cecala, Procurement Manager, HGTC Andrew Cohen, Office State Engineers Michael W. Rolison, SGA Architecture REBID Pre-Bid Conference MINUTES Horry-Georgetown Technical College Advanced Manufacturing Center Conway, SC LS3P Commission Number: State Project Number: H CA SGA # ) Introduction of Parties. a. Owner Representative i. Neil McCoy ii. Dianna Cecala b. OSE Project Manager i. Andrew Cohen, R.A. a. b. Office: c. Architect Representative i. Richard Bing (LS3P) a. b. Office: c. Cell: ii. Mike Rolison (SGA) a. b. Office: c. Cell ) Attendance Record sign-in 3) Attendance to this Pre-Bid Conference is non-mandatory 4) Communication key to successful completion a. All questions, requests for clarification shall be addressed to LS3P b. All questions, requests for clarification in writing. All responses will be made in the form of addenda to the bid documents. c. Contractor s Request for Information (RFI) Form (006313) Page 1 of 6

2 5) Only the written word as contained in the Bid Documents and/or addenda is binding. a. Statements made by the Architect /Engineer, agency and/or the OSE representative are for the sole purpose of calling the bidders attention to items of importance in the Bid Documents. 6) It is the bidders responsibility to read and review all of the Bid Documents, including addenda. 7) Instructions to Bidders (A701) a. Supplemental Instructions to Bidders (OSE 00201) 8) Bid Closing Date (July 12, :00 pm) a. Location: HGTC Conway Campus Bldg. 100, Conference Room 122 b. Bid Form 1. Bid Security is required 5% of the base bid amount. i. Improper bid security shall be rejected as non-responsive. ii. If Bid Bond AIA A310 with Power of attorney iii. If electronic Bid Bond, the Bidder must indicate the electronic bid bond number and provide the proper signature and title in the spaces provided. iv. Cashier s check 2. Addenda (acknowledge) i. No addenda will be issued later than 120 hours prior to the date for receipt of bids, except addenda postponing the date of receipt of bids or withdrawing the invitation for bids (no later than 3 PM Thursday July 7, 2016). 7/5/16 ii. It is the bidder s responsibility to determine, prior to submitting a bid, that all addenda issued have been received. 3. Base Bid i. Base Bid shall be shown in readable numbers only ii. Base Bid and Bid Alternates remain open for 60 days following Bid Date. iii. Bids with Qualifications shall be rejected as nonresponsive iv. Late bids or improperly delivered bids shall be rejected as non-responsive. v. Bidders shall be responsible for having their bid at the designated place for receiving bids (refer to SE-310) no later than the time set for the bid closing. Once the bidding has been declared closed, all late bids, including bids improperly delivered, shall be rejected as being nonresponsive. vi. Bids sent by mail or other special delivery service (UPS, FED-EX, etc.) should be labeled "Bid Enclosed. vii. Bids shall be received at the address indicated (see SE-310) prior to the time of the bid opening. Bids not received prior to the time of the bid closing shall be rejected as being nonresponsive. viii. The official time for receipt of Bids will be determined by reference to the clock designated by the Owner s procurement officer or his/her designee. 4. Alternates (012300) Check box for ADD or DEDUCT i. If an alternate is accepted, the subcontractors listed for the Bid Alternate shall be used for both the Alternate and the Base Bid. ii. ALL alternates must be provided. 5. Unit prices i. ADD and DEDUCT Page 2 of 6

3 6. List of Sub-contractors i. List ALL subcontractors required on the form ii. If a Bid Alternate is accepted, the Subcontractors listed for the Bid Alternate shall be used for the work of both the Alternate and the Base Bid. iii. Section 7 of the Bid Form sets forth a list of subcontractor specialties for which bidder is required to identify by name the subcontractor(s) Bidder will use to perform the work of each listed specialty. Bidder must identify only the subcontractor(s) who will perform the work and no others. iv. For purposes of subcontractor listing, a Subcontractor is an entity who will perform work or render service to the prime contractor to or about the construction site. Material suppliers, manufacturers, and fabricators that will not perform physical work at the site of the project but will only supply materials or equipment to the bidder or proposed subcontractor(s) are not subcontractors and Bidder should not insert their names in the spaces provided on the bid form. Likewise, Bidder should not insert the names of sub-subcontractors in the spaces provided on the bid form but only the names of those entities with which bidder will contract directly. v. Bidder must only insert the names of subcontractors who are qualified to perform the work of the listed specialties as specified in the Bidding Documents and South Carolina Licensing Laws. vi. If under the terms of the Bidding Documents, Bidder is qualified to perform the work of a specialty listed and Bidder does not intend to subcontract such work but to use Bidder s own employees to perform such work, the Bidder must insert its own name in the space provided for that specialty. vii. If Bidder intends to use multiple subcontractors to perform the work of a single specialty listing, Bidder must insert the name of each subcontractor Bidder will use, preferably separating the name of each by the word and. If Bidder intends to use both his own employees to perform a part of the work of a single specialty listing and to use one or more subcontractors to perform the remaining work for that specialty listing, Bidder must insert its own name and the name of each subcontractor, preferably separating the name of each with the word and. viii. Bidder may not list subcontractors in the alternative nor in a form that may be reasonably construed at the time of bid opening as a listing in the alternative. A listing that requires subsequent explanation to determine whether or not it is a listing in the alternative is non-responsive. If Bidder intends to use multiple entities to perform the work for a single specialty listing, Bidder must clearly set forth on the bid form such intent. Bidder may accomplish this by simply inserting the word and between the names of each entity listed for that specialty. Owner will reject as non-responsive a listing that contains the names of multiple subcontractors separated by a blank space, the word or, a virgule (that is a /), or any separator that the Owner may reasonably interpret as a listing in the alternative. ix. If Bidder is awarded the contract, Bidder must, except with the approval of the owner for good cause shown, use the listed entities to perform the work for which they are listed. Page 3 of 6

4 x. If Bidder is awarded the contract, Bidder will not be allowed to substitute another entity as subcontractor in place of a subcontractor listed in Section 7 of the Bid except for one or more of the reasons allowed by the SC Code of Laws. xi. A Bidder s failure to insert a name for each listed specialty subcontractor will render the Bid non-responsive. 7. By signing the Bid, Bidder reaffirms all representations and certifications made by both the person signing and the Bidder in Article 2 of the Instructions to Bidders. i. Instructions to Bidders 2.2, Certification of Independent Price Determination. ii. Instructions to Bidders 2.3, Certification of a Drug Free Workplace iii. Instructions to Bidders 2.4, Certification Regarding Debarment and other Responsibility Matters iv. Instructions to Bidders 2.5, Ethics Certification v. Instructions to Bidders 2.6, Restrictions Applicable to Bidders & Gifts vi. Instructions to Bidders 2.7, Iran Divestment Act Certification vii. Instructions to Bidders 2.8, Open Trade Representation 8. Provide all of the requested information on page BF Construction Sequence i. Notice to Proceed intended As Soon as Possible 1. Protest Period ii. Date of Commencement 1. Substantial Completion (300 Calendar Days) 2. Final Completion 30 calendar days beyond Substantial Completion date. 10. Liquidated Damages Clause (Substantial Completion) i. $ Property Insurance: Successful contractor is to provide Builders Risk Policy to cover interest of all parties ( ). 9) Agreement Form a. Standard Modifications 10) General Conditions (A201) a. OSE Standard Supplementary Conditions i. Insurance limits ( ) 1. Bidders should verify their ability to comply with all insurance and bonding requirements of the project prior to submittal of their bid. 2. Contractor s aggregate limits of Liability Insurance shall apply in total to this contract only. This requirement shall be identified on the insurance certificate or by an attached policy amendment. 11) Performance Bond (Successful bidder) SE ) Labor and Material Payment Bond (successful bidder) SE357 13) Change Order Form (SE-389) 14) No local general or specialty building permits are required for State Buildings (OSE ). Contractors will be responsible to obtain required business and other licenses. 15) Contractor s Request for Substitution Form (06325) a. Must be received by the Architect at least ten (10) days prior to date for receipt of bids. Page 4 of 6

5 b. Materials and products listed in the Bid Documents are intended to establish a standard of required function, dimension, appearance and quality to be met by a proposed substitution. c. Reference in the Bid Documents to the words or equal and or approved equal shall be interpreted as establishing a standard of quality and shall not be construed as limiting competition. d. Proof of equality of substitutions is the responsibility of the proposer. The Architect s decision to approve or disapprove of the requested substitutions shall be final. e. The Architect shall include in an addendum the approved substitutions. Substitution requests not approved by the Architect may be listed in an addendum at the Architect s option. 16) Special Inspections a. Refer to Section b. Coordination c. Cooperation d. Contractor s Statement of Responsibility 17) Allowances (012100) a. Interior signage b. Exterior signage 18) Construction a. Approximately 24,500 square foot, single story b.green Globes c. Site work d. Spread footings e. Slab on grade f. Pre-Engineered steel building g. Masonry (face brick, CMU) h. Metal siding i. Metal roofing j. Interior up fit k. Mechanical, Electrical, Plumbing, Fire Protection 19) Conclusion a. Sign the Attendance Sheet and provide all requested information before leaving the prebid. b. All lines of communication during the bidding stage should be through the Architect and shall be in writing. c. Questions during the bidding stage concerning OSE front-end documents should be directed to the Architect who will then discuss with OSE. d. The Architect will, if necessary, provide answers to questions and other clarifying information to bidders by addendum. e. It is the intent of the agency to award a Contract for the lowest responsive bid submitted by a responsible bidder. f. Late bids shall be rejected as non-responsive. g. Bids without proper bid security, when required, shall be rejected as non-responsive. Page 5 of 6

6 h. Bid Bonds, if submitted, must be shall be written on AIA Document A310, Bid Bond or an equivalent form. A valid electronic bid bond is considered to be on the proper form. i. Qualified bids shall be rejected as nonresponsive. j. Bid ALL alternates included on the bid form provided. k. List ALL subcontractors required to be listed on the bid form. l. Successful bidder will be required to provide Builders Risk Insurance covering the interest of all parties. 20) Questions / comments A. CONTRACTORS TO MAKE SURE THEY REVIEW THE DRAWINGS FOR THE CHANGES MADE. B. ATTEMPTS WERE MADE TO INCLUDE THE ACCEPTEC SUBSTITUTION FROM THE ORIGINAL BID, HOWEVER, IT IS THE RESPONSIBILITY OF THE BIDDERS TO REVIEW AND CONFIRM. Page 6 of 6