Amendment_2_-_Pre-Bid_Meeting_Minutes_and_Q_A.pdf

Office of Procurement and Contracts 900 SW Jackson St., Room 451 South Topeka, KS 66612

Phone: 785-296-2376 Fax: 785-296-7240 https://admin.ks.gov/offices/procurement-contracts

Adam Proffitt, Secretary Todd Herman, Director Laura Kelly, Governor

AMENDMENT

Amendment Date: January 21, 2025

Amendment Number: 2

Bid Event Number: EVT0010082

Closing Date: January 28, 2025, 2:00 PM

Procurement Officer: Ashley Evans Telephone: 1-785-296-8107 E-Mail Address: Ashley.N.Evans@ks.gov

Agency: Osawatomie State Hospital

Item: Biddle Building Interior Courtyard Renovation

Conditions: Pre-Bid Meeting Minutes, OSH Security Rules, Bid Bonds, Questions/Clarifications

A signed copy of this Addendum must be submitted with your bid. If your bid response has been returned, submit this Addendum by the closing date indicated above.

I (We) have read and understand this addendum and agree it is a part of my (our) bid response.

NAME OF COMPANY OR FIRM:

SIGNED BY:

TITLE: DATE:

It shall be the vendor's responsibility to monitor this website on a regular basis for any changes.

http://admin.ks.gov/offices/procurement-and-contract mailto:Ashley.N.Evans@ks.gov http://admin.ks.gov/offices/procurement-and-contract

Amendment 2 Event ID: EVT0010082

Bid Bonds Each bid submitted in connection with this Project shall be accompanied by a certified check, cashier's check or bid bond in the amount of five percent (5%) of the base bid, payable without condition to the State of Kansas.

The bid bond shall be accompanied by a Power of Attorney showing the authority of the person executing the bond on behalf of the Surety Company and should be approved by the Director, Procurement and Contracts prior to opening of bids.

An annual bid bond on file with the Director, Procurement and Contracts, may be acceptable for this transaction providing it is equal to or greater than five percent (5%) of the base bid and is payable without condition to the State of Kansas. This bond must be accompanied by a Power of Attorney showing the authority of the person executing the bond on behalf of the Surety Company.

Note: Use of an annual bid bond must be approved by the Director, Procurement and Contracts a minimum of five (5) days prior to the opening of bids. The Director of Procurement and Contracts may disapprove the use of an annual bid bond if said bond is being used as a bid guaranty on more than one (1) project at the same time.

In the event of an award, the responsible bidder offering the lowest bid price meeting Specifications will be required to enter into a Contract and provide proof of insurance in the amount required for the project.

Said bidder shall also provide a Performance Bond for the full amount of the Contract. In addition, the bidder will be required to furnish a Public Works Bond for a project of $100,000 or greater, for the full amount of the contract. A Certificate of Deposit, in an amount of 100% of the Contract amount, may be substituted for a Performance and Public Works Bond. All the above documents must be completed and returned within fifteen (15) calendar days after their receipt. Failure to return these documents within the required time period may cause a cancellation of the award and a forfeiture of the full amount of the bid guaranty. Procurement and Contracts may also suspend a bidder from bidding State construction work for six (6) months for failure to comply with this section.

Bond forms will be provided by Procurement and Contracts and must be executed with a surety company licensed to do business in the State of Kansas.

Bid Guaranties (submitted by certified or cashier's checks) will be returned to unsuccessful bidders when the successful bidder is determined and a Contract executed. The Bid Guaranty of the successful bidder will be returned when the contract, required Bonds and Insurances are furnished and accepted by Procurement and Contracts. Bid guaranties submitted in the form of a certified or cashier's check will be returned on a State of Kansas warrant.

MEETING NOTES IN RED (1.16.25)

Pre-bid Meeting for: Osawatomie State Hospital - Biddle Interior Courtyard

1. Introductions:

o Agency Members: Richard Zaroban (OSH), Chelsea Purnell (OSH), Clint Glidewell (OSH), John

Golightley (KDADS) on the phone, and Ashley Evans (DAPC) o Project Engineer & Architect: Katelyn Wolf, Steve Wise and Abby Brown (Bartlett & West)

2. Please Sign the Attendance List – this will be issued as an addendum

3. Cutoff for questions: 1/22/2025 by end of day

4. Bid Close Date: 1/28/2025 by 2 p.m.

o Submit to The Kansas Department of Administration, Office of Procurement and Contracts

▪ emailed (Procurement@ks.gov.) or hand delivered accepted

5. Bids are opened by Procurement and Contracts – bid reading will begin at 2:30.

6. Best efforts will be made to award contract within 2 weeks of bid reading.

7. Expected completion date will be 90-days from award of contract/Notice to Proceed.

8. Questions concerning bid bonds, performance bonds, public works bonds insurance, etc. are to be directed to Purchases at 785-296-0408. Addendum 1 has already been posted online – about bid bonds.

9. Any brand names shown are given only to assist in identifying the type and quality of product required.

Bids on comparable brands are invited.

10. Site Security Rules – See Page 2. Richard specifically discussed importance of leaving OSH campus completely to smoke, and importance of locking up or removing from site (every night) any and all construction materials, tools or equipment that could potentially be used as a weapon by a patient.

11. Clarifications/Additions/Corrections:

o Biggest unknown is the condition of storm pipe under building, exiting the courtyard to the south.

We’ve scoped it within the courtyard and it shows it is either bending or breaking near the building foundation. During demolition, and as part of this base bid - contractor will be responsible for scoping the line under the building to determine condition and where it outlets, as well as cleaning out any debris. But any replacements under the building or work outside of the courtyard, not already called out in the construction documents, will then be dealt with as an additional service at that time.

12. Discussion and questions – See page 3 for answers to the following questions

a. Can you provide an F,F&E list for us?

b. What concrete mix design do we need to bid?

c. What is the crane schedule, to lift over portions of the building with no patients or employees in them?

d. What is the swing length/building dimension that the crane will need to span?

e. Are there watering requirements on sod after installation?

f. Where is the construction personnel access corridor?

g. What is the height of the building?

h. How many feet of pipe should we assume we need to clear debris of?

i. Can we construct stairs/scaffolding on outside of building, membrane over roof, and stair/scaffolding on interior of courtyard for contractors to use instead of going through building?

13. Site Walk

a. Ram Board to cover flooring in construction personnel access corridor should be included in bid.

mailto:Procurement@ks.gov

Osawatomie State Hospital Security Rules

Special Security Requirements for Osawatomie State Hospital Facilities.

a. Questions concerning access to the project site and any security requirements shall be directed to:

Richard Zaroban, Project Manager (Cell – 913-755-1211)

b. All persons must obey the facility’s security rules at all times while at the facility. Any person in violation of the rules will be removed from the facility and not allowed to reenter at any other time.

c. No intoxicating beverages shall be brought on the grounds of the Institution.

d. No firearms, ammunition or other weapons shall be carried on facility property.

e. No narcotics shall be carried or used on premises.

f. Vehicle keys shall be removed, and vehicles shall be locked when not in use, whether on-site or adjacent to the construction site. Any vehicle will be subject to search at any time while on Institution Grounds.

g. Theft or loss of keys, tools, construction equipment, materials etc., shall be reported immediately to the Owner.

h. Contractor shall remove all tools at the end of each work day. The Institution will not be responsible for the Contractor's tools, equipment or materials.

i. The contractor and subcontractors shall remove all construction debris from the building site at the end of each day. Sheet metal scraps, pipe and any other materials which could be used as weapons shall be removed from the project daily; other debris may be deposited in a dumpster and removed weekly or as required by Owner.

j. The contractor shall advise workmen that, when they are given keys to the buildings, they will be responsible for keeping all doors locked, all tools accounted for and the keys in their possession at all times while at the project site.

k. Contractor's storage and Work area shall be tightly secured during nonworking hours. Openings in ceilings, roofs and exterior walls shall be closed temporarily.

l. Normal working hours shall be from 8:00 a.m. to 4:30 p.m. (times may be modified by the Institution), Monday through Friday, with Saturdays and Sundays available with special permission from the Institution. All employees working on the Project must be checked in and out each working day.

m. Photographs: Photographing OSH patients is prohibited. Permission to bring cameras onto facility property and photographing Work or site conditions must be received from the appropriate personnel.

n. The Contractor is advised that OsawatomieState Hospital is TOBACCO FREE. No person may use or have any tobacco products, lighters or other related items on their person while on facility property. Tobacco products and related items shall be locked in company or employee vehicles in designated parking areas while workmen are on facility property. E-cigarettes are not allowed.

Responses to Questions posed at Pre-Bid Meeting:

a. Can you provide an F,F&E list for us?

• Shade Structure: see attached

• Picnic Tables (ADA & non ADA): see attached

• Basketball goal: must be adjustable and permanently fixed to/in ground.

• Raised plant bed:

o Link to buildable plans: https://www.lowes.com/n/how-to/deck-and-patio-storage-planter o Link to purchasable option: https://www.esschertdesignusa.com/product/raised-planter-bed-w-storage-compartment-light-wood/

b. What concrete mix design do we need to bid? KCMMB, 3500-4000 psi

c. What is the crane schedule, to lift over portions of the building with no patients or employees in them? Swing over dining room would be preferable, and coordinate with Richard so that you don’t lift during meal hours.

d. What is the swing length/building dimension that the crane will need to span? See image below

e. Are there watering requirements on sod after installation? Coordinate with OSH Maintenance staff upon installation, and they will water/maintain.

f. Where is the construction personnel access corridor? See image below

g. What is the height of the building? One-story

h. How many feet of pipe should we assume we need to clear debris of? Base bid should include 50 LF of debris clearing. Provide unit price for length beyond that.

i. Can we construct stairs/scaffolding on outside of building, membrane over roof, and stair/scaffolding on interior of courtyard for contractors to use instead of going through building? Yes, but the interior stairs must be blocked off at end of day.

USASHADE'

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Q-049996 Single Post Pyramid QRE 123 Length 20 ft 0 in x Width 20 ft 0 in $9,225.00 1 $9,225.00 by 10 ft 0 in Entry

Q-049997 Single Post Pyramid Cantilever QRE 127 Length 20 ft 0 in x $9,300.00 1 $9,300.00 Width 20 ft 0 in by 12 ft 0 in Entry

Q-049998 Single Post Pyramid Cantilever QRE 127 Length 18 ft 0 in x $8,760.00 1 $8,760.00 Width 18 ft 0 in by 12 ft 0 in Entry

Q-049999 Single Post Pyramid Cantilever QRE 127 Length 16 ft 0 in x $6,250.00 1 $6,250.00 Width 16 ft 0 in by 12 ft 0 in Entry

Q-050131 Single Full Hip Canti 202 Length 36 ft 0 in x Width 20 ft 0 in by 10 $16,550.00 1 $16,550.00 ft 0 in Entry

Freight Freight $1,879.29 1 $1,879.29

Drawing Electronic Stamped Engineering Drawing $ 650.00 4 $2,600.00

Subtotal $45,761.28

Sales Tax Not Included

Total $45,761.28

Signature: ______________________ Date: ______ _

Proposal Pricing: The above proposal is valid for 30 days from the date first set forth above. PRICES ARE YOUR COSTS. After 30 days, we reserve the right to increase prices due to the rise in cost of raw materials, fuel, or other cost increases. When applicable, USA SHADE & Fabric Structures reserves the right to implement a surcharge for significant increases in raw materials, including, but not limited to: fuel, steel, and concrete. Due to the duration of time between proposals, contracts, and final installation, USA SHADE & Fabric Structures reserves the right to implement this surcharge, when applicable at it's sole discretion. Installation, unloading and storage are not included unless specifically noted in Proposal.

In the event of a software error creating an incorrect price, USA SHADE & Fabric Structures reserves the right to void the incorrect proposal and supply a corrected version to the purchaser.

Taxes: Sales and/or use taxes are not included in your proposal. Sales and/or use taxes will be added at time of order unless acceptable tax-exempt documentation is provided.

Purchase: By executing this proposal, or submitting a purchase order pursuant to this proposal (which shall incorporate the terms of this agreement specifically by reference) which is accepted by USA SHADE & Fabric Structures (the "Company"), the purchaser identified above ("you" or the "Purchaser") agrees to purchase Shade Structures brand shade structures ("Structures") and the services to be provided by the Company, as detailed in the Proposal sections of this agreement, above, or in the relevant purchase order accepted by the Company, for use by Purchaser or for installation by Company or Purchaser on behalf of a third-party who will be the ultimate owner of the Structures (the ultimate owner of a Structure, whether Purchaser or a third-party, being the "Owner").

Short Ship and Damage Claims: Purchaser has 5 days from receipt of the structures to file a short ship or damage report in writing to its sales representative. Company will not honor claims made after this time.

www.usa-shade.com 1800-966-5005

Richard.Zaroban Rectangle

627 Amersale Drive Naperville, IL 60563

Phone: (800) 323-5664 Fax: (630) 897-0573 sales@belson.com

Model # TRS464-PS Dimension Sheet www.belson.com

Round Coated Steel Portable Tables

78"

46"

6"

11"

10"

30"

18" https://www.belson.com/Round-Coated-Steel-Portable-Tables-with-Solid-Top-Punched-Steel https://www.belson.com/Round-Coated-Steel-Portable-Tables-with-Solid-Top-Punched-Steel https://www.belson.com/

627 Amersale Drive Naperville, IL 60563

Phone: (800) 323-5664 Fax: (630) 897-0573 sales@belson.com

Model # TRS463-PS Dimension Sheet www.belson.com

Round Coated Steel Portable Tables

62"

46"

11"

78"

18"

30"

6" Diameter Steel Flange

10"