CHARLES COUNTY GOVERNMENT ITB NO CHARLES COUNTY GOVERNMENT BUILDING ELECTRICAL SERVICES & EMERGENCY GENERATOR UPGRADES

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1 CHARLES COUNTY GOVERNMENT Department of Fiscal and Administrative Services Purchasing Division Telephone: July 30, 2013 ITB NO CHARLES COUNTY GOVERNMENT BUILDING ELECTRICAL SERVICES & EMERGENCY GENERATOR UPGRADES ADDENDUM NUMBER ONE TO: All Bidders Please be advised of the following modification(s) & information related to Invitation to Bid These modifications, comments, and attachments are hereby made a part of the bid documents to the same extent as if bound therein. The due date for questions and bids remains the same. I. Changes, Additions, and Modifications to the ITB A. Attachments 1. Attachment A Pre-Bid Meeting Attendance Sheet II. Pre-Bid Meeting Notes Introduction Good morning, and welcome to the pre-bid meeting for ITB 14-03, CCG Electrical Services & Emergency Generator Upgrades. My name is Shanna Reese, and I am the Assistant Chief of Purchasing for Charles County Government. Also with us today is Mr. John Stevens, of the Department of Planning & Growth Management, Capital Services Division, Mr. Arthur Swann, project manager for this project. The intent of this project is to provide upgrades to the buildings normal and emergency electrical systems to facilitate additional loads and future building expansion. The meeting will be conducted in 2 parts. o I will first review selected portions of the Instructions to Bidders within the ITB. Items not reviewed should not be construed as being less important than those reviewed. No information will be presented that is not already contained within the ITB. I will then ask for any questions pertaining to the Instructions to Bidders. o The meeting will then be turned over to Mr. Stevens who will discuss technical aspects of the project, and entertain any technical questions. If you have not already done so, please sign-in on the attendance roster. Procurement Discussion All solicitation documents may be found on the County Bid Board. Ensure all required forms and any other information required is complete and in your bid package. o Bidder s Experience Form on page I-19.

2 o Bid Form on page I-14 & I-15. o Addendum Certifications on page I-18. Submit two (2) unbound original and two (2) copies of your bid. Questions concerning the procurement process should be directed to me via the contact information provided in the ITB. In accordance with the ITB, all technical questions should be directed to Mr. Stevens, in writing only, via the contact information provided. No information obtained from any source other than the Solicitation documents found on the County Bid Board, or from myself or Mr. Stevens, may be considered to be accurate. Important Dates: o The cutoff for questions is close of business (4:30 PM) on August 1, o The last date for issuing addendums to the ITB will be August 8, There have been no addendums issued to date. o Bids are due before 3:00 PM on August 15, No bids, modifications, or withdrawals will be accepted after that time. o A bid opening will occur immediately following 3:00PM on August 18 at the Charles County Government building, 200 Baltimore Street, La Plata, MD Bids must state that they are valid for 120 days from the due date. There is an aspirational 25% MBE goal for this solicitation. We encourage you to meet that goal. Insurance requirements are located on page I-7 of the ITB. The protest policy may be found on page I-5. The County may reject any and all bids for any reason it deems necessary, and may waive any irregularities and/or informalities, and make award in any manner that is in the best interest of the County. Award will be to the lowest responsive, responsible bidder, provided it is in the County's best interest to do so. Project Term: The project is to be completed within 180 consecutive calendar days, from the Notice to Proceed date issued by the County. This project is subject to Charles County Code Chapter Prevailing Wage, which can be found in Appendix 5. This project is subject to the State of Maryland Apprenticeship Training Fund, which can be found in Section 4.10 on page I-9. A 5% Bid Bond, certified check, or bank Cashier s/treasurer s Check shall accompany the bid or the bid will not be considered. A Performance Bond and Labor & Material Payment Bond in the amount of 100% of the contract price will be required for this project and contract. By submitting a bid in response to this solicitation, the bidder certifies that their firm is not debarred, suspended, or otherwise ineligible for participation in government procurement by the federal government, the State of Maryland, or any other state, county, or municipal government. Are there any questions pertaining to the procurement process? I will now turn the meeting over to the Mr. Stevens, who will discuss technical aspects of the project, and answer any technical questions. Technical Discussion John Stevens I. Introduction a. County: Project Management by: i. John Stevens Stevensj@charlescounty.org; b. Gipe Associates: Design Engineer i. Dennis Johnson, Engineering Project Manager II. Bid Form a. A-1: Furnish and Installed Electrical Upgrades per drawings titled Government Building Electrical Upgrades. 2

3 b. A-2: Furnish and Install 650Kw Generator per drawings titled Emergency Generator Upgrade. c. Contingency Items Only when authorized in writing by the County III. IV. Project Specifications a. General Provisions Please familiarize yourself with all general provisions in Part II of the ITB. b. Special Provisions i. 1.3 Drawings as outline App. 1 retrieve from Bid Board. ii. Specifications - Electrical Specifications in App 2 of ITB. c. Electrical Specifications Project Drawings a. Sheet C-1 b. Sheet E-1: Building Layout showing locations of various electrical rooms) c. Sheet E-2: Room A122 i. Remove and replace panel LPA1 ii. Remove panels RPA1A & RPA1B and replace with one new Panel iii. Remove ex. Panel RPA1C and tie ex. Circuits into new Panel RPA1A iv. Remove and replace panels EM2 & EM3 v. Remove and replace panel EM3-SA and associated work d. Sheet E-3: Room C144 i. Remove panels RPC1 & RPC2 and replace with new single panel RPC1 ii. Remove and replace panel LPC1 iii. Remove and replace panel EM4 iv. Convert panel RPC3 to junction/pull box, extend circuits to new RPC1 panel. e. Sheet E-4: Room A119 & B138A i. Remove and replace ex. Panel EM6 in room A119, provide new 250A main breaker & associated work ii. Remove and replace panel PP4 in room B138A, install new 250A main breaker & associated work f. Sheet E-5: Room A221 i. Remove and replace ex. Panel LPA2 ii. iii. Remove ex. Panels RPA2A & RPA2B and replace with new Panel RPA2 Convert existing Panel RPA2C to junction/pull box, extend circuits to new RPA2 panel. g. Sheet E-6: Room B117 i. Remove and replace ex. Panel LPB1, increase branch breaker from 40A to 60A ii. Remove and replace ex. Panel RPB1, reduce main breaker from 225A to 100A h. Sheet E-7: Room C145A - Remove and replace UPS-P2 V. Emergency Generator Upgrades a. Sheet C-1: Cover b. Sheet E-1: Site Layout & Boiler Room Layout c. The pad site will require regarding and a retaining wall. d. A crane will be necessary to remove the existing generator from the Boiler Room as indicated in the specifications. 3

4 Technical Questions Tony Holt, TJ Holt Electric, LLC Question 1 Question: Has a project range been established as for cost? Response: The County does not release this information. Prevailing wage applies if the project reaches specific amounts. This information is in the specs. Question 2 Question: Project completion is expected in 180 days? Response: Yes. Question 3 Question: Work is to be done only at night? Response: The contractor may perform work during normal business hours for the County provided no interruption of services occurs and that noise can be kept at a minimum as offices are near some of the work areas. For any interruption of service, that particular work will have to be performed in off hours at night or on weekends. Question 4 Question: How does payment for the project work and can we get payment days into the project? Response: Payment is outlined in the provisions of the bid, but generally it is through invoices. You can submit monthly progress invoices which include the costs incurred for large expenses such as the generator provided that the County is listed on the bill of sale along with the Contractor and has claim to the materials. The County will work with the Contractor to provide payment for such items. The County provides payment of invoices within 30 days. Question 5 Question: Do we get to see the site? Response: Yes, we can give you a brief tour today. Further Clarification: A formal site visit will not be scheduled. Question 6 Question: Will there be a problem getting access to the building in the evenings? Response: There is not a problem with evening access provided that the Contractor has been given advance notice and arrangements with security and other matters such as staff coverage have been secured. The contractor will have to submit proposed work hours for review and approval by the County. Evening work would have to begin after 6pm and shifts will be allowed for 8-10 hours. The County would not be opposed to the possibility of 4 10 hr work periods vs 5-8hr work periods with prior approval. Question 7 Question: Will the contractor be charged for security personal or not? Response: No, a County representative will be available during evening work hours. Carl Joslin, Dvorak LLC Question 8 Question: Is the old generator to be salvaged and should it be stored at a nearby location? Response: At the present time, the County does not plan on salvaging the old generator. The contractor will be responsible for removing it from the site. 4

5 Question 9 Question: Concern about the 180 day completion deadline and the ordering of the generator after the notice to proceed has been sent. Response: Once the notice of award is made, the County will work with the awarded contractor to allow time for the generator to be ordered and received so as not to cause delay in the completion of the project. Also, there could be days between the award letter and the notice- to-proceed letter which would allow for some lead time to get the generator on site. If the generator lead time affects the completion of the project, the project time will be extended. Question 10 Question: Are there programmable clocks in the electrical closets? How will these be reset properly? Response: The County will coordinate with the appropriate department prior to work commencing to ensure all needs will be addressed with a plan. Conclusion Thank you for attending, and good luck. Copies of the attendance roster will be posted on the County Bid Board. An addendum will be posted containing all of the questions from this meeting, as well as any others received. Please ensure you sign the attendance roster before you leave, if you have not already done so. * * * * * * END OF ADDENDUM * * * * * * 5

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