26B1516001 536q 534q Pre Bid Meeting Minutes.pdf
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- Solicitation number
- RFQ 171 260000000277 2
- Issued by
- Crawford County, Michigan
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Pre-Bid Meeting Minutes Summary
This document contains mandatory pre-bid meeting minutes for a renovation project conducted by the Michigan Department of Military and Veterans Affairs (DMVA) and the Department of Technology, Management & Budget (DTMB). The project involves renovating Buildings 536Q and 534Q at Camp Grayling Training Center under DMVA Project No. 26B1516001. The meeting was held on May 6, 2026, at 10:00 AM at Building 30, Howe Road, Camp Grayling. Bidders were required to attend the site visit and sign the pre-bid sign-in sheet, as bids would not be accepted without attendance verification. Questions and Requests for Information were due by May 20, 2026, at 10:00 AM, with responses to be included in an addendum. The bid opening is scheduled for May 27, 2026, at 2:00 PM. Project completion is required within 365 calendar days following the preconstruction meeting, with buildings tentatively vacated by September 8, 2026. The DTMB typically takes 45 days to award contracts after receipt of bids, and the Notice to Proceed will be issued at the preconstruction meeting.
The project includes a $100,000 contingency allowance and a $7,000 cash allowance for regulator removal and reinstallation. Bid security of 5 percent of the awarded base bid cost is required. Liquidated damages are assessed at $500 per day. One deductive alternate allows bidders to eliminate all work pertaining to Building 534Q. Contractors must comply with the Federal Davis-Bacon Act, the Build America, Buy America Act, and all Michigan Department of Military and Veterans Affairs special working rules. Work hours are 7:45 AM to 4:30 PM, Monday through Friday. Contractors must maintain a full-time superintendent on-site, submit shop drawings prior to construction, and establish a construction waste management plan with a goal to salvage or recycle 60 percent by weight of non-hazardous solid waste. Bidding documents are available through the Michigan Advantage4 website, and all bidding submissions are electronic.
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MANDATORY PRE-BID MEETING MINUTES for Renovate Buildings 536Q/534Q – Camp Grayling DMVA Project No. 26B1516001 Index No. 1070 DTMB Project No. 511/26126.AGY
Meeting Date: Wednesday, May 6th, 2026 at 10:00 AM, Bldg. 30, Howe Rd, Camp Grayling
1. Introductions: Adam Pohl (Project Manager), Melissa Mead (Construction Field
Representative)
a. Design POC is Adam Pohl
b. Construction Field Representative POC is Melissa Mead.
2. Submit questions by email to Adam Pohl: pohla4@michigan.gov. Bidding
RFI’s/Questions are due up to May 20th, 2026 by 10:00am. An addendum will be issued following this date with all RFI’s submitted including response.
3. Bid Opening Date: Wednesday May 27th, 2026 at 2:00 PM
4. Bidding Documents - Sets of Bidding Documents may be downloaded from the following website: https://sigma.michigan.gov/PRDVSS1X1/Advantage4
5. 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.
6. Must comply with Federal Davis-Bacon Act. Wages are included in the specifications.
7. There is one deductive alternate for this project:
ALTERNATE NO. 1: State the amount to be deducted from the base proposal sum to eliminate all work pertaining to the renovation of building 534q, the site work pertaining to 534q, and all related work for 534Q as indicated in the drawings and specifications.
8. There is a $100,000 Contingency Allowance for this project, and a $7,000 Cash
Allowance for regulator removal and reinstallation.
9. There are liquidated damages for this project at $500/day.
10. Bid Security (bond) of 5% of awarded base bid cost is required.
11. Follow Section 00100 Instructions to Bidders carefully for instructions on submitting bids.
12. Bidding will be electronic.
13. 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.
mailto:pohla4@michigan.gov https://sigma.michigan.gov/PRDVSS1X1/Advantage4
14. The contractor is to certify compliance with the Build America, Buy America Act (BABAA) requirements by completing and signing the form included on Sigma.
15. Project completion date is 365 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 Pre-Construction
Meeting. No work is to begin until the written notice is given to the General Contractor.
Buildings 536Q and 534Q are tentatively planned to be vacated by September 8th, 2026.
16. Soil Erosion and Sedimentation Control (SESC) permit will not be required as part of this contract. Contractor to install silt fence as shown on drawings, clean adjacent sidewalks and sweep streets regularly.
17. Permits-
State of Michigan Licensing and Regulatory Affairs Bureau of Construction Codes permits and inspections are required. It is the responsibility of the contractor to pull and pay for all permits required to perform the work indicated in the drawings and specifications.
18. Hour of work at location – 7:45AM to 4:30PM, Monday through Friday. With prior approval, works hours may be adjustable if Camp Grayling activities allow.
19. Contractor to have full time superintendent/project manager to remain on site while construction work is being performed and document daily reports.
20. Contractor is required to remove all construction debris per specs.
21. All excess topsoil and spoils shall be handled in accordance with special requirements for Camp Grayling listed on the drawings.
22. Site access concerns: Comply with all Department of Military and Veterans Affairs special working rules listed in the specifications.
23. Contractor must submit shop drawings prior to construction scope of work. No work shall commence until an adequate amount of approved shop drawings have been issued by the designer.
24. All work is to be per the contract documents.
25. Contractor to coordinate all work with Melissa Mead, Construction Field Representative.
26. Pre award submittals/shop drawings are listed in Section 085113 Aluminum Windows, 235216 Condensing Boilers 236313 Air Cooled Condensers, 237313 Modular
Indoor Air Handling Unit. as well as 230900 HVAC Instrumentation and Controls
Qualifications Data for this project.
27. The work under this contract includes, but is not necessarily limited to providing all labor, equipment, and materials to renovate buildings 536Q, 534Q and all related work at the
Camp Grayling Training Center, in accordance with the specifications and accompanying drawings for DMVA Project No. 26B1516001.
28. All work must be scheduled and coordinated so that all site operations are maintained.
29. 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.
30. Testing is required and is the responsibility of the contractor. Some items included but not limited to are concrete and earthwork.
31. Load tickets are to be submitted to Melissa Mead each day for all materials.
32. Pre-bid walkthroughs of the 536Q and 534Q buildings and sites took place following the meeting.
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