JPK_Back Lot Improvements_Pre-Bid_Minutes_061824.pdf

JOSEPH P. KINNEARY U.S. COURTHOUSE / BACK LOT IMPROVEMENTS / PRE-BID MEETING & WALK-THROUGH 1

Meeting Minutes

GSA Public Buildings Service www.gsa.gov

PRE-BID MEETING & WALK-THROUGH

DATE: JUNE 18TH, 2024 TIME: 10:30 AM – 12:30 PM (EST)

PROJECT NAME: BACK LOT IMPROVEMENTS

AGENCY REQUEST: GSA

RFQ #: 47PF0024R0060

KAHUA #: 000002910

PROJ. FACILITY: JOSEPH P. KINNEARY U.S.

COURTHOUSE

PROJ. LOCATION: 85 MARCONI BOULEVARD

COLUMBUS, OH 43215

MTG. LOCATION: JPK BASEMENT CONFERENCE ROOM #B39

DIAL-IN INFO: (470) 326-0079 / PIN: 222 158 863#

VIRTUAL INFO: GOOGLE MEET – meet.google.com/zow-ibdm-rzv

SUBJECT: JOSEPH P. KINNEARY U.S. COURTHOUSE – BACK LOT IMPROVEMENTS – PRE-BID MEETING & WALK-THROUGH

AGENDA ITEMS

1) SIGN-IN / INTRODUCTIONS

2) MEETING OBJECTIVE

a. The purpose of this meeting is to allow prospective bidders an opportunity to familiarize themselves with the project and the project site, as well as to explain the procedures to be followed during the construction of this project in accordance with the contract documents and specifications.

b. No oral statement made by a Government representative during the pre-bid conference, nor any written record of such oral statements as may be made and subsequently furnished to the offeror, will be deemed to have the effect of adding to, modifying, or otherwise varying from the written provisions of the request for quotation (RFQ) including, but not limited to, specifications and written amendments to the solicitation. In the event discussion or questions are raised during this meeting to indicate a need to modify the RFQ, an amendment to the solicitation will be issued in writing (via document SF30) by the GSA CO and must be acknowledged by offerors in the same manner and under the same conditions as all other written amendments to the RFQ.

3) PROJECT TEAM

a. The Project Team consists of the Contracting Officer (CO), Project Manager (PM), Contracting Officer's Representative (COR), Building/Property Manager (BPM), and the Architect / Engineer (AE).

i. Roger Schulte & Joe Daniero – CO

1. The CO administers the contract and performs official contract actions, such as issue award letter, issue change orders, etc. The CO is the sole authority for authorizing changes in, or departures from, the requirements of the construction contract. Any such changes, to be binding on the Government, must be in writing.

ii. Brendan Coughlin – PM/COR

1. The PM is responsible for the successful execution and completion of the project. The project quality, budget, and schedule are the primary objectives.

2. The COR acts as the CO’s technical representative, process payment requests, and issue requests for proposal on potential change orders.

Meeting Agenda

JOSEPH P. KINNEARY U.S. COURTHOUSE / BACK LOT IMPROVEMENTS / PRE-BID MEETING & WALK-THROUGH 2

GSA Public Buildings Service www.gsa.gov

iii. Ivan Rogers & Jake Lord – BPM

1. The BPM assists in the coordination of onsite work, facilitation of onsite security processes, and manages overall building access.

iv. Sam Rosenthal – AE

1. The Architect/Engineer prepares any additional explanatory drawings required to clarify the contract requirements, responds to contractor RFI’s, reviews shop drawings and submittals, monitors overall construction progress and schedule, and advises GSA of any project-related matters requiring attention.

4) SOLICITATION PERIOD

a. Proposals are due to the contracting team on July 12th, 2024 by 4:00 PM Eastern Time.

b. Questions shall be submitted in writing to the CO a minimum of five (5) business days prior to bids being due to allow ample time for GSA review and response.

c. Answers to submitted questions will be issued via amendment or clarification to all bidders by the CO within three

(3) business days prior to bids being due.

d. All project-related questions must be submitted to the CO, no exceptions.

e. The only site visit scheduled for this project is immediately after the pre-bid meeting on April 18th, 2023.

5) INFLATION REDUCTION ACT (IRA) REQUIREMENTS

a. This project is partially funded by IRA funding. As a result, there are specific requirements called out in the solicitation, drawings, and specifications that must be followed. Please read all information closely and submit any applicable questions for clarification.

b. Concrete and Asphalt are the two IRA components being tracked on this project. They fall under the Low Embodied Carbon (LEC) category of IRA.

c. Review requirements for exterior site signage installation as noted in the documents.

d. Specific line items are assigned to concrete, asphalt, and the vehicular gate. Bids must be broken out accordingly.

Additionally, awarded Contractor will be required to adhere to the line item breakout requirements for pay applications and billing.

e. Contractor will be responsible for the proper coordination and reporting of the concrete and asphalt used on the project via compliance declarations (i.e. Environmental Product Declaration) and reporting forms.

f. Contractor shall submit GSA’s IRA Post Award Allocation Form within 20 calendar days of contract award.

6) CONTRACT ADMINISTRATION

a. CO to review contract administration processes critical to the project with meeting attendees.

b. Awards will be Best Value to the Government based on Technical (Past performance and IRA Sustainability Factor

Table Tab B) and Price.

i. NOTE 1: The Government intends to evaluate proposals and award a contract without discussions with offerors. Therefore, the offeror's initial proposal should contain the offeror's best terms from a cost or price and technical standpoint. The Government reserves the right to conduct discussions if the Contracting Officer later determines them to be necessary. The Government reserves the right to make an award to other than the lowest priced offer if it is determined that to do so would result in the best value to the Government (i.e., tradeoff process).

ii. NOTE 2: If you have not already done so, please make sure you get the past performance Questionnaire out to your references asap so that they can be completed. The completed questionnaires may be submitted by your references directly to roger.schulte@gsa.gov or preferably you can collect them and submit them with your full proposal. Refer to the solicitation for more information.

mailto:roger.schulte@gsa.gov

JOSEPH P. KINNEARY U.S. COURTHOUSE / BACK LOT IMPROVEMENTS / PRE-BID MEETING & WALK-THROUGH 3

GSA Public Buildings Service www.gsa.gov

c. A bid bond (20% of bid price) is required to be submitted with your proposal. Prior to commencing on-site construction work, the contractor will be required to furnish (1) a performance bond in the amount of 100% of the original contract price, (2) a payment bond in the amount of 100% of the contract price, and (3) insurance in the amounts stipulated in the solicitation.

d. This is a Total Small Business Set a Side procurement.

e. Any change to the solicitation will be issued by amendment. Offerors will be responsible for monitoring the SAM website for amendments and/or additional information. Again, amendments must be acknowledged by the offeror.

f. Questions regarding the solicitation raised outside of this conference shall be submitted to the Government point of contact(s), in writing, via email, not less than 5 calendar days prior to the date established for receipt of offers (currently, deadline would be June 10, 2024) to ensure GSA can respond timely. Any questions after that are not guaranteed to be answered in time for you.

Roger Schulte (GSA CO) – roger.schulte@gsa.gov Joe Daniero (GSA CO) – joe.daniero@gsa.gov Brendan Coughlin (GSA PM) – brendan.coughlin@gsa.gov

7) PROJECT OVERVIEW

a. The primary area of work occurs at the back surface lot at the northwest corner of the Joseph P. Kinneary U.S.

Courthouse.

b. The scope of this project includes, but is not limited to, selective demolition of existing asphalt and concrete, selective demolition of the existing vehicular access gate and associated infrastructure, preparation of surfaces to receive new asphalt and concrete, preparation and installation of associated new vehicular gate infrastructure, installation of new asphalt and concrete, new parking line and symbol striping, installation of new curb stops, installation of applicable signage, etc. Refer to drawings and specifications for full extent of work.

c. Not included in the scope is the perimeter fence and man doors (and associated security), security camera infrastructure, light poles, etc.

d. There is only one entry point to the lot. Individuals must enter on the east side of the courthouse at the FPS-monitored garage entrance, drive through the garage, and park. The parking lot cannot be accessed off West Long Street.

e. The only exit access from the parking lot is through the vehicle barrier gate and on to West Long Street, which is a one-way eastbound road. Since this is the only exit, building occupants will continue to use this path until the contractor starts demolition processes. At that point, exiting will be reversed through the main entry, which will be coordinated by GSA.

f. All existing conditions to remain shall be protected during demolition and construction. Patch, repair, replacement, and/or finish work shall be performed as a result of contractor demolition and construction activities.

g. Contractor shall provide proper barriers, signage, etc. throughout duration of construction.

h. No physical, on-site work shall be performed until all applicable security clearances are finalized and all building materials are in the Contractor’s possession and are ready for installation. Certain circumstances may be reviewed to allow for earlier site access, however, the request must be submitted to GSA at least ten (10) business days for proper review and/or coordination prior to any approval.

i. Period of Performance - Substantial Completion of work from on-site NTP is 90 calendar days. Contract Completion and Closeout shall be achieved within 60 calendar days of Substantial Completion.

8) CONSTRUCTION COORDINATION OVERVIEW

a. Working Hours:

mailto:roger.schulte@gsa.gov mailto:joe.daniero@gsa.gov mailto:Brendan.coughlin@gsa.gov

JOSEPH P. KINNEARY U.S. COURTHOUSE / BACK LOT IMPROVEMENTS / PRE-BID MEETING & WALK-THROUGH 4

GSA Public Buildings Service www.gsa.gov

i. Contractor standard working hours for non-intrusive work requiring building access are from 7:00 AM to 6:00 PM, Monday – Friday.

ii. All intrusive work requiring building access (i.e. noisy, odorous, environmental, etc.) must be performed outside of standard working hours.

iii. Noisy work at the exterior of the building may be performed during normal business hours as indicated above.

b. Security Clearances:

i. Security clearances must be completed prior to any on-site work (including escorted workers).

ii. It is the Contractor’s responsibility to ensure all personnel requiring a PIV card have received their card and completed the necessary onsite PIV card programming prior to onsite work.

iii. GSA will provide access to spaces as necessary, but under no circumstances will GSA be an escort for the Contractor.

c. Dock Usage / Site Access:

i. Contractor will be able to use the loading dock for loading/unloading of equipment and materials for periods of no more than 30 minutes.

ii. Since most of the work is outside of the building, the Contractor will be able to use the freight elevator for storage of materials and light duty equipment. Contractor will be responsible for protecting all existing finishes along the path of travel.

d. Parking:

i. Parking for workers will not be provided onsite. Workers will be responsible for their own offsite parking.

ii. Onsite parking may be permitted under special circumstances, but the Contractor will need to coordinate with Project Management and Property Management for approval.

e. Dumpsters / Clean-up:

i. The use of Government dumpsters is prohibited.

ii. Dock space will not be available for a dumpster and all waste shall be removed from the area of work/jobsite before 6:00 AM Eastern Time each day.

iii. Contractor shall coordinate on-street permitting with the City to place temporary dumpsters, if desired.

iv. Contractor shall take all necessary precautions to prevent any dust, debris, equipment, etc. from filtering into adjacent areas so as not to disrupt public functions.

f. Storage:

i. Contractor will be allowed to store equipment, tools, materials, etc. within or near the area of work.

Exact location to be coordinated by GSA after contract award. Any equipment, tools, materials, etc. not in use shall be stored/secured so they are not in public view.

ii. Contractor shall coordinate on-street permitting with the City to place temporary storage units if desired.

9) PROJECT SCHEDULE OVERVIEW

a. Interim notice to proceed (NTP) is expected upon project award. This is not an on-site NTP.

b. G.C. to provide a preliminary schedule within 14 calendar days after the post-award construction kickoff meeting.

GSA expects the schedule to be updated regularly and understands durations may shift due to material availability, submittal reviews, etc.

c. There are typically 30-90 calendar days between interim NTP and on-site NTP, however, GSA understands the onsite start date could fluctuate due to material supply chain schedules, mixing plant operation schedules, agency requests, scheduled active court sessions, etc. GSA is prepared to begin onsite construction when it can accommodate as many stakeholders as possible. During the interim NTP, the following process shall occur:

i. Coordinate initial IRA-specific documentation.

ii. Complete all security clearances.

iii. Prepare and submit all project submittals (including front-end submittals) for GSA and stakeholder review.

10) SITE WALK

a. Scheduled for immediately after this pre-bid meeting. Team will be escorted by GSA to the parking lot.

b. No additional site walks are expected at this time.

JOSEPH P. KINNEARY U.S. COURTHOUSE / BACK LOT IMPROVEMENTS / PRE-BID MEETING & WALK-THROUGH 5

GSA Public Buildings Service www.gsa.gov

11) QUESTIONS OR COMMENTS

• [BC]: An RFI has been received regarding the required crash rating of the gate. This will be answered and addressed in an addendum ASAP.

• [BC]: Individual asked if any drawings were available. Confirmed everything is on SAM.gov.

12) ADJOURN

a. TIME: [BC]: 10:59AM – Team proceeded to the site.