RACSB CRC Mandatory Pre-Bid Meeting Minutes.pdf

RACSB Crisis Receiving Center

Mandatory Pre-Bid Conference Minutes

Project: RACSB Crisis Receiving Center (CRC)

Location: Project Site

Architect: Jennifer Weatherford, Worley Associates Architects

Purpose: Mandatory Pre-Bid Conference

Staff in Attendance: Joseph Wickens, Brandie Williams, Sara Keeler, Amy Jindra, Stephanie

Terrell, Steve Curtis, Edward Laban

Welcome and Introductions

Jennifer Weatherford of Worley Associates Architects called the mandatory pre-bid conference to order and welcomed attendees. All attendees were asked to sign the sign-in sheet. Ms.

Weatherford advised that the meeting agenda and sign-in sheet would be included with the forthcoming addendum.

Project Overview

Ms. Weatherford provided an overview of the Rappahannock Area Community Services Board and the proposed Crisis Receiving Center. RACSB is a publicly funded organization providing behavioral health, substance use treatment, and developmental services.

The Crisis Receiving Center is being developed in response to Virginia's efforts to expand community-based mental health emergency services and reduce reliance on hospital-based treatment. The facility will serve both adults and youth, with separate spaces for each population.

Major program areas include:

• Crisis Team Assessment Center (CTAC): A 24/7 assessment center where law enforcement may bring individuals experiencing a mental health crisis. The CTAC will include a secure, fenced drop-off area at the rear of the building.

• 23-Hour Crisis Receiving Center: Provides extended assessment and crisis intervention for up to 23 hours. Individuals may be discharged with a revised treatment plan, transferred for hospitalization, or admitted to a Crisis Stabilization Unit. Separate adult and youth areas will each accommodate up to 16 individuals.

• Crisis Stabilization Units (CSU): Residential treatment for up to 14 days. The adult

CSU will accommodate 10 individuals and the youth CSU will accommodate six.

• Additional Program and Support Areas: Staff and nursing offices, examination rooms, meeting rooms, break rooms, conference space, Emergency Services offices, a call-receiving bullpen, medication room, reception area, and waiting space.

RACSB will provide furnishings and recliners for individuals receiving services. The facility will also include quiet rooms, counseling areas, private toilet and shower facilities, kitchens, laundry rooms, and secured outdoor spaces.

Bid Schedule and Requirements

The following procurement schedule was reviewed:

Deadline for Written Questions: Thursday, September 10, 2026, at 5:00 p.m.

Responses/Addendum Posted: No later than Tuesday, September 15, 2026, at 5:00 p.m.

Bid Submission Deadline: Wednesday, September 23, 2026, at 2:00 p.m.

Public Bid Opening: Thursday, September 24, 2026, at 10:00 a.m., RACSB Administrative

Offices, 600 Jackson Street, Fredericksburg, Virginia, Conference Room 208.

Ms. Weatherford emphasized that time is of the essence and late bids will not be accepted. All questions must be submitted in writing in accordance with the Invitation for Bids.

Bid documents consist of two volumes of drawings and two volumes of specifications, which are intended to work in conjunction with one another.

Bid submissions are to include the proposal amount, acknowledgment of addenda, company background information, insurance and bonding information, proposed personnel, references, and project experience. Bidders were asked to provide three project experience examples for evaluation of qualifications.

Construction Schedule

The contract provides 330 calendar days for completion, consisting of 300 days to substantial completion and an additional 30 days to final completion.

Permitting

The minor site plan review with Spotsylvania County is underway. One round of comments has been received, and revised drawings have been submitted in response.

Building permit documents are expected to be submitted for review by the end of the week.

RACSB will initially submit the permit, which will subsequently be transferred into the selected contractor's name.

Scope of Work / Site Review

The majority of construction will occur on the first floor. Work on the second floor includes infill of the center area, construction of a new electrical room toward the rear of the building, and work associated with rebuilding the north wall extending through the first and second floors.

Following the presentation, attendees were provided an opportunity to walk through the building and review existing conditions.

Bidder Questions and Answers

The following questions and responses occurred during the conference and will be included with the addendum with responses.

• Is the north wall going to be demolished?

Refer to the demolition plans. The majority of the existing North wall will be demolished.

• Is there roof access?

Yes.

• What is the deadline to submit questions?

Refer to the Invitation to Bid. The deadline to submit questions is September 10, 2026 at 5pm.

• What is the deadline to submit bids?

Refer to the Invitation to Bid. Bid Submission Due Date: Wednesday, September 23, 2026 at 2pm.

• Will the demolition of the north wall add to the roof size?

No, the building footprint (and extents of the building’s roof enclosure) are unchanged with the renovation.

• What is the purpose of tearing out the north wall?

The new wall is being re-built to meet the energy code for the change of use to an R-4 use group. It also allows for new window fenestrations.

• Is there anything inside the north wall that we need to be aware of?

Refer to the architectural and structural demolition plans. Existing steel columns, beams and angles that are embedded in the wall will be required to be removed for the new work.

• Is the new wall going to be panels?

Insulated metal panels are the exterior finish of the new wall.

• Will the permit be ready by the time the bid is submitted?

No, however, we hope to have the permit review completed prior to awarding a contract. If revisions to the documents are required as part of the permit review process, we will address those at that time.

Closing

No additional questions were raised. Ms. Weatherford thanked attendees for their time and expressed appreciation for the level of interest in the project.

The conference concluded with bidders having an opportunity to walk through the facility and further examine existing site and building conditions.