Pre-bid_Conference_Meeting_Minutes_ _Sign-In_GS-01-P-16-BW-C-7002.pdf

Solicitation GS-01-P-16-BW-C-7002

PRE-BID CONFERENCE MEETING MINUTES

Burlington 5 th

Floor Judges Renovations

Burlington Federal Building, RM 250

11 Elmwood Ave

Burlington, VT 05401

April 7, 2016 11:00AM

OPENING

Introduction:

The following are GSA personnel:

Contract Officer Sotheavy Khon

COR Travis Bonnett

Property Manager Brian Fuller

The following contractors were in attendance: See attached sign-in sheet.

The purpose of this meeting is to gain a better understanding of the Solicitation requirements. A copy of the meeting minutes will be issued along with any forthcoming amendment(s). All discussions held today do not change the Solicitation. The questions and answers are provided as information only and do not authorize changes to the solicitation. Only changes made by the issuance of an amendment are to be considered in preparing your proposal.

CLARIFICATION OF SPECIFICATIONS AND DRAWINGS

Any prospective Offeror desiring an explanation or interpretation of the solicitation, drawings, specifications, etc. must request in writing by COB 04/20/2016 to allow a reply to reach all prospective Offerors before the submission of their bid. An amendment with the answers will be posted on or about 04/27/2016.

Oral explanations or instructions given before the award of the contract will not be binding. Any information given to a prospective Offeror concerning the solicitation will be furnished promptly to all Offerors as an amendment of the solicitation, if that information is necessary in submitting their proposals, or if the lack of it would be damaging to any other Offeror.

SITE VISIT:

There will be a tour after this meeting.

ACCESSING DOCUMENTS

Pre-Bid Conference minutes will be posted to fbo.gov in the next few days.

Documents are uploaded on the Federal Business Opportunities (FedBizOpps) website.

SECURING DOCUMENTS

Please note that you are required to maintain a list of all suppliers and Subcontractors that you have provided copies of GSA documents.

SECURITY CLEARANCES

HSPD-12 - “Policy for a Common Identification Standard for Federal Employees and

Contractors” (the Directive). The Directive requires GSA to conduct background investigations and adjudicate the results for all contract employees requiring routine unescorted access to

Federally-controlled facilities.

CLAUSES/PROVISIONS-

Particular attention should be given to the following:

FAR Clause 52.219-14 Limitations on Subcontracting reads in part:

By submission of an offer and execution of a contract, the Offeror/Contractor agrees that in performance of the contract in the case of a contract for General Construction, the Concern will perform at least 15 percent of the cost of the contract, not including the cost of materials, with its own employees.

FAR Clause 52.228-1, Bid Guarantee which reads;

A Bid Guarantee is required with a bid in excess of $150,000. The Bid Guarantee shall be in the amount of 20% of the bid price or $3 million, whichever is less.

PERIOD OF PERFORMANCE

FAR Clause 52.211-10 Commencement, Prosecution and Completion of Work states:

The contractor shall be required to:

Commence work under this contract within 10 calendar days after the contractor receives notice to proceed, Prosecute the work diligently, and

Complete the entire work ready for use not later than 120 calendar days after the

Contractor receives the notice to proceed. The time stated for completion shall include final cleanup of the premises.

Substantial Completion is within 90 days of NTP

Contract Completion is within 30 calendar days of Substantial Completion.

GSA would like to expedite NTP to 7 calendar days after award. As such, the awardee will be requested to expedite performance and payment bonds after award.

INSURANCE

Provide your Certificate of Liability Insurance in accordance with FAR 52.228-5 Insurance-

Work on a Government Installation.

LABOR RATES

Davis Bacon Wage Determination VT160025, Modification 1, dated 02/05/2016

SUBMISSION OF Bids:

BID CONTENTS:

(1) SF 1442 with Amendments Acknowledged

(2) Representations and Certifications (C301)

(3) Bid Guarantee, using Standard Form 24

(4) Contractor Responsibility Questionnaire

(5) GSA Form 527 – Contractor’s Qualification and Financial Information

BID DUE DATE AND METHOD OF SUBMISSION

1. In order to be considered for award, proposals conforming to the requirements of the

Solicitation must be received at the following office no later than 2:00 pm on the following date and at the following address:

Date: May 04, 2016

Address: General Services Administration

Contract Operations Branch, 1PQB

10 Causeway Street, RM 1100

Boson, MA 02222-1077

ATTN: Bid Custodian

REF: GS-01-P-16-BW-C-7002

2. Proposals sent by commercial package delivery and hand delivery shall be deemed received as of the date and time of delivery to the office designated for receipt of proposals.

3. Proposals sent by United States Mail shall be deemed received as of the date and time of delivery to the office designated for receipt of proposals.

NOTE: Any proposal received after the time and date specified above will be considered late and may be rejected.

THE CONTRACT

The estimated award date is 05/12/2016 and the estimated Notice to Proceed date is 05/19/2016.

ESTIMATED PRICE RANGE

The estimated price range for the Project is between $250, 000 and $500,000.

Method of Award

EVALUATION OF PROPOSALS

The Government will award a contract resulting from this Solicitation to the lowest, responsible bidder whose bid is conforming to the solicitation.

AMENDMENTS

Questions and answers will be posted as an amendment

The following Design Changes will be posted as an amendment:

A 102:

Wall P4 construction to have 2 layers of 5/8” drywall each side, bringing it to STC50 rated wall with tile.

A 201:

Restroom walls to be built to new P4 construction as shown above.

A202:

Add 4 can lights in acoustical ceiling main room.

Add 1 can light in restroom.

A302:

Wall millwork to have height adjusted to match height of bookshelves along windows.

E102:

Add 4 can lights in acoustical ceiling main room to have separate dimmer switch controlling these lights.

Add 1 can light in restroom.

WORKING HOURS

Drawing A100

The Government Occupied hours for this contract shall be 6:00 AM-5:30 pm., Monday through

Friday, unless otherwise authorized by the Contracting Officer. Coordinate after hours work with the Contracting Officer’s Representative.

Noisy and/or odor-producing work that may disrupt tenant operations in adjacent spaces shall be done during unoccupied hours. The renovation space is directly adjacent to a courtroom, and

Contractor need to be very aware of making noise in the construction area. If there is court taking place, it may drastically impact what the contractor can be doing for work at that time.

PARKING FACILITIES

Drawing A100

Parking will be available for one contractor vehicle onsite during normal working hours of the building occupants. The contractor and contractor employees shall make their own arrangements for vehicle parking off site.

PROJECT SUMMARY OF THE WORK

The contractor must provide all labor, materials, equipment and supervision for the complete renovation of a Judge’s Chambers on the 5th floor of the Burlington Federal Building. The project is to include all trades needed to complete the work, such as, Carpentry, Electrical, HVAC, Plumbing, Millwork, Finishes, Life Safety, Cabling, Demolition, Flooring, etc.

Space consists of approximately 1600 sf of space.

Demolition of all interior walls.

Construction of 3 rooms, 1 closet, 1 restroom.

Full Walnut millwork throughout space.

All demo and noise causing work to take place off hours.

QUESTIONS AND ANSWERS

All questions shall be put in writing to the Contracting Officer. We will coordinate to provide a written response.

1. How do you tell who the contractors are?

a. All contractors are required to wear clearly identifiable reflective safety vests.

This allows the building tenants to clearly and quickly identify if someone should be where the construction staff should be in the building.

2. Is there anything in the drawings about how the existing carpet is affixed to the floor?

a. No, however, the carpet and pad are both glued to the floor.

3. There appears to be a height difference in the carpet, what is this from?

a. In a section of the floor, approximately 3’ x 15’, the concrete floor is approximately ¼” higher than the rest of the floor. This area will require feathering and leveling the floor to ensure the difference is not noticeable.

4. I’m having a hard time accessing the drawings, what do I do?

a. In order to access the drawings you must have a DUNS number, be registered in

SAM.gov, and registered at FBO.gov, in that order. Each of those areas have help desks on the site, and should be used to facilitate questions you have about their registration process.

5. Is there time to get security clearances?

a. The security clearance process goes well if the contractors promptly provide the requested information about staff. There is enough time to have staff cleared during the submittal process as long as all contractors ensure communication is handled promptly.

6. Can we make noise in the mornings?

a. Short noise producing tasks can be done in the morning, as long as they are scheduled and completed before 8:30 am. Otherwise all noise producing work must be done outside of business hours.

7. Are there a minimum number of bids required to award the project?

a. As the solicitation was posted nationally, open market, if a single bid is received, that meets all requirement’s, and is found fair and reasonable in relation to the

Government’s estimate, then it would be awarded.

8. Can we put the temporary walls outside of the construction zone, in the hallway and courtroom?

a. Temporary walls will need to be built in the hallways to ensure containment of the construction site. Nothing is to be installed inside of the courtroom. The door to the courtroom should be sealed for dust and sound from inside of the construction zone.

9. Can we have a negative air machine ducted to the outside through a window?

a. This approach is required and noted in the drawings.

10. Are the fire alarm details on the drawings?

a. The building has a new fire alarm system that was installed in Oct 2015. The drawings show new locations of devices which are all to be installed as per existing conditions.

11. Can we use a demolition Chute for debris?

a. If a proper plan is submitted for a debris chute it will be approved for use. It will be challenging though as it must go 5 stories and there is a lower roof below the suite.

12. How do we get from the Suite to the loading dock area / dumpster?

a. All debris must be in carts, covered and protected, brought down hallway to elevators, then using the elevator that has protection in it, travel to the basement.

In the basement you proceed down hall to rear of building, take the freight elevator to the 1 st floor, and you are on the loading dock.

13. Can we remove a window and have materials brought in with a crane?

a. If a plan for work is submitted that ensures safe operation then a crane for materials is acceptable. This must be coordinated to ensure no impact to building operations.

14. Is the flooring available using GSA Schedule pricing?

a. Schedule pricing is available; submit the request when ordering and GSA will provide documentation confirming the order is for GSA.

15. Can we provide new light fixtures instead of re-using them?

a. As long as there is not an increase in costs, new fixtures can be used instead of replacing and cleaning the existing fixtures. Exact product must be submitted and

GSA will review.

16. Are new HVAC registers and grills needed?

a. The ceiling HVAC grills and registers are all to be new. The grills and registers, in the millwork, for the fan coils units are all to be new, coordinated with the millwork contractor to ensure proper size, fit, etc, in anodized finish.

17. Does all electrical have to be in conduit of can whips, etc, be in MC?

a. Whips to light fixtures, and walls not able to be opened can be in MC. All other electrical must be in conduit.

18. Is duct insulation required?

a. Supply Ducting is to have 1” insulation

19. Who is the HVAC controls maintenance done by?

a. The controls system is a Honeywell system, maintained by Honeywell Building

Solutions, Williston, VT, 802-585-6349.

b. Any and all work on the controls must be coordinated and completed by the

Honeywell vendor to ensure compatibility and operability of the system.

20. What feeds the ceiling HVAC duct?

a. The HVAC in the ceiling is for fresh air and circulation of air. The room is tempered by the perimeter fan coil units.

b. AHU-11 controls all ceiling duct in the chambers, as well as the chambers on the south end of the building.

c. AHU-11 is currently controlled by a single thermostat in the South Chambers.

One of the thermostats in the North Chambers, this project, must be programmed to balance the temps between the two spaces.

Clarifications:

1. Devices around windows, in bookcases, are to be installed in the base of the millwork, installed centered on millwork and in a uniform fashion.

2. No VT or Burlington Permits are required for the project.

3. Burn permits are to be obtained by GSA staff in the building and can be done with 48 hours’ notice.

4. Contractor must provide all their own tools. Nothing is to be borrowed by the building maintenance or janitorial staff.

5. Floor boxes must be cored during noise producing scheduled times.

6. Drain Plumbing is to be in Cast Iron piping, with Fernco fittings.

CLOSING

Please remember that anything stated here today, would not bind the government unless it is incorporated into the solicitation by a written amendment.

All questions should be sent to Sotheavy Khon and Donna Maffeo via e-mail to sotheavy.khon@gsa.gov and Donna.maffeo@gsa.gov .

Thank you all for coming. If you have not already done so, please make sure that you sign-in.

A list of attendees will be included in the posted meeting minutes.

OTHER ISSUES

ANY ADDITIONAL QUESTIONS AND ANSWERS WILL BE POSTED SEPARATELY.

mailto:sotheavy.khon@gsa.gov mailto:Donna.maffeo@gsa.gov

Sign-In Sheet

Name Company Telephone Email

Travis Bonnett GSA 802-951-6224 travis.bonnett@gsa.gov

Brian Fuller GSA 802-951-6365 brian.fuller@gsa.gov

Harry Vogt GSA 603-225-1628 harry.vogt@gsa.gov

Sotheavy Khon GSA 617-565-8892 sotheavy.khon@gsa.gov

Holli Roberts GSA 617-921-4487 holli.roberts@gsa.gov

Jim Burns XL Mechanical 802-316-9176

Christian Sandel US Courts 212-857-8784 christian_sandel@ca2.uscourts.gov

Jeff Eaton US Courts 802-951-6395 jeff_eaton@vtd.uscourts.gov

Michael Dunavin US Courts 802-951-6395 michael_dunavin@vtd.uscourts.gov

Gerald Case Case Contracting 518-279-2686 gcase3@nycap.rr.com

Paul Case Case Contracting 518-932-6943 pcase17@nycap.rr.com

Frank Swanson CMGC Bldg Corp 603-629-9992 fawanson@cmgcnh.com

Glenn Cummings Cummings Electric 802-658-1292 glenn@cummingselectric.com

Name Company Telephone Email

Robin Benoure Benoure P&H 802-864-7156 robin@benoure.com

Tim Frost Peregrine 802-383-1808 tim@peregrinedesignbuild.com

Griffin Allen Peregrine 802-381-1808 rgriffin@peregrinedesignbuild.com

Don Dingman Powercom Systems 802-734-8147 don@powercomvt.com

Mike Millette Brown Electric 802-922-3052 mike@brownelectricvt.com

Drew Straehle Gordon Contracting 301-801-9767 drew@gcmaine.com

Paul Pelletier EHM 802-862-4537 ehm@ehmvt.org

Chris Panko EHM 802-862-4537 ehm@ehmvt.org

Ken Randall Randall Contracting 802-479-0946 randallcontractinginc@gmail.com

Brian Cherry New England Floor Covering 802-658-9336 bcherry@nefcvt.com

Peter Stiebris ONC Construction 802-752-7654 peter@oncconstruction.com

Dave Clemons Clemons Const. LLC 802-793-9734 dave@clemonsconstructionllc.com