2025-07-09_Pre-Bid Conference Agenda and Sign in Sheet.pdf

P R E - B I D C O N F E R EN C E A G E N D A

PROJECT NAME

FLEET SERVICES BUILDING

OWNER’S NAME ISLE OF WIGHT COUNTY SCHOOLS

(Architect’s Project No. 21262-14)

IFB: 27-01

DATE: July 9, 2026

TIME: 2:00 P.M.

LOCATION: 13110 Poorhouse Rd Windsor, VA 23487

I. INTRODUCTIONS

A. The Owner: Isle of Wight County Schools

- Dr. Chris Coleman, IWCS Deputy Superintendent of Schools

- Andrew Sullivan, Division Fleet Supervisor

B. The Architect: RRMM Architects

- Chris Gossett, Principal-in-Charge

C. The Consultants:

Civil: MSA

- Greg Hayes, Project Manager

- Lee Ellen Markley, Project Engineer

Structural: Speight Marshall & Francis

- Rachel J. Johnson, Structural Engineer

Plumbing, Mechanical & Electrical: Thompson Consulting Engineers

- Mike Lukhard - Mechanical Engineer

- Luke Cowden - Electrical Engineer

- Mike Pearce - Plumbing Engineer

Pre-Bid Conference Agenda

II. OVERVIEW OF PROJECT/DOCUMENTS

A. Summary of Work

1. Work Cover by Contract Documents:

The project scope of work is to design, and construct a new 10,623 sf bus administration, operations, and maintenance facility that will include 6,556 sf of shop area and maintenance space, including work bays and lifts, 1,495 sf of equipment patio, 1,100 sf of administration and operations space and 1,200 sf of mezzanine parts storage space. The project includes site improvements, mechanical, electrical, plumbing, interior build-out, and finishes. Building construction includes concrete spread footings, masonry foundation walls, concrete slab-on-grade, and a pre-engineered steel framed metal building shell. Exterior finishes include metal wall panels and standing seam metal roof.

Exterior windows and doors are prefinished aluminum storefront, hollow metal doors and frames and insulated sectional doors. The interior floors are sealed concrete. Interior walls are painted cmu and abuse resistant gypsum drywall. Ceilings are suspended acoustic ceiling tile and gypsum board. Mechanical systems include mini-split systems, infrared heating systems for service bays and other work indicated in contract documents.

Plumbing systems will include sanitary, storm and domestic hot and cold-water piping.

Electrical systems will include lighting, power and low-voltage systems for auxiliary systems (i.e. data, communications, security, etc.).

2. Concurrent Owner Work:

Owner may perform certain construction operations at Project site. Those operations will be conducted simultaneously with work under this Contract.

a) The owner will be installing access control systems associated with the new door hardware. Cooperate fully with Owner so work may be carried out smoothly, without interfering with or delaying work under this Contract or work by Owner. Coordinate the Work of this Contract with work performed by Owner.

3. Owner Furnished Items:

Owner may provide items/equipment to the Contractor for installation under this Contract.

Coordinate with the Owner to ensure Owner furnished items are delivered to and secured on the site to avoid construction delays.

a) Coordinate with the Owner regarding schedule and delivery of equipment noted as “Owner Furnished Contractor Installed” (OF/CI). Reference Allowance specifications for additional information.

b) Coordinate with the Owner regarding schedule and delivery of Toilet Accessories as noted in the Toilet Accessory Schedule.

B. Schedule of Bid Options: N/A

C. Schedule of Allowances:

1. Allowance No. 1: Lump-Sum Allowance: Provide a lump sum allowance of $3,000.00 for electrical circuit revisions and changes required by the specified “Short Circuit and Protective Device Coordination Study”,

a) This allowance includes material, receiving, handling, and installation costs, and Contractor overhead and profit.

b) The GC is required to schedule, coordinate, and oversee the complete installation.

D. Unit Prices: Refer to specification section 012200 Unit Prices

E. Contract Drawings: One Volume, dated June 25, 2026.

F. Specifications: One Volume, dated June 25, 2026.

1. Owner/Contractor Agreement: Agreement will be provided to successful bidder after receipt of bids.

2. Geotechnical Report:

Refer to specification attachment #1.

3. Hazardous Material Abatement: Not anticipated that Hazardous Materials are present in the area of work in the existing building

G. Liquidated Damages:

2. Liquidated Damages – Three Hundred Dollars ($300.00) for each consecutive calendar day that terms of the Contract remain unfulfilled. for each consecutive calendar day for failure to meet the Substantial Completion date specified. An additional Two Hundred Dollars ($200.00) for each consecutive calendar day for failure to meet the Final Completion date specified, for a total of Five Hundred Dollars ($500.00) for each calendar day until the Work is finally complete and in accordance with the terms of the Contract.

III. BIDDING PROCEDURES:

A. Invitation to Bid: Includes instructions on where to obtain documents.

a. State eVA website

B. Instructions to Bidders: Included in Project Manual.

1. Bid bond: 5% of total bid.

2. Modification or Withdrawal of Bid: Refer to Instructions to Bidders.

3. Substitutions: See Section 012500 “Substitution Procedures” and individual specification sections. If the spec does not limit products or manufacturers to a pre-approved list, substitution requests are not necessary as long as the product meets the specification requirements. Products that meet the specification criteria will be considered during the submittal process.

4. Sustainable Design Requirements: N/A C. Bid Form: Included in specs.

D. Bid Opening: Sealed Bids will be received Tuesday, July 28, 2026 on or before 2:00pm at 9307 Old Stage Highway, Smithfield, VA 23430, School Board Office, at which time all bids shall be Opened In Public And Read Aloud.

E. Questions Prior to Receipt of Bids:

1. All questions MUST be submitted on the Pre-Bid Question Form (bound into Project Manual).

2. Submit any and all Pre-Bid questions no later than 4:00 pm on Wednesday, July 22, 2026.

2. All necessary responses to questions regarding Bid Documents prior to receipt of bids will be in writing by Addendum and sent to all document holders.

3. Responses not in writing and not included in Addendum shall not be binding.

4. Anticipated Final Addendum to be issued by Friday, July 24, 2026. No addenda will be issued later than two (2) days prior to the date for receipt of bids except an addendum, if necessary, postponing the date for receipt of bids.

E. Addenda: None at this time.

IV. PROJECT CONDITIONS

A. Anticipated Notice-Of-Award: July 30, 2026

B. Substantial Completion

Substantial Completion: July 19, 2027.

C. Final Completion

100% Final Completion: August 16, 2027.

D. Site Visits: Arrange through Isle of Wight County Schools Project Manager.

E. Job Site Safety: Contractor shall meet all local, state, and federal safety regulations.

Construction means and methods shall remain the responsibility of the Contractor, as design professionals and Owner’s inspectors are neither considered nor licensed as general contractors in the eyes of the law.

F. Submittals: Refer to Section 013300 “Submittal Procedures”

V. OWNER COMMENTS

VI. QUESTIONS

1. Question: Will the school system pay permitting fees?

Answer: No. At this time, the GC Shall anticipate covering the cost for all permitting fees. We are currently trying to confirm this with the county.

2. Question: Can the bidding timeframe be extended two weeks?

Answer: Our current bidding period is four weeks which is industry standard so we do not anticipate adding two additional weeks. However, we have received an official Pre-Bid question and we will talk this over with the owner.