Pre-Bid Meeting Agenda.pdf

Rev 04/19 HJD 2022-0517_RED

DEPARTMENT OF TECHNOLOGY, MANAGEMENT AND BUDGET

State Facilities Administration

Design and Construction Division Mailing Address: P.O. Box 30026, Lansing, MI 48909

Street Address: 3111 W. St. Joseph Street, Lansing, MI 48917

PRE-BID MEETING AGENDA

Project: Women’s Huron Valley Phase 2 Roof Replacement – PSB & Fieldhouse

File Number: 472/24263.SAA

Professional Services Contractor: Intertek

Meeting Date and Time: June 15, 2026, at 10:00 AM Meeting Place: Women’s Huron Valley Correctional Facility

3201 Bemis Rd, Ypsilanti, MI 48197

PROJECT REPRESENTATIVES

NAME

ROLE

ORGANIZATION

ADDRESS

PHONE

E-MAIL

Michigan Department of Technology, Management and Budget (DTMB) State Facilities Administration, Design and Construction Division (DCD) Sheri Ananich, AIA Project Director

DTMB, State Facilities Administration Design and Construction Division 3111 W. St. Joseph St.

Lansing, MI 48917

517-243-7605 ananicha@michigan.gov

Bronson Clayton Owner Field Representative

DTMB, State Facilities Administration Design and Construction Division

517-284-7921 Claytonb@michigan.gov

Agency: MDOC Chris Severson

MDOC 517-230-9335

seversonc@michigan.gov

David Albrecht MDOC 517-780-6445 albrechtd@michigan.gov

Stephen Lenart MDOC 734-572-9594 lenarts@michigan.gov

Warden Jeremy Howard MDOC 517-780-5150 Howardj15@michigan.gov

NAME

ROLE

ORGANIZATION

ADDRESS

PHONE

E-MAIL

Professional Services Consultant (PSC) John Sheehan Intertek 248-961-9123

John.sheehan@intertek.com

1. Introductions / Sign-In Sheet.

This is a Mandatory Pre-Bid Meeting. Confirm your attendance is recorded on the sign-in sheet to ensure your bid is considered. An individual is only permitted to represent ONE BIDDER at a mandatory pre-bid conference.

2. Statement of Work Scope Remove and replace low slope EPDM and steep slope standing seam metal roof panels including all associated flashings at the Prisoner Services Building (PSB) and Fieldhouse per the construction documents.

3. Bid Submission / Project Documents

a. Bids are due no later than Wednesday, July 8, 2026 @ 2:00 pm local time.

b. This meeting discussion and agenda are not part of the contract documents. The contract documents are the plans, specifications, and any addendums.

c. All questions to be asked via e-mail to the PSC to be incorporated into an addendum.

d. Bids must be submitted electronically through the SIGMA website as listed at the top of the

Bid Summary Form in the Project Manual.

e. Hard copy bids will NOT be accepted.

f. Package your bid submittal into a single PDF document, or at least as few separate documents as possible, per the 25.0 MB maximum file size limitation.

g. For assistance with SIGMA VSS, you may contact the SIGMA Help Desk as listed in the

Project Advertisement and the Project Manual – Section 00010 Pre-Bid Information.

h. If you are having SIGMA issues, please also e-mail Anne Watros and Don Klein from the

DTMB Contracting Section as instructed in the Project Advertisement. DO NOT WAIT UNTIL THE LAST MINUTE in case of issues, so there is time to get your bid uploaded.

4. Bid Package

Refer to Project Manual, Section 00100 – Instructions to Bidders

a. Bid Summary Form (signed and completed)

b. Article 6 - Bid Schedule as indicated

a. Allowance amount of $100,000

c. Schedule of Alternatives (if applicable) – 2

a. Deduct amount for leaving the existing base layer of insulation in place and replacing only damaged or wet insulation

d. Schedule of Unit Cost Prices – (6)- including removal and replacement or rusted / deteriorated steel deck, wire brush prime and paint rusted steel deck, installation of new “flat stock” deck repair, remove and replace existing deteriorated wood nailers, provide and install new 30x30 walkway pad, and remove and replace wet/damaged existing polyiso insulation as part of Alternate 1.

e. Qualified Disabled Veteran (QDV) Business Representation Form (if applicable)

f. Certification of a Michigan Based Business Form (projects over $100,000)

g. Bid Security in the amount of 5% of Base Bid Price

5. Prevailing Wage Rates In effect as provided in Project Manual, Appendix V – SOM Prevailing Rates Schedules.

6. Contract Time of Completion and Liquidated Damages

a. Contract Time:

a. Contract time is 170 calendar days from the Notice-to-Proceed, anticipated contract in place in August of 2026

b. Work of all trades as specified in the Contract Documents must be Substantially Completed within the contract time, except for minor replacement, correction, or adjustment items which do not interfere with the complete operation and utilization of all parts of the Contract Work.

c. This Contract Time is of the essence and liquidated damages for each Calendar Day that expires after this Substantial Completion of the entire Work will be in the amount of $1,000/day.

7. Bonds and Insurance Requirements

a. Commercial General Liability

b. Vehicle Liability

c. Worker’s Disability

d. Employer’s Liability

e. Builder’s Risk - STATE OF MI NO LONGER PROVIDES

8. Permits

a. The contractor is responsible for obtaining and paying for all permits required by LARA, or any other agency as required.

b. The contractor is responsible for scheduling all inspections.

9. Contractor Supervision

a. The contractor is responsible for managing and supervising the work and must be on site

100% of the time.

b. The contractor must assign a superintendent / foreman. This representative will be the point of contact.

c. The contractor is required to submit daily reports. These are needed for payment requests.

10. Security Clearances – MDOC

Winning bidder and all subs will be required to submit LEIN requests

a. All staff to be lein cleared

b. All staff must attend safety and security orientation

c. MDOC requirements: work 8 hour shifts or written permission from Agency.

d. No cell phones, lunchboxes, or smoking permitted

11. Bidding Schedule and Questions

a. E-mail questions concerning bid submittal or terms and conditions of the contract agreement to John Sheehan e-mail: john.sheehan@intertek.com no later than 2:00 PM on Thursday June 25, 2026.

b. Addenda issued no later than 5:00 pm, June 29, 2026.

c. Bids due July 8, 2026 @ 2:00 pm local time.

12. Best Value Bidder

a. The PSC will compare the three lowest responsive and responsible bidders.

b. The PSC will evaluate the Bids for best value based on price and qualitative components.

c. Contract will be awarded to the responsive and responsible best value bidder as recommended by the PSC.

13. Site Tour