on-site walkthrough October 14 2009.pdf

WASA-Studio A

740 Broadway, New York, NY 10003, (212) 420-1160, Fax: (212) 529-9079, E-Mail:wasa@go2wasa.com

Harry Spring, PE Martin Kapell, AIA

Leonard Franco, AIA Jack Esterson, AIA Jerry L. Pessah, PE

Pamela Jerome, AIA

PRE-BID NOTES

DATE OF MEETING: October 14, 2009

RE: Window Upgrade General Service Administration Federico Degetau Federal Building and Clemente Ruiz Nazario US Courthouse 150 Carlos Chardon Avenue, Hato Rey, PR 00918-1746 Solicitation No: GS-03P-09-DTC-0027(N)

LOCATION: Room 733 and onsite walk through

DISTRIBUTION: All attendees (See Sign-In Sheet)

PURPOSE OF MEETING: Pre-Bid

PART I – General Comments

Miriam Lopez will be serving as the Contracting Officer for this project. The key members assigned to this project are Mrs. Anna Raykis, Project Manager; Mrs. Irina Danetz, Contracting Officer Representative; Maxwell Rivera, Building Manager; Leonard Franco and Angel Ayón of Wank Adams Slavin Associates LLP (WASA) are the Architects for the project; Weidlinger Associates Inc. is the Structural Engineer and Seppo Siimes, Jose Escudero and Miguel Valle of Jacobs Facilities Inc. are the Construction Manager.

1. Attendance at this pre-bid meeting is not mandatory, but encouraged. Any oral statements made by a government representatives during the Pre-bid Conference, will not be deemed to have the effect of adding to, modifying, or otherwise varying from the written provisions of the RFP published on September 22, 2009

2. For any issue raised that requires the need to modify the RFP, an amendment, will be issued to the solicitation and posted in the Fedbizopps website. Any such amendment to the solicitation must be acknowledged in the same manner and in the same conditions as all written provisions to the RFP.

3. Bonds and insurance will apply for this solicitation. Payment and performance bond are mandatory. A bid bond of 20% or $3M, whichever is less, is required. The resulting contract award will require the successful bidder to submit payment and performance bonds, along with a certification of insurance.

4. With regard to performance period for this project, the Contractor shall be required to commence work within one (1) calendar day after the Contractor receives a Notice to Proceed (NTP). The entire project must be completed and ready for use not later than 450 calendar days after the Contractor receives the Notice to Proceed.

5. Liquidated damages will apply, at a rate of $886.00 per day.

6. Please review carefully the Technical Evaluation Factors and the Proposal Preparation Instruction in Volume

I of the specification. The requirements are very specific. Your proposal must be submitted in original, and three (3) copies. All forms along with the SF 1442 / supplemental sheet indicating the proposed Lump sum Bid price including option 1, 2 & 3 must be mailed to GSA, Program Support Division, 26 Federal

Federico Degetau FOB & C. R. Nazario US Courthouse, Hato Rey, PR Window Upgrade GSA Solicitation No: GS-03P-09-DTC-0027(N) October 14, 2009 Pre-Bid Notes

Plaza, Room 18-130, New York, NY 10278. The technical proposals shall be sealed in its own envelope and the price proposals shall be sealed in a separate envelope. Both envelopes which will be placed in a common envelope. Each envelope will be labeled accordingly.

7. The technical proposals will be reviewed first. The price proposals will be reviewed only for those technical proposals found to be acceptable.

8. Questions are due back no later than Friday, October 16, 2009 at 5:00 PM,. They must be sent to Miriam Lopez Contracting Officer at miriam.lopez@gsa.gov ; Phone: (212) 264-9491; Fax: (212) 264-0588.

9. All proposals must be submitted no later than 3:00 PM (EST), October 22, 2009. There are no exceptions to this.

PART II – Project Requirements

Leonard Franco of Wank Adams Slavin Associates LLP (WASA) reviewed the following:

A set of drawings and a two-volume project manual is available to the bidders. All subsequent changes to the bid documents will be only by Addendum. The following items should be noted:

1. The scope of work includes, but it may not be limited to, the following: providing all labor and materials required for temporary removal and reinstallation of existing furniture; scaffolding and sidewalk sheds to provide access to, and protection at, selected exterior locations; protection of interior work areas; removal of existing windows (and related spandrels where existing); blast and ballistic engineering and testing of all new window assemblies; installation of new blast protective windows at all window locations; installation of new interior shades and exterior perimeter sealants and the installation of blast resistant film at existing lobby doors, windows and related spandrels. There are also three options.

Option #1: Not used. New ballistic resistant windows at Courthouse included in base work.

Option #2: Installation of infrared and radio frequency protection at selected locations.

Option #3: Removal of existing lobby windows and installation of new blast resistant units and blast resistant film at existing lobby doors.

Option #4: Self-cleaning glass.

2. The Contractor will be required to comply with all OSHA safety and signage requirements.

3. This is a source selection procurement, not a sealed bid procurement. Bids will not be opened in public.

4. The Instruction to Bidders is included in Volume I of the Project Manual. .

5. Performance and payment bonds must be included in the bid.

6. Bidders should forward subsequent questions in writing to Angel Ayón at WASA. WASA will issue all required addenda to all bidders. All questions should be submitted in writing by 5:00 PM, Friday October 16, 2009 so that any Addendum (if necessary) can be issued by Tuesday, October 20, 2009.

The questions should be sent to Miriam Lopez Contracting Officer at miriam.lopez@gsa.gov ; Phone: (212) 264-9491 and copied to Angel Ayón at AyonA@go2wasa.com.

7. The lowest qualified bidder will be expected to meet with the GSA and the Architect prior to award to review their bid, temporary facilities, trade payment breakdown, proposed sub-contractors, installers, window and shade manufacturers; proposed schedule, references and/or other items required by the GSA prior to award.

WASA/Studio A Page 2 of 6 mailto:miriam.lopez@gsa.gov mailto:miriam.lopez@gsa.gov mailto:AyonA@go2wasa.com

8. At the time of the pre-award meeting, the bidder should present to the GSA a Construction schedule and the contact information (Names, Titles, Address, Phone and E-Mail) of three (3) references that can attest to the bidder’s ability to have successfully completed a job of similar scope and extent of work in the last five (5) years.

9. Contract award is tentatively scheduled for July.

10. The bidder must achieve substantial completion within 450 calendar days from receiving notice to proceed.

11. This is a public project; the successful bidder must ensure harmonious labor relations.

12. Time is of the essence. The successful bidder must be prepared to mobilize on the site and start work immediately upon the Notice to Proceed and receipt of any required permits. The construction work is to proceed in accordance with approved schedule.

13. The building will be fully occupied throughout the construction period.

14. The project must be sequenced to allow for continuous access/egress to the occupied areas of the building.

15. Use of existing elevators will only be as approved by the GSA. The freight elevators are fairly busy throughout the day.

16. The work will require specific sequencing to minimize the impact on the occupant’s continuous use and occupancy of the building.

17. The Contractor must coordinate with the GSA to obtain security clearance for all Contractors’ onsite labor.

18. The Contractor must coordinate with the GSA to restrict tenant’s access to the areas of work.

19. Asbestos abatement work is not required, based on existing testing and reports. The Contractor must identify all suspected ACM to the GSA’s representatives.

20. Space inside the building will not be available for the Contractor’s field office. Space on site for storage/office trailer and/or dumpsters is limited and will be only as approved by the GSA.

21. Toilet facilities at the Cellar will be furnished to the Contractor at no charge.

22. The Contractor will be restricted from performing noisy operations that interfere with adjacent occupancies during normal business hours.

23. Material deliveries/removals should be scheduled to coordinate with GSA’s use of the facility, since there is limited storage space inside the building.

24. All Contractors must include all off-hours cost in their bid. Allowances for off-hours work will not be acceptable.

25. Temporary water and temporary electric power will be furnished to Contractor at no charge by the GSA upon receiving requirements and verifying availability.

26. All modifications and/or connections to building utility systems must be performed by licensed plumbers and electricians. Points of connection will only be where designated by the GSA.

27. The Contractor must comply with all GSA construction standards and life safety requirements. This project will be monitored by the GSA’s safety representative.

WASA/Studio A Page 3 of 6

28. The Contractor will be required to protect from damage due to all operations all exterior and interior surfaces and finishes adjacent to the areas of work. Any damage to the existing surfaces or finishes (or to the new windows) will be repaired by the Contractor at no additional cost to the GSA, and to the full satisfaction of the GSA and the Architect.

29. The Contractor must provide the necessary fire extinguishers in their areas of operations and observe all other GSA standards, which include, but may not be limited to, the following:

No Smoking No Drinking No Radios, etc.

30. The building is in use 7 days a week; off-hours work or work on weekends will be permitted by special arrangement with the GSA. The courthouse building work during weekends will start on Fridays after operations are finished and will end on Mondays, before operations resume, including clean up.

31. The Contractor must employ a full time field superintendent for this project; who must be fluent in both written and spoken English and must be onsite at all times while work is in progress.

PART III – Project Presentation

Angel Ayón of Wank Adams Slavin Associates LLP (WASA) reviewed the following during a slide presentation:

1. There is a lawn area at the far side of the parking lot where materials can be stored and staged. The area gets wet and does not have drainage. The area can be used but must be returned to its current condition at the completion of the contract. Access to the building is not direct form this parking area and must be coordinated with the building operations for safety and security.

2. The performance criteria for these windows are not typical. There are two types of criteria that must be met. The window frames, glass, glazing and anchorage must be designed to meet blast resistance per GSA/ISC performance criteria Level 3b, with a Medium level of protection, and a pressure and impulse load of 4psi / 28 psi-msec. There are also windows that will need to meet ballistic level 4, as defined by UL 752. Testing will be required at an approved testing agency to demonstrate that the full window assembly will meet the required criteria. As shown on drawings, some areas have both ballistic and blast resistant requirements.

3. There are five basic window types on seven floors and a basement. On the Seventh floor and the Courthouse the windows are single units, on the fifth and six floors the windows are doubled up; on the first through the forth floors the windows are ganged in groups of 4, the basement has custom shapes and sizes and the fifth type is the lobby storefront.

4. The following existing conditions were reviewed:

a. Surface mounted blinds

b. Data a power poles in front of windows. The removal of these power poles will need to be coordinated. Tenants will be responsible to remove personal items.

c. Surface mounted obstructions.

d. The demolition and replacement of the windows at the Compact files. Will need to be designed to be removed from the outside of the building so that the files are protected. Scaffolding installation is included in the scope of work.

e. Modular furniture will need to be temporarily disassembled and relocated to access the window for demolition and installation.

f. There are some areas with loose furniture.

WASA/Studio A Page 4 of 6

g. The bathrooms at each floor will need to be coordinated to provide access to bathrooms for occupants and to ensure that installation of new units does not interfere with existing wall tiles.

5. There are 15 different agencies. Contractors must coordinate with the GSA prior to commencing any activity on any area. The documents describe which agencies are located in which areas and the type of access that is available to each window. They also identify the type of window at each location.

6. The details show new metal trims to cover scaring of existing surfaces resulting from window removal.

7. The available products specified, or approved equal, can be used.

PART IV – Question and Answers

Q1. Can pictures be taken during walk down?

A1. No pictures are allowed.

Q2. Are there any expectations on the schedule from GSA?

A2. There is a schedule on the RFP, the goal is 450 days. Contractors are expected to present a revised schedule dealing with all agencies coordination. Liquidated dames will apply.

Q3. Can the components of dismantled workstations be stored on site?

A3. Means and methods of work, Contractors will decide that on each case.

Q4. Who is responsible for the temporary relocation of personnel on each agency?

A4. All tenants have been informed of the project; they are responsible for the relocation of their personnel.

Q5. Is the scope of the work only from axis 14 through 35, as shown on drawings or is it all the building?

A5. All the building.

Q6. Will Contractors be allowed to use elevators during work hours?

A6. Yes, with prior coordination with the GSA.

Q7. Since the building will be occupied during the day, will it be allowed to bid on after-hours to be competitive?

A7. Yes, it is permitted to do that as long as it is considered in the bid.

Q8. Do the wage rates apply to labor in Puerto Rico?

A8. The wage rates do not apply for work in Puerto Rico.

Q9. How firm is firm – price wise?

A9. It is a competitive bidding, all bidders must be technically qualified and submit the lowest price.

Q9. Can the proposal be hand delivered?

A9. Yes, instructions for delivery are in the RFP.

Q10. Existing window frames to remain, where are they located?

A10. Drawings show the exact location of these windows.

Q11. Does every window must have roller shades?

A11. Currently all windows on the building have them, all replaced windows will also have roller shades, including those on the restrooms.

WASA/Studio A Page 5 of 6

WASA/Studio A Page 6 of 6

Q12. For modular furniture temporary disassembly and assembly, can the Contractor get the manufacturers and/or installers contact numbers?

A12. There are too many different types and makes of modular furniture on the building, no contact information will be provided. Contractor will deal with each case individually.

Q13. Are there hurricane impact requirements for the new windows?

A13. Yes, information is on the specifications.

Q14. Are mock ups required?

A14. Yes, mock-ups and test results are required.

Q15. Who will own demolished material?

A15. All demolished and removed material that will not be reinstalled will become property of the Contractor, to be disposed of legally as per contract documents.

Q16. Do veterans get preference on the bidding process?

A16. No, this is an open bid and anyone who is qualified to do the job will have the same opportunity.

The above summation is an interpretation of the items discussed and decisions reached at the above referenced meeting. Any changes to these minutes should be forwarded to the writer within 5 days of issuance; otherwise the minutes will stand as written.

DOCUMENTS DISTRIBUTED DURING MEETING: None (Slide Show Presentation is attached).

PREPARED BY: Len Franco, WASA Angel Ayón, WASA Francisco Delgado, Jacobs

ISSUED: 10/19/2009

SIGN-IN SHEET

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740 Broadway, Mew York, IVY 10003, (212) 420-1160, Fax: (212) 529-9079, E-Mail:wasa@go2wasa.com

FEDERICO DEGETAU FEDERAL OFFICE BUILDING

& CLEMENTE RUIZ NAZARIO U.S. COURTHOUSE

150 CARLOS CHARDON AVENUE, HATO REY, PUERTO RICO 00918-1746

WINDOW UPGRADE

UNITED STATES FEDERAL SERVICE ADMINISTRATION

JACOB K. JAVITS FEDERAL BUILDING , ROOM 1639

26 FEDERAL PLAZA, NEW YORK, NY 10278

PRE-CONSTRUCTION WALK THRU, OCTOBER 14, 2009

PROJECT LOCATION

OLD SAN JUAN

CONDADO

ISLA VERDE

HATO REY

HATO REY

U.S. COURTHOUSE

FEDERAL BUILDING

DAY CARE

CENTER (N.I.C.)

LOBBY

CONTRACTOR’S

STAGING AREA

PERFORMANCE CRITERIA

BLAST PROTECTION:

INTERAGENCY SECURITY COMMITTEE (ISC) /

US GENERAL SERVICES ADMINISTRATION

STANDARD TEST METHOD FOR GLAZING AND

WINDOW SYSTEMS SUBJECT TO DYNAMIC

OVERPRESSURE LOADINGS

REQUIRED LEVEL OF PROTECTION: MEDIUM

REQUIRED WINDOW PERFORMANCE CONDITION: 3b

PRESSURE AND IMPULSE LOAD: 4 psi / 28 psi-msec

BALLISTIC RESITANCE PER UL 752

(BASE BID)

U.S. COURTHOUSE: LEVEL 4

EXISTING WINDOW TYPES

WINDOW TYPE I

7TH

FLOOR

WINDOW TYPE II

5TH

- 6TH

FLOORS

WINDOW TYPE III

1ST

– 4TH

FLOORS

WINDOW TYPE IV

LOBBY STOREFRONT

WINDOW TYPE V

BASEMENT

EXISTING ANCHORAGE

(TYPICAL AT ALL TYPES)

EXISTING SILL AND HEADER

EXISTING JAMB AND MULLION

EXISTING WINDOW CONDITIONS

TYPICAL PIVOT UNIT

TYPICAL SASH

CORRODED FRAMES

CORRODED FRAMES

AND MISSING GASKETS

OPEN JOINTS

NON CLOSING SASH

AND POORLY REPAIRED GASKET

NON-FUNCTIONAL

BLINDS

EXISTING INTERIOR CONDITIONS

SURFACE MOUNTED

ADDITIONAL BLINDS

INTERIOR PARTITIONS,

POWER AND DATA

CONDUITS

SURFACE MOUNTED

OBSTRUCTION

COMPACT FILE

COMPACT FILE

MODULAR FURNITURE

LOOSE FURNITURE

WALL TILES AT EXISTING TOILET ROOMS

(1ST

– 7TH

FLOOR)

CONSTRUCTION DOCUMENTS

BASEMENT

FLOOR (U.S. COURTHOUSE)

2ND

3RD

4TH

5TH

6TH

7TH

PROPOSED DETAILS

BUILDING ELEVATIONS

FOB

BUILDING ELEVATIONS

LOBBY AND U.S. COURTHOUSE

PLANS, SECTION AND ELEVATIONS

ALL TYPES

PLANS, SECTION AND ELEVATIONS

ALL TYPES

SECTION, SILL, HEADER AND JAMB DETAIL

TYPE W1 (7TH

FLOOR)

WINDOW

SCHEDULE

AVAILABLE PRODUCTS