IFB 08-25 Pre Bid Meeting Minutes & Attendees.pdf

PRE-BID MEETING AGENDA

Date: May 8, 2024 – 11:30 a.m.

Subject: Pre-Bid Meeting – Option 1A Laboratory/Administration Renovation Hopewell VA Location: Hopewell Water Renewal Administration Building

1. Introductions and Sign-In – HWR and McGill

a. Signup sheet passed around for attendees (attached) does not include HWR or McGill team staff.

b. Welcomed attendees and each one gave an introduction.

2. Project Description – Architect and Engineer

a. Work includes reroofing of the existing membrane roof, roof repairs on the existing metal roof, installation of new make-up air unit and associated ductwork, electrical work in support of the unit, architectural ceiling work, and miscellaneous other interior and exterior work. All other materials required per the plans and specifications are to be furnished and installed by the contractor in accordance with contract documents.

b. Matt Burton, project architect, gave an overview of the architectural components of the project, then Bob Wiggins, McGill mechanical engineer, provided an overview of the mechanical related aspects of the project. Nick Huffman, McGill MEP practice area lead, covered the electrical elements for the project.

3. Bidding Requirements – HWR and McGill

a. Danny Bridges, McGill, noted bids must be received no later than 11:00 a.m. on Thursday, May 30th, 2024,at Office of the City Clerk, 2nd floor, Municipal Building located at 300 North Main Street, Hopewell, VA, 23860. It was reiterated the importance of having the bids in the office of the City Clerk before 11:00 a.m. as the bids must be time stamped. The official bid opening will occur in the Council’s Chambers and is open to the public.

b. Bids must be accompanied by cash, certified check, or bid bond in the amount of 5% of the bid.

c. Questions about the bid should be submitted to Arquesia Haskins at ahaskins@hopewellva.gov . Questions about the project can be submitted to Danny Bridges at danny.bridges@mcgillassociates.com All questions must be received May 17th, 2024, by 5 p.m. to receive consideration. Answers to submitted questions mailto:ahaskins@hopewellva.gov mailto:danny.bridges@mcgillassociates.com

May 8, 2024 HWR Option 1A Renovation/Laboratory Pre-Bid Meeting will be delivered via addendum to the contract documents no later than May 23rd, 2024.

4. Contract Conditions

a. The project schedule includes 210 consecutive calendar days after the date of the

Notice to Proceed for Substantial Completion and 240 consecutive calendar days for Final Completion, with $750/day liquidated damages for each calendar day past substantial completion.

b. It was noted that any inordinate delays in equipment lead times can be basis for consideration of time extension, with proper documentation.

c. The successful bidder shall be required to furnish separate, 100-percent Performance and Payment Bonds in compliance with Virginia General Statutes. The Performance Bond shall be in full force and effect for one (1) year after final acceptance.

d. The Bidder is required to abide by all conditions described by the project’s permitting documents, this includes but is not limited to traffic control, erosion control measures, and all appropriate requirements for job site postings and employee interviews.

5. Owner Comments

a. None noted.

6. Questions

a. One attendee asked if a demolition permit will be required by the City. We will verify answer to be included in addendum #1.

b. One attendee asked if weekend access to laboratory/administration building would be viable. HWR staff responded yes, as long as Contractor coordinates with HWR staff ahead of time.

c. It was noted various laboratory equipment would need to be taken offline during certain stages of the project. HWR and Contractor to coordinate schedules closely to make sure HWR can conduct necessary permitting and operational testing or to pursue 3rd party testing when necessary. Communication is paramount to successful completion of the project.

7. Closing comments

a. Meeting concluded at 12:05 p.m., then HWR Director provided tour of project area.

#08-25 Lab-Administration Remediation Project [HWR] Non Mandatory Pre-Bid Meeting Attendees May 8, 2024 11:30 a.m.

Name / Company Email Address Telephone Number Chris Evans / Southwood Building Systems cevans@southwoodbuilders.com (804) 798-9225 Wade Barnhill / Old Dominion Roofing wade@olddominionroofing.com (804) 357-9832 Gary Morrison / Roof Systems of VA gmorrison@roofsys.com (804) 584-3296 Marcus Gillette / Harlan Construction mgillette@harlanconstruction.com (804) 458-6712 Luke Boone / Power Componet Systems bids@powercomponetsystems.com (443) 699-0429 Joe Sansbury / GAF joseph@sansburyreps.com (804) 519-9835 mailto:cevans@southwoodbuilders.com mailto:wade@olddominionroofing.com mailto:gmorrison@roofsys.com mailto:mgillette@harlanconstruction.com mailto:bids@powercomponetsystems.com mailto:joseph@sansburyreps.com