25-26-00005 Questions and Responses from Prior Solicitation.pdf

IFB-26-00005

Southshore Library and Restroom Renovations – Rebid

Questions and Responses to prior solicitation

IFB-26-00005 Page 1

IMPORTANT! PLEASE READ CAREFULLY BEFORE SUBMITTING BID

SOLICITATION NUMBER: IFB-26-00005

SOLICITATION TITLE: Southshore Library and Restroom Renovations - Rebid

PRIMARY CONTACT: Sybil Tucker, Chief Buyer

*Note: This document provides questions and responses and clarifications from the previous solicitation.

A. Questions and Responses

1. Will the Library Renovations and Restroom Renovations be awarded together? Is there a possibility they could be awarded to 2 separate GCs, or will they both be awarded to one GC?

Response: The Library Renovations and Restroom Renovations will be awarded to the single lowest, responsive, and responsible Bidder meeting Specifications. Refer to Contract Terms and Conditions paragraph 2.3.

2. Who will be responsible for permit fees?

Response: Permit fees are to be paid by the awarded Contractor, refer to Contract Terms and Conditions paragraph 5.4.6.

3. Who is responsible for providing, assembling, and moving temporary furniture. Page SC-4 of the special conditions notes that the Contractor is responsible for this. The note on the left-hand side of the plans on DWG# A-030.1, A-030.2, and A-030.3 note that this is the responsibility of the Library/ Owner

Response: The Contractor shall be responsible for assembling and moving temporary furniture. The furniture in the Temporary setups will be selected by the Owner from the existing inventory and the Contractor shall assemble and locate the items. Disregard instructions to the contrary. Refer to revised drawing sheets A-030.1, A-030.2 and A-030.3.

Modify Special Conditions Paragraph 5.6, Phase 1 paragraph to the following:

“Phase 1: Relocate existing owner provided furniture, collection, shelving, and equipment for staff to temporarily move into Meeting Rooms 126/127. Renovate Children Services, Staff Work Area, Toilet Rooms, Room 132, and accessory related areas.”

4. Per detail 16/A210, the Children's Library sign is to be constructed of 1-1/2" deep cast aluminum letters that are 8" tall.

Per the signage contractor:

"Unfortunately, I can't get them at that exact spec because of fabrication limitations. So here are two options:

1. 1.5" thick aluminum letters, but at 12"h

IFB-26-00005 Page 2

2. 3/4" thick aluminum letters, at 8"h "

Please advise if either of these options are acceptable.

Response: Provide ¾” thick cast aluminum letters at 8” tall in lieu of the 1-1/2” deep cast aluminum letters at 8” tall. Refer to revised drawing sheet A-210, dated 05/30/25.

5. Is LV part of the General Contractor Scope? Access Control, CCTV, Book detection, etc. If it is part of our scope, is there a preferred contractor?

Response: All required low voltage systems are detailed and notated on the power plans E20 & E21. All conduits are by Contractor and low voltage cabling is by Owner. The door hardware is by Contractor.

6. What is the deck height of the building? Can you please provide a section view?

Response: The deck height of the building varies. Refer to record documents provided by Owner. These drawings are for reference only. No guarantee is made as to their accuracy. Bidders are responsible for verification of existing conditions.

7. What should the Temporary Walls be made with? What kind of temporary doors?

Response: Refer to Construction Barrier Detail on revised sheet G-020, dated 05/21/25.

Drawing specifies requirements for temporary walls and doors.

8. Should blocking be installed on wall to receive wall cabinets in room 114 phase 3?

Response: Yes.

9. On sheet A-011 there are fire alarm strobes shown, and it is not clear if they are new or existing.

The life safety legend for those and other items says, "see fire alarm drawings", which were not included in this plan set.

Is there any new fire alarm scope that will be the contractor's responsibility?

Response: Fire alarm devices in the Southshore Library Renovation project are existing to remain with additional new strobes to be added to restrooms 129A, 129B, 129C, 129D, 130A, 130B, 130C, and 130D in the Restroom Renovations Project. Devices shall match existing, and the system shall be recertified.

10. Please confirm asbestos testing is required.

Response: Asbestos testing is required by the Contractor. Refer to Special Conditions Paragraph 14.2.

11. Do the temporary directional signs to be added during Phasing Plans need to be illuminated?

Response: Yes, temporary exit signage should be illuminated and provided with 90 minute battery back-up.

IFB-26-00005 Page 3

12. Demolition Keynotes on sheet AD-101 lists rooms in which the book collection can be stored during each phase. Sheet A-030.1 says that the contractor is responsible for storing the collection in an air-conditioned bonded warehouse. Which note is correct?

Response: Disregard all references to storing book collections and furniture in the existing library building. The contractor shall be responsible for storing the collection and furniture items in an air-conditioned and bonded warehouse. Refer to sheets AD-101, A-0301.1, A-030.2 and A-030.3, all dated 05/30/25.

13. On sheet A-030.1, #3 in the Contractor Vs Owner Scope Responsibilities says "The owner will be responsible for moving books". #5 says "contractor shall box, move, and store...15,000 [books]". Please clarify owner vs contractor scope regarding moving books.

Response: The Contractor shall be responsible for boxing, moving, and storing all books/collection items.

Refer to sheets AD-10, A-030.1, A-030.2 and A-030.3, all dated 05/30/25.

14. On sheet A-030.1 under the sequencing notes, work by the owner, the drawings state that the owner/library services will remove furniture sent to surplus and will install temp furniture.

Contractor scope responsibilities on the same page say that the contractor is responsible for setting up temp furniture and moving tables, chairs, shelving, etc.

The demolition keynotes on AD-101 show the inventory to be moved by contractor within the building.

Please clarify the scope of the contractor's responsibility regarding moving furniture and setting up temporary furniture.

Response: The Owner will remove furniture they deem as surplus and will send those surplus items to their surplus storage facility. The remaining furniture will be installed by the contractor in that phase to its temporary locations. The Contractor shall be responsible for setting up temporary furniture and shelving. Disregard all references to storing book collections and furniture in the existing library building. Contractor shall be responsible for storing the collection and furniture items not in use in an air-conditioned and bonded warehouse. The Contractor shall be responsible for installing all temporary furniture and providing all new furniture identified as Contractor Furnished Contractor Installed (CFCI).

Refer to new specification Section 12 56 00 INSTITUTIONAL FURNITURE and revised Furniture and Equipment Plan sheet A-121, dated 05/30/25 for CFCI furniture.

15. There is no specification for new shelving. Please confirm that any new shelving for the collection is

OFCI.

Response: See attached specification Section 11 51 23 LIBRARY STACK SYSTEMS, dated 05/30/25 for library shelving requirements. Existing relocated shelving shall be Owner Furnished and Contractor Installed. Additional shelving required to attain the counts, types and configurations identified on the Shelf Relocation Plan shall be new Contractor Furnished and Contractor Installed. Where the use of temporary shelving limits the installation of the final configurations provide new shelving components as needed to accommodate the final configurations. Other than the new shelving described above, shelving in this project is either existing relocated or existing modified relocated. Relocations, IFB-26-00005 Page 4 modifications and installations of shelving shall be by Contractor.

16. Given that the modification of the endcaps involves reuse of existing components, is warranty required on modified and refinished items?

Response: Extend a one-year labor and materials warranty against defects in failure of patch work due to material defects or workmanship.

17. At the site walk, it was apparent that there is shelving and a collection inside the Friends room.

Renovations to this room appear in the plans, but no mention is made of removing shelving or boxing/reshelving books. Please confirm that the shelving and collection in the Friends room is outside of the scope of the contractor.

Response: Shelving and collection in the Friends room is outside the Contractor’s scope.

18. Do you have as-built drawings of the existing building?

Response: Yes. As-built drawings of the original building can be accessed at this link:

https://app.sharebase.com/#/folder/104247/share/424-cTZGmoeLDKF1o8LIxJI4K0qJ1a8

19. The existing art windows appear to be permanently affixed, with no clear method of removal without potential damage.

1. Can you confirm how these are mounted?

2. To avoid GC liability, can removal be assigned to County Facilities, with GC only responsible for protection, storage, and reinstallation?

Response: The three art glass windows are to be removed in their entirety, frames and all. It is not intended the art to be separated from the glass and frame. The GC shall be responsible for removing, protecting, storing and reinstalling the windows to the location(s) shown on the architectural drawings.

20. Are any original drawings or installation instructions available for the computer stations at the children's library (both those affixed to the wall and the island desk). It was not apparent how these would disassemble for storage, and the stations affixed to the wall had evidence of being glued to the wall.

What is the liability to the contractor if this furniture is damaged when it is disassembled?

Response: There are no available record drawings of the computer stations at the children’s library. The Contractor shall document the existing conditions of the workstations prior to performing work on them.

If the furniture is damaged, the Contractor shall patch and repair damaged portions to their original conditions and to match existing adjacent conditions.

IFB-26-00005 Page 5

21. Can you please provide the manufacturer or builder of the shelving that is to be modified.

Response: The existing shelving manufacturer is Estey Library Shelving.

22. The plans call for temporary containment to the underside of the deck, is this required, or can the temporary walls terminate at the ceiling grid?

Response: Refer to Construction Barrier Detail on revised sheet G-020, dated 05/21/25.

Drawing specifies requirements for temporary walls and doors.

23. Temporary partition walls top out at 13', would we be able to build the walls to that height and close the remaining gap with poly?

Response: Yes. However, the polyethylene barrier must be supported as needed to maintain separation between workspace and occupied area(s).

24. Plans call for New Pendant Lights to Match Existing. Can you please provide the Manufacturer, Part# and specifications for these existing lights?

Response: Please provide:

-(1) FINELITE – Series 12 LED ID-PLV-16’-940-20U80D-91-277-FC-10%-SC-FA-FE-SA -(2) FINELITE – Series 12 LED ID-PLV-24’-940-20U80D-91-277-FC-10%-SC-FA-FE-SA

25. There seems to be some contradiction on sheet A-121 as to who is responsible for providing the bookshelf between the Owner and the GC. Please clarify and provide the required specs.

Response: Refer to revised sheets AD-101, A-030.1, A-030.2 and A-030.3, all dated Also refer to responses to questions 12 and 13 above.

26. Please provide a list of approved vendors/ installers to be contacted for the required modification of the existing shelving.

Response: Interiors of Florida, Inc. or approved equal.

27. SUMMARY OF WORK – 1.5 STORAGE “Off-site storage facilities shall be accessible to the Project Manager.

The stored materials shall be insured for full value.” What is the monetary value of the entire print/media collection? Does the library self-insure their collection?

Response: Refer to insurance requirements listed within Contract General Terms and Conditions, Paragraph

2.6. The County shall be listed as an additional insured for materials stored in a Bonded Warehouse.

28. SECTION 01 31 00 – BAR CHART SCHEDULE – B. TIME OF SUBMITTALS – “The schedule submitted shall indicate a project completion date the same as the contract completion date indicated in the Agreement.” What is the anticipated contract start date? What is the anticipated duration for each of the (3) phases?

IFB-26-00005 Page 6

Response: The three (3) phases do not have individual required milestone durations. Notice to proceed start date has not been established. Date is dependent on award of bid. Refer to General Terms and Conditions Paragraph 2.7 for required milestone completion duration periods.

29. SPECIAL CONDITIONS – 5.6 – PHASE 1 – “Provide temporary furniture, collection, shelving and equipment configuration for staff to temporarily move into in Meeting Rooms 126/127. Renovate Children Services, Staff Work Area, Toilet Rooms, Room 132, and accessory related areas.” Will a temporary Children’s Library be created? If so, where will it be located on the floorplan drawings?

Response: Prior to the start of Phase 1, the Owner will relocate a portion of the Children’s Library to the Genealogy room and relocate a portion of the Genealogy collection to the main library space. The Contractor will not be required for these moves. However, the Contractor will be required to box, move and store the remaining items, which are part of the count identified for the phase.

30. SPECIAL CONDITIONS – 5.8 – START OF PHASE 1 – “The Contractor shall box, move, and store within a bonded air-conditioned warehouse approximately 15,000 existing collection Items from the existing Children’s Area of the Library.” What is the County’s definition of a bonded warehouse? Will all of the Children’s collection be moved into storage without any remaining in a temporary location in the library?

Response: A Bonded warehouse is a secure storage facility where bonded items can be stored.

Hillsborough County BOCC shall be added and identified as being additionally insured for the items being stored in the facility. Approved bonded warehouse facilities: Tampa Bonded TBW Warehouse or equal.

Also refer to response to Question 27 and 30 above.

31. SPECIAL CONDITIONS – 5.8 – START OF PHASE 2 – “The Contractor shall box, move, and store within a bonded air-conditioned warehouse approximately 30,000 existing Collection Items from the existing Adult Area of the Library.” How many items will remain in the library for the temporary Adult Library in the Meeting Room?

Response: 11,000.

32. DRAWING A-030.1,.2,.3 – CONSTRUCTION PHASING PLAN – PHASE 1, 2 & 3 – CONSTRUCTION

PHASING NARRATIVE – 2.0 – “Provide temporary layout for Rooms 126 and 127 to serve as a temporary Adult Library space during Phase 2.1 and Phase 2.2 renovations.” How will the count and sequence of the different collection genres be determined for the temporary Adult Library?

Response: Items will be reshelved in exact Dewey Decimal System order as indicated on item spine labels or other identifying material.

33. DRAWING A-030.1,.2,.3 – CONSTRUCTION PHASING PLAN – Phase 1, 2 & 3 – CONTRACTOR VS. OWNER

SCOPE – 3 – “The Owner will be responsible for moving books” – Will the Contractor be responsible for moving books?

IFB-26-00005 Page 7

Response: See revised sheets A30.1, A30.2 and A30.3, all dated 05/30/25. The Contractor shall be responsible for boxing, moving, and storing all books/collection items. The Owner will assist the contractor with guidance regarding the organization and location of the collection items.

34. DRAWING A-030.1,.2,.3 – CONSTRUCTION PHASING PLAN – Phase 1, 2 & 3 – CONTRACTOR VS. OWNER SCOPE – 5 – “Phase 1 – At the completion of Phase 1, the Contractor shall move approximately 15,000 stored collection items back into the Phase 1 area (Children’s area) of the library for Owner to reshelve collection items”. Will the Contractor be responsible for reshelving the collection?

Response: Yes. Refer to Special Conditions paragraph 5.8

35. DRAWING A-030.1,.2,.3 – CONSTRUCTION PHASING PLAN – Phase 1, 2 & 3 – CONTRACTOR VS. OWNER

SCOPE – 5 – “Phase 2 – At the completion of Phase 2, the Contractor shall move approximately 30,000 stored collection items back into the Phase 2 area (Adult area) of the library for Owner to reshelve collection items”. Will the Contractor be responsible for reshelving the collection?

Response: Yes. Refer to Special Conditions paragraph 5.8

36. DRAWING A-211 – CASEWORK SECTIONS AND DETAILS – (4) MODIFIED END PANEL – “New crown molding – match existing” – Since the top of the existing panel will not be cut, why is new crown molding required?

Response: Disregard note. No new top trim will be required at end panels associated with Detail 4 on sheet A-211. Refer to revised sheet A-211, dated 05/30/25. Note is removed.

37. DRAWING A-211 – CASEWORK SECTIONS AND DETAILS – (4) MODIFIED END PANEL – “Refinish base and trim to match existing” – Shall the entire perimeter trim be refinished or only the base/trim adjacent to the cut?

Response: The intent is to match the existing adjacent materials such that the new work is not discernable from the existing. The entire perimeter trim shall be refinished.

38. DRAWING A-211 – CASEWORK SECTIONS AND DETAILS – (6) MODIFIED END PANEL 2 – “Decorative leaf elements vary in shape and size for each panel. Remove from trimmed area and reapply as new area allows.” – The fixed leaf elements are applied to an unforgiving glossy face and may or may not be able to be removed without damage to the face. If the existing elements cannot be removed and reapplied as specified, the panel will need to simply be cut at the designated height and the base reapplied/refinished. Otherwise, all existing end panels will need to be replaced with all new panels at significant additional cost. Will the existing panel be accepted with a cut across the fixed leaf elements?

Response: Reference attached revised sheet A-211, dated 05/30/25. The referenced note has been deleted. Disregard the note on Detail 6/A-211 stating, “Decorative leaf elements vary in shape and size for each panel. Remove from trimmed area and reapply as new area allows.” Decorative leaf elements will not be removed or reused as indicated by the note. Modified panels will be accepted with a cut across the fixed leaf elements.

IFB-26-00005 Page 8

39. DRAWING A-211 – CASEWORK SECTIONS AND DETAILS – (6) MODIFIED END PANEL 2 – “Refinish base and trim to match existing” – Shall the entire perimeter trim be refinished or only the base/trim adjacent to the cut?

Response: The intent is to match the existing adjacent materials such that the new work is not discernable from the existing. The entire perimeter trim shall be refinished.

40. Asbestos Survey: Has an asbestos survey been conducted for the areas of work to be performed and can it be provided for reference? If not, should we carry cost to conduct a survey within our proposal since it will be required per code / permitting?

Response: No survey has been conducted. The Contractor is responsible for all testing, including asbestos testing. Refer to Special Conditions Paragraph 14. Any discovered required asbestos remediation work is not included in the contract.

41. Furniture Relocation: Note #27 / Sheet AD-101 of the Library Renovations Plans states to "Remove

Shelving & store Offsite for remediation". Please clarify where these are to be relocated off-site to so we can account for hauling to this location.

Response: Contractor shall be responsible for storing the collection and furniture items in an air-conditioned and bonded warehouse. Shelving is considered a furniture item. The location of the storage warehouse is the Contractor’s responsibility.

42. Noise Constraints: Does any load noise work (i.e. saw cutting, shooting track, etc.) have to be done after hours or can this be done during normal business hours?

Response: Refer to Special Conditions paragraph 8.4.

43. Shelving: Furniture Key Notes #1 / Sheet A-121 States "If possible, reuse existing . . . If not possible provide new . . ." Since this is a hard bid project please provide direction if we are to re-use existing or provide new since both are different cost would could effect overall pricing.

Response: Refer to revised sheet A-121, dated 5/30/25. Note is eliminated.

44. ACT: Note 1 / A-131 states to match adjacent area ACT. Please provide the specification for the adjacent area ACT for pricing to match accordingly.

Response: The existing ceiling is the Basis of Design ceiling LA1 as specified in Specification Section 09 51 23.

45. Fire Alarm / Fire Sprinkler: Please provide the contact information for who the current Fire Alarm and Fire Sprinkler Subcontractor that is servicing the building for reference.

Response: The Fire Sprinkler contractor is Piper. The Fire Alarm contractor is Red Wire.

46. Library Specifications & Library R.R. Specifications: Section 21 00 00 Section 3.2 Note C. ; Section 22 00

00 Section 3.2 Note C & Section 23 00 00 Section 3.2 Note C. All state a $150 cost to be billed to Contractor for Submittal review. Since the designer / engineers are already under contract with the County can these cost be removed from the project.

IFB-26-00005 Page 9

Response: Per Owner’s direction, remove the referenced comments regarding the $150 cost to be billed to the Contractor for Submittal review. Refer to Southshore Library Renovation revised Specification SECTION 21 00 00 – FIRE SUPPRESSION SYSTEMS and SECTION 23 00 00 – HEATING VENTILATING AND AIR CONDITIONING (HVAC). Refer to Southshore Library Restroom Renovations revised specification SECTION 21 00 00 – FIRE SUPPRESSION SYSTEMS and Section 22 00 00 – SUPPLEMENTAL PROVISIONS

– PLUMBING; and SECTION 23 00 00 – HEATING, VENTILATING, AND AIR CONDITIONING (HVAC). The referenced statements are removed.

47. Library Specifications & Library R.R. Specifications: Section 01 50 00 Temporary Facilities Section 2.2

Note B. Will a construction trailer be required for the project or will offices / meeting locations be provided within the building for the duration of the project?

Response: Refer to Special Conditions paragraph 14.11. The Contractor shall set up a temporary field office within the area being renovated at the time.

48. Library Specifications & Library R.R. Specifications: Section 01 50 00 Temporary Facilities Section 2.2

Note B. If a field construction office is required, please provide an area onsite this can be located at for identification of getting temp. power and water connections to the trailer.

Response: Contractor shall set up a temporary field office within the area being renovated at the time.

Refer to Southshore Library Renovation revised specification SECTION 01 50 00 – TEMPORARY FACILITIES and Southshore Library Restroom Renovation revised specification SECTION 01 50 00 – TEMPORARY FACILITIES. Language in these specification sections has been revised to correspond with Special Conditions.

49. Library Specifications & Library R.R. Specifications: Section 01 50 00 Temporary Facilities Section 2.2 Note B. Will a separate construction trailer be required for Hillsborough County Staff during construction?

Response: No. A separate construction trailer will not be required for Hillsborough County Staff. Refer to response to questions 47 and 48 above.

50. Library Specifications & Library R.R. Specifications: Section 01 72 50 Section 1.4 Note A. Will the required (3) hard copies of the Project Closeout material be required for the project or will (1) electronic copy without the hard copies be acceptable for the project?

Response: Hard copies will not be required. Instead, provide (1) one electronic copy. Refer also to Southshore Restroom Renovations revised specification SECTION 01 72 50 and Southshore Library Renovation revised Specification SECTION 01 72 00 – PROJECT RECORD DOCUMENTS, both dated 05/30/25.

51. Library Specifications & Library R.R. Specifications: Section 01 72 50 Section 1.4 Note C. Will the required (3) hard copies of a 3-Ring Binder of project operating and maintenance materials be required for the project or will (1) electronic copy without the hard copies be acceptable for the project?

Response: Hard copies will not be required. Instead, provide (1) one electronic copy.

IFB-26-00005 Page 10

52. Library Specifications & Library R.R. Specifications: Section 01 74 00 Section 1.5 Note C & D. Will the required (3) hard copies of a 3-Ring Binder of project operating and maintenance materials be required for the project or will (1) electronic copy without the hard copies be acceptable for the project?

Response: Hard copies will not be required. Instead, provide (1) one electronic copy.

53. Library Specifications: Section 09 68 13 Section 1.11 Note A2. Will attic stock be required for any material within the project? If so, please identify material and amount of attic stock required for including in pricing.

Response: Requirements for attic stock are included in individual specification sections.

54. LEED: Will this be a LEED Accredited project? If yes, please provide accreditation level to achieve for reference.

Response: This is not a LEED Accredited project.

55. Buy American: Does this project fall under the Buy American Act for sourcing material?

Response: This project does not fall under the Buy American Act.

56. Davis Bacon Wages: Do Davis Bacon Wages apply to this project? If yes, can the wage determination sheet be provided for reference.

Response: Davis Bacon Wages do not apply to this project.

57. Special Conditions: Note 5.8: Is it the responsibility of the Contractor to lease / rent the air conditioned warehouse for storing the library books or will it be the responsibility of the County? If it is the County's responsibility, please provide a site location for reference so we know how far and where we would be relocating the Collection.

Response: It is the responsibility of the Contractor to lease/rent the bonded air-conditioned warehouse for storing the library books.

58. Special Conditions: Note 5.8: If contractor responsibility to provide air-conditioned space for storing collection can we utilize an air-conditioned onsite temp. storage facility in lieu of an offsite warehouse space?

Response: An air-conditioned temporary onsite storage facility may be provided by the Contractor in lieu of an offsite warehouse if it is accommodated within the identified staging area shown on Architectural Site Plan sheet AS-101 while accommodating all other required and necessary functions of the staging area without exceeding the limits defined for the area.

IFB-26-00005 Page 11

59. Should the Direct Deposit Authorization Form be included in the bid package?

Response: No, please follow the instructions on the form.

60. In regards to builders risk what exactly are we to be expected to cover? Entire structure? Only interior renovation areas? All Items withing renovation area including existing owner items? If that is the case we need the value of the owner FF&E. Please advise exactly what builders risk should cover in order to provide correct pricing.

Response: Refer to insurance requirements within the Special Terms and Conditions for complete insurance details and requirements. These insurance requirements state 100% of the building value for builders’ risk coverage is required, per the Hillsborough County Property Appraiser the building value is listed at $6,704,629.

61. Please provide the contact information for the existing controls contractor.

Response: Kenyon & Partners is a HVAC contractor that assists the County with controls.

62. Per question #3 response, uses reference to “accessory related areas”. Please clarify what areas

(rooms) are considered “accessory related areas”?

Response: Per question #3 response, the reference to “accessory related areas” within the response is referring to areas indicated to be renovated in the Construction Documents within Phase 1 but were not specifically called out within question #3 response.

B. Clarification:

1. The sheets are formatted to be 30” x 42”. If all of the drawing sheets are printed the same, then the

Architectural Floor Plan sheet A-101 can be used to confirm the sheets have been printed to their proper size by measuring the dimensions shown on that plan and comparing the results to the associated noted dimensions.