2023-05-11_Pre-Bid Conference Minutes.pdf

ENGINEERS ARCHITECTS SURVEYORS

T&L 103 East Main Street P.O. Box 1307 Wise, Virginia 24293 tel: 276.328.2161 fax: 276.328.1738 www.T-L.com

PRE-BID CONFERENCE MINUTES

PROJECT: Greensville Correctional Center Walk-In Freezer

Virginia Department of Corrections

VDOC Project No. 799-B2799-019

T&L Project No. 16371

DATE: May 11, 2023

1. PROJECT PERSONNEL:

Owner: Virginia Department of Corrections

Owner Representative: Marcia Powers R.A.

Telephone: (804) 337-7044

Facility Representative: Tony Mitchell (Director of Building & Grounds)

(434)-602-3070

Milton Lee (Supt of Building & Grounds)

(434)-602-3071

Architectural/Engineering Firm: Thompson & Litton, Inc.

Architectural/Engineering Representative: Thompson & Litton, Inc.

Telephone: 423-989-9491

Project Manager: Scott N. Wilson, PE

Telephone: 276-356-6536

2. SCOPE OF PROJECT:

The project generally consists of the installation of a concrete slab and extend electrical power supply for the installation of a walk-in freezer.

3. PROJECT REVIEW:

Pre-Bid Conference Minutes

Greensville Correctional Center Walk-In Freezer

May 11, 2023

T&L www.T-L.com

• Sawcut and remove existing asphalt and subgrade in area of future concrete pad.

• Install 15ft x 51ft reinforced concrete pad (8-in thick with turndown on perimeter) on 8-in thick stone base (21A or 21B)

• Install inlet protection on existing storm drain inlet in parking lot

• Install 13ea concrete-filled steel bollards

• Install houskeeping pad for new transformer inside the building

• Install feeders inside exposed roof structure on RGS, and underground from building to freezer. Trench detail shown on plans.

• Provide asphalt patching for trench and around freezer slab.

• Set new freezer in place (freezer provided by Owner)

4. SPECIAL SITE/PROJECT CONDITIONS:

• This facility is a correctional center and as such, a background check will be needed for all construction personnel as well as an in-person PREA (Prison Rape Elimination Act) course

• The wearing of blue jeans/denim, orange and camouflage clothing is prohibited.

5. STAGING AREA:

Utilities, Site Limitations, Access, Parking, Storage:

The work zone is a heavy traffic area due to the adjacent warehouse moving good in and out.

There will be limited parking available. A staging area is available about 250ft north of the B&G office for equipment and materials. There is an area to the west of the facility that can be used for the broken asphalt. This area can be accessed via the loop road, but requires a pass from the vehicular sallyport in the form of a magnetic sign they will issue for the side of the vehicle.

6. PROTECTION OF ADJACENT AREAS AND FACILITIES:

The work area is quite busy with traffic and space for parking vehicles is limited near the construction work.

7. COORDINATION:

Coordination will be needed with the Building & Grounds staff regarding work hours and access inside the building. Work hours can generally start at 7am. Upon arriving at the site, the

Contractor will need to check in with Tammy Greco (434-602-3074) at the Building & Grounds office.

8. CONTRACT(S) DETAILS:

Substantial Completion shall be achieved within 120 consecutive calendar days after Notice to

Proceed. Final Completion shall be achieved within 30 consecutive calendar days after Substantial

Completion.

Liquidated Damages: N/A

9. BID DOCUMENTS:

Bid Documents (electronic and/or hard copy) are available from Thompson & Litton, Inc, and at the Virginia Department of Corrections Headquarters and Builder’s Exchange in Richmond, VA.

10. SEPARATE OWNER’S CONTRACTS INTERFACING:

Owner is providing the walk-in freezer, and the freezer manufacturer will set the unit in place.

11. CONFIRMATION OF BID DATE AND TIME:

Sealed bids will be received until 2:00 P.M., prevailing time on June 7, 2023, by the Virginia

Department of Corrections, at the electronically through eVA.

12. CONTRACTOR QUESTIONS:

All questions must be submitted in writing using the Pre-Bid Question Form provided in the Bid

Documents. Instructions for submission (via email or fax) are included on the form. Responses to questions, if deemed necessary, will be made via addendum(a).

Deadline (Date/Time) for Submitting Questions: May 24, 2023 at 5:00pm

13. ADDENDA/ITEMS TO BE CLARIFIED:

A. What is the model number of the freezer being installed?

a. The freezer is manufactured by ICS and is model number IF1450

B. Is compaction testing and concrete testing required? If so, who is responsible?

a. The Contractor is responsible for compaction and concrete testing per the technical specifications in the project manual. Refer to 03 3000 Section 3.9, 31 2316 Section

3.11 and 31 2323 1.6 for requirements.

14. SITE VISIT

Pre-Bid meeting held on site.