Randolph County Schools. Renovations to Third Ward Elementary School

Transcription

1 Randolph County Schools Pre-Bid Meeting Notes August 8, 2011; 11:00 a.m. Third Ward Elementary School, 111 Nathan St., Elkins, WV, This meeting was mandatory for General Contractors, optional for Subcontractors and Equipment and Material Suppliers. 1. Owner and A/E Representatives were introduced. A. Dr. James Phares, Superintendent Randolph County Schools B. Terry George, Owner s Representative, Randolph County Schools C. Kenton Blackwood, Project Manager, Blackwood Associates, Inc. D. Jeff Pauley, Electrical Engineer, MSES consultants, inc. E. Rod Kidd, Civil Engineer, MSES consultants, inc. F. Attendees listed on attached Pre-Bid Sign-In Sheet. 2. Project Manual items reviewed (Contractors were instructed to review these Documents in the Project Manual): A. Invitation to Bid: 1) Bids will be received at the Randolph County Board of, 40 Eleventh Street, Elkins, WV on August 30, 2011 at 2:00 PM. The Bid Date will not be extended. 2) This project will be constructed under a single prime contract. This is a prevailing wage contract. Bidders are required to determine all applicable wages. 3) This project is funded by the West Virginia School Building Authority. Bidders must comply with all bidding requirements and conditions set forth in the Project Manual. 4) The Bidding Documents may be downloaded free of cost by visiting the BAI web site at Bidders shall be responsible for verifying the completeness of Drawing and Specification contents downloaded and printed. Hard copies of the Bidding Documents are available at a cost of $ (non-refundable). All requests for Bidding Documents shall be made to the Architect no later than seven days prior to bid date and checks shall be received by the Architect no later than five days prior to bid date. 5) No Bid can be withdrawn for a period of 30 days. B. Amendments and Supplements to Instructions to Bidders : 1) The SBA requires that each General Contractor shall require a Scope of Work Letter from all subcontractors, to be sent to the General Contractor receiving the quotation at least 24 hours before submission of the Bid. 2) Prime Contractors should require sub-contractors to provide assurances with their quotations that they are in compliance with applicable licensing, unemployment compensation requirements and Department of Labor s wage and hour requirements. 3) Acceptable Bidder awarded the contract accepts all liability for payment of Sales Taxes, excise and other taxes for materials and equipment subject to and upon which taxes are levied and all contributions and payroll taxes under State and Federal Law. C. SBA Supplemental, General and Special Conditions: Page 1 of 5

2 1) All bidders must be registered with the West Virginia Department of Tax and Revenue prior to the time and date for Receipt of Bids in order for his Bid to be considered. 2) All bidders and bidder s subcontractors must be licensed in compliance with the West Virginia Contractors Licensing Act. 1) Contractor s Insurance requirements should be reviewed. 2) The SBA requires that a Certified Payroll be submitted with each Contractor s Payment Application. 3) A five percent (5%) retainage will be maintained throughout the construction period. The retainage will not be released until the Owner, Architect/Engineer and the School Building Authority have received satisfactory evidence of the completion of all work required by the contract documents all including rejected Work and the resolution of all unsettled claims. 4) Liquidated damages in the amount of $ will be assessed for each calendar day that the work remains uncompleted past the stipulated contract time. 5) It is the intent of the Owner to award a Contract to the lowest responsible Bidder provided the Bid has been submitted in accordance with the requirements of the Bidding Documents and does not exceed the funds available. The Owner shall have the right to accept the Bid or Bids which in his judgment, is in his own best interest. 6) Contractor Project Closeout: Prior to submitting Final Payment Application, Contractor shall submit: a) Contractor s Affidavit of Payment of Debts and Claims (AIA G706). b) Contractor s Affidavit of Release of Liens (AIA G706A). c) Consent of Surety Company to Final Payment (AIA G707). d) Bound and Indexed O&M Manuals. e) Certificate of Insurance covering required/specified products and completed operation. f) Complete set of as build drawings; specifications and change orders in good order. g) Certificate of Release from the Department of Tax and Revenue stating all appropriate taxes have been paid. h) Submittal of SBA Form 159 Verification of HVAC Training. 7) School Board, before accepting the HVAC contractor s work, shall receive complete training regarding the operation and maintenance of the mechanical equipment and building controls. There shall also be a one (1) day follow-up training in six months or during the succeeding heating/cooling season to insure training on both heating and cooling operations of the system. 8) The SBA shall be notified of the dates and time of substantial and final completion walkthrough inspections by the Owner. An SBA representative will participate in the walk-thru and will accept or reject the contract as complete. 9) Some asbestos containing materials have been identified at the existing school. The work associated with these materials was discussed. Asbestos abatement is not in the scope of work. If additional asbestos containing materials are discovered during the work, it will be handled by Change Order or under a separate contract. Page 2 of 5

3 D. Bid Form: 1) The Bid consists of the Base Bid Proposal, six (6) Alternates and five (5) Unit Prices. Failure to provide completely filled-in data for the Alternates and Unit Prices will result in the Bid being considered non-responsive. 2) Construction Period: Contractor will commence work on the Project on or before a date specified in a written Notice to Proceed of the Owner. The Construction Period is 240 calendar days. E. Bid Bond: Each Bid shall be accompanied by a Bid Bond payable to the Owner for five percent (5%) of the total Bid issued by a solvent surety company. Irrevocable Letter of Credit, certified cashiers check and/or personal securities are not acceptable as a Bid Bond. F. Bid Certification Form: The lowest qualified bidder is required to comply with the WV SBA and State Code requirements and to submit the Bid Certification Form (SBA 157) within 72 hours of the close of the bid. G. Affidavit of Non-Collusion: The Affidavit of Non-Collusion must be completed and submitted with Bid. H. No Debt Affidavit: Contractors must comply with West Virginia Code 5A-3-10A and must sign the Affidavit included in the project manual that the Contractor is not in Employer Default and does not owe the state or any political subdivision because of a judgment in excess of $1,000. The No Debt Affidavit must be completed and submitted with Bid. I. A 100% Performance and Labor and Material Payment Bond must be provided within ten days of the award of contract by Owner and before signing the contract. J. The SBA requests all Bidders review SBA Criteria for Selection of Lowest Qualified Bidders Award of Bids. These criteria will be used in evaluating the Contractor s Qualification Statement. K. SBA requests all low-bid Contractors and sub-contractors to submit a completed SBA Contractor Qualification Statement as described in the SBA Supplemental, General & Special Conditions section of the Project Manual. Qualification Statement must be submitted by the apparent low bidder(s) within 72 hours of the close of the bid. This information will be used in the bid evaluation process. L. Along with the List of Proposed Subcontractors Equipment/Material Suppliers SBA Form #123, the Project Manual includes a list of divisions of work based on the scope of work created by the Architect. The list of major subcontractors and suppliers provided is not intended to be all inclusive. All additional subcontractors and suppliers proposed by the Contractor not listed must also be included in the additional space provided on the SBA 123 Form. The final completed list shall include all subcontractors and suppliers that will be participating on this project. If additional subcontractors or suppliers are used and not listed on this form, the form will be considered incomplete. The bidder submitting the lowest qualified bid is required to submit the list and the SBA Form #123 within two hours after the completion of the bid (SBA Fax No.: , Owner: , BAI: ). Be sure to provide all information on the form including: Contractor s Name, Address and West Virginia Contractor s License Number. Failure to submit within two hours after the reading of the bids shall result in disqualification of the bid. If it cannot be determined at the conclusion of the bid who the lowest qualified bidder is, all bidding contractors should submit. M. Regarding the use of the List of Subcontractors and Material Suppliers (SBA 123) and the Contractor Qualification Statement for all prime and subcontractors, the SBA has a cooperative agreement with Page 3 of 5

4 the West Virginia Department of Labor-Wage and Hour Division, the Contractor Licensing Board as well as the West Virginia Bureau of Employment Programs Unemployment Compensation. The sub-list and contractor qualifications information is shared with these agencies and is used to verify contractor compliance with each agency s regulations. To prevent delays in the award of the construction Contract, Contractors are encouraged to contact these agencies prior to bidding to clear up any outstanding citations. 3. The following items in Specification Section , Summary : A. Project Information. B. Access to Site. C. Coordination with Occupants. D. Work Restrictions 4. All questions shall be submitted in writing to the Architect no later than on August 16, 2011; 5:00 PM. Please include the following information when submitting questions: A. Project Name. B. Date. C. Contractor / Contract information. D. Question / Information requested. E. Drawing or Specification requested. 5. Future Addenda will be issued by to Contractors / Sub-contractors who obtained Bid Documents from Architect. Meeting attendees should have provided addresses on the Sign-In Sheet. The Addenda will also be available for download at Contractor Questions / Answers 1. Q: How soon after the Bid Opening will a contract be awarded? A: If Bid price is within budget and the Apparent Low Bidder meets the qualification requirements it is anticipated that a contract could be approved by the Board of Education at the September 5, 2011 Board Meeting. 2. Q: How many classroom spaces can the Bidder assume is available for work at a time? A: Two classrooms will be made available by the Owner. 3. Q: Other than evenings and weekends, when will the Contractor have access to the entire building? A: A list of holidays and other no school dates will be made available. 4. Q: Who is responsible for geotech quality control? A: The Owner will bear the cost of this responsibility. 5. Q: Who is responsible for HVAC Testing and Balancing? A: The Owner will bear the cost of this responsibility. 6. Q: Is there a warranty on the existing roof? A: No. 7. Q: Will the City of Elkins be inspecting the project, and do City B&O taxes apply? A: It is anticipated that the City of Elkins will complete their annexation of the school site within two weeks. Bidders shall assume B&O taxes are applicable. A/E to review city inspection issue and clarify. Page 4 of 5

5 8. Q: Who is the inspector for the State Fire Marshal s Office? A: It is anticipated that Edsel Smith will be conducting the on-site inspections. Directives issued to the Contractor by the State Fire Marshal Inspector shall be communicated to the Owner and A/E. 9. Q: Will the school be made available for Bidder walk-thru again prior to Bid? A: A walk-thru is arranged for 10:00 a.m. on 08/15/ Q: Should Bidders assume moving furnishings to/from classroom spaces? A: No, Owner will remove and replace all movable furnishings, school materials and equipment. Bidders shall assume disconnecting and removing all existing equipment as required to install new flooring in the Kitchen. Upon completion of Kitchen flooring work, the Contractor shall replace and reconnect existing equipment as required for proper operation. 11. Q: Has the Owner identified any salvage material? A: Items to be salvaged and turned over to the Owner are indicated on the Drawings. 12. Q: Are we keying into an existing system for door hardware: A: Yes. 13. Q: Who has Builder s Risk Insurance? A: The Owner will provide Builders Risk and Property Insurance coverage for renovation projects during construction by adding the contractor and all subcontractors, ATIMA to the permanent property policy. Page 5 of 5