199-18577-008_Cedars NAP_Addendum 01.pdf

AGENDA

MANDATORY Pre-Bid Conference The Cedars Natural Area Preserve

Demolition and Trailhead Parking Lot Project Code: 199-18577-008

March 12, 2026 10:00am

1. Introduction of Personnel a.DCR / DAC Contact: Kylan Shirley (Capital Outlay Project Manager) Email: kylan.shirley@dcr.virginia.gov Phone: (804) 929-7419 b.A/E Contact: Matthew Lane Email: mlane@thelanegroupinc.com Phone: 276-206-8571

c. DCR / WRSP Contact: Wes Paulos, Cedars NAP Public Access Coordinator

d. Contractors – Sign-in on attendance form.

2. Project Scope & Review

a. Construction of a new parking area at the Cedars Natural Area Preserve.

b. Demolition of residential and farm structures at multiple sites (refer to Drawings).

c. Substantial completion shall be no more than 150 consecutive calendar days after the Notice authorizing Work to proceed, as determined by the A/E.

d. Liquidated damages are not included in the construction contract. Actual damages

(CO-7 section 43 (h)) are included in the construction contract.

e. DCR is obtaining the required state construction permit. Demolition permits are complete.

i. The Contractor shall obtain and pay all other required permits, licenses, fees, taxes, and assessments (CO-7 section 3 (e)). (Such as landfill fees).

ii. The Contractor shall comply with all permits & licenses, and shall coordinate with authorities during construction, inspection, approval and other necessary activities.

iii. Organizations contractor shall coordinate with include, but are not limited to:

(1) DCR – DAC (Design & Construction Section).

(2) DCR – The Cedars Natural Area Preserve

(3) DEB – Department of Engineering & Buildings

(4) VDOT – Jonesville Residency

f. The project is designed to:

March 12, 2026 The Cedars NAP – Demolition and Trailhead Parking Lot Pre-Bid Conference

i. Provide the owner with facilities requiring minimum maintenance, repair, and maximum life.

ii. Meet or exceed Virginia’s state building code and Virginia state regulatory requirements, which may be significantly different from local building codes and regulations.

3. Special Concerns

a. DCR is most concerned that existing natural structures, vegetation, trees, and animal life be protected and not disturbed by construction activities.

b. The intent of the demolition projects is to restore each site to a natural condition.

c. Contractor to supply appropriate signage, traffic barriers, security fencing, and controls to restrict access to the work site.

d. Work hours shall be from dawn to dusk. Weekend work will be allowed.

e. Staging area – within Limits of Construction or as coordinated with DCR / DAC project manager.

i. Toilets are not available and shall be provided by Contractor.

ii. Park all construction related vehicles within staging area, including workers’ personal vehicles.

f. Utilities such as telephones, power and water are not available at the sites.

g. Contractor is responsible for providing access from public roadways to each project site and restoring access pathway to pre-project conditions.

i. Prior to start of work – the Contractor shall photograph site access pathways and site work areas traveled by construction vehicles and provide DCR with copies.

ii. Contractor is responsible for preventing damage to existing roadways, driveways, parking areas, infrastructure, and improvements. Access to site will cross private property and use private driveways. Maintenance of these driveways and repair of damage caused by construction activites is the responsibility of the Contractor.

iii. Contractor is responsible for preventing mud and debris from entering public roadways and shall clean vehicles prior to exiting the project site onto public roadways.

iv. Restoration of access pathways to pre-project conditions shall be the responsibility of the Contractor.

h. Sealed bids will be received at The Lane Group at 310 Valley Street N.W. Abingdon, Virginia. The deadline for submitting bids is 2:00 P.M. sharp on Wednesday April 1, 2026. The bids will be opened publicly and read aloud beginning at 2:00 P.M., on Thursday April 2, 2026, at the same location.

i. Use the DCR Project Code for all bid and payment related documents.

The last day for questions is March 20th. Questions are to be submitted on the pre-bid question form included in the project manual. Email to Kylan at Kylan.Shirley@dcr.virginia.gov AND Matthew Lane at mlane@thelanegroupinc.com mailto:Kylan.Shirley@dcr.virginia.gov mailto:mlane@thelanegroupinc.com

March 12, 2026 The Cedars NAP – Demolition and Trailhead Parking Lot Pre-Bid Conference

j. Addendum No. 1 to be issued by 16th of March and will include plan holder's list, meeting minutes and attendees, and answers to any submitted questions.

k. Special Inspections: Special inspections, if required, will be performed by the Owner under separate contract. These are not anticipated.

4. Administrative Procedures.

a. Bidder shall:

i. Be registered with eVA (CO-7a).

ii. Be a Virginia licensed Class A contractor.

iii. A Bid Bond is required. (Form CO-10.2 ONLY)

iv. Immediately provide performance and labor bonds on Virginia state forms if awarded the contract (CO-7a section 13).

v. Provide a typed sheet as a cover to include:

(1)Email address(es) (2)Printed name of bidder (3)Indicate the signatory name and title for their (potential) contract. (Often, the person who signs the bid form is not the signatory on the contract.)

b. The following can be found in the specifications:

i. Blank Bond Forms.

ii. Instructions to Bidders.

iii. General Conditions.

iv. Pre-bid question forms.

v. Bid Form

c. Bid Modifications (not bids themselves) - may be submitted prior to the time set for

Receipt of Bids. It is the Contractor's responsibility to deliver clearly identifiable bids and modifications to the correct locations prior to the official receipt time on the due date.

d. At the preconstruction meeting, and whenever changes occur thereafter, contractor shall present to owner & A/E:

i. List of subcontractors and work to be performed by each.

ii. Project timeline.

iii. Schedule of values (CO-12).

iv. Submittal Register (DGS form DGS-30-364).

5. Clarifications.

a. This meeting is mandatory for those submitting a bid, so please ensure that you have signed the sign-in sheet. Bids will only be accepted from companies represented on the sign-in sheet.

6. Project Site Review – Visit each project site area.