2651524024 Construct Perimeter Roads and Parking Lots GAAF Mandatory Pre Bid Meeting Minutes.pdf

MANDATORY PRE-BID MEETING MINUTES for Construct Perimeter Roads and Parking Lots – GAAF DMVA Project No. 2651524024 Index No. 1070 DTMB Project No. 511/25414.AGY

Meeting Date: Wednesday, August 13, 2025 at 10:30 AM, Bldg. 30 Camp Grayling

Bidding RFI’s/Questions are due up to August 20, 2025 by 10:00am. An addendum will be issued proceeding this date with all RFI’s submitted including response.

Bid Opening Date: Wednesday August 27, 2025 at 2:00 PM

Introductions: Kurt Maiberger (Project Manager/Engineer), Melissa Mead (Project Site Superintendent)

Design POC is Kurt Maiberger.

Project inspection POC is Melissa Mead.

Bidding Documents - Sets of Bidding Documents may be downloaded from the following website: https://sigma.michigan.gov/webapp/PRDVSS2X1/AltSelfService

Today is the only site visit for bidding purposes. Bidders must be present and sign the pre bid sign in sheet or the bids will not be accepted by DTMB.

Must comply with Davis-Bacon Act. Wages are included in the specifications.

There are three deductive alternates for this project.

1. Alternate No. 1: State the amount to be deducted from the base proposal sum to remove the material/labor and parts/pieces associated with paving of the existing POV parking lot as shown on sheet C11.

2. Alternate No. 2: State the amount to be deducted from the base proposal sum to remove the material/labor and parts/pieces associated with constructing paving the north military parking lot as shown on sheet C7, C8, C9, C10.

3. Alternate No. 3: State the amount to be deducted from the base proposal sum to remove the material/labor and parts/pieces associated with constructing and paving of the south POV parking lot and road as shown on sheet C7, C8, C9, C10, E1, E2.

There is a $100,000 Contingency Allowance for this project.

There are liquidated damages for this project at $200/day.

Bid Security (bond) of 5% of awarded base bid cost is required.

Follow Section 00100 Instructions to Bidders carefully for instructions on submitting bids.

Bidding will be electronic.

Time is of the essence for this contract award, interview, pre-award bid submittals, and forms need to be completed and available right after bid opening.

The contractor to certify compliance with the Build America, Buy America Act (BABAA) requirements by completing and signing the form in Appendix V, “BABAA Construct Perimeter Roads and Parking Lots GAAF Compliance”.

Project completion date is 270 calendar days after preconstruction meeting. DTMB is typically taking 45 days to award contracts after receipt of the bids. Preconstruction meeting will take place on site. Notice To Proceed will be given at the PreConstruction Meeting. No work is to begin until the written notice is given to the General Contractor.

Soil Erosion and Sedimentation Control (SESC) requirements will be required as part of this contract.

Permits-

• SESC permit is required for this project.

Hour of work at location – 7:45AM to 4:30PM, Monday through Friday.

Contractor to have full time superintendent/project manager to remain on site while construction work is being performed.

Contractor is required to remove all construction debris per specs.

All excess topsoil and spoils shall be handled in accordance with special requirements for Grayling Army airfield listed on drawings.

Site access concerns: Comply with all Department of Military and Veterans Affairs special working rules listed in the specifications.

Contractor must submit shop drawings prior to construction scope of work. No work shall commence until adequate amount of approved shop drawings have been issued by designer.

All work is to be per the contract documents.

Contractor to coordinate all work with Melissa Mead, Project Site Superintendent.

Pre award submittals/shop drawings are listed in Section 260400 Basic Medium Voltage, System Requirements, 260513 Medium, Voltage Cables, 261200 Liquid Filled Padmount Transformers 3-Phase, 261323 Deadfront Switch Enclosures, 262413 Switchboards for this project.

This project consists of….. The work under this contract includes, but is not limited to providing all labor, equipment, and materials to construct perimeter roads and parking lots at GAAF as shown on the drawings and specifications.

All work must be scheduled and coordinated so that all armory operations are maintained.

There must be a construction waste management and disposal plan in place for this project.

Goal is to salvage/recycle 60 percent by weight of total non-hazardous solid waste generated by the work.

Testing is required and is the responsibility of the contractor. Some items included but not limited to are asphalt paving, concrete, earthwork, aggregate base and base courses.

Load tickets are to be submitted to Melissa Mead each day for all materials.

Missing specification section 260923 Lighting Control, this will be included in the addendum.

Questions:

1. Elevations are not listed on the deductive alternate 3 sections view for the centerline, sheet C10? These will be added and the updated drawing will be in Addendum 1.

2. Can the elevations of the corners of the new parking lots be shown on the drawings?

Elevations will be added and the updated drawing will be in Addendum 1.

3. Can the asphalt surface course minimum temperature be 40 degrees F similar to MDOT standards? Yes, the minimum temperature can be 40 degrees F.

4. The asphalt binder is listed as 58-22 in the specifications, can this be changed to 58-28?

Yes, the asphalt binder should be changed to 58-28.

5. What is the thickness of the topsoil? Assume a thickness of 6 inches for the existing topsoil.

6. Where is the spoils area located to make a berm? Assume the berm location is within ¼ mile on project site. Shape the spoils area as a berm. Cover the spoils with 4” of topsoil, seed, fertilize, and mulch similar to all other disturbed areas.

7. How to balance site if the alternates are taken, no retention ponds? Each area will have to be calculated accordingly.