Pre-Bid Meeting Notes Page 1 of 7 St. Marys High School

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1 Pleasants County Schools St. Marys School Pre-Bid Meeting February 19, 2013; 2:00 P.M. Auditorium, 1002 Second Street, St. Marys, West Virginia This meeting is mandatory for all Prime Bidders. Failure to have representation at this meeting will disqualify contractors from bidding. MEETING NOTES: Introductions: Kenton Blackwood, Blackwood Associates, Inc. Dave Skeen, MSES consultants, inc. Dave Kirby, MSES consultants, inc. Rod Kidd, MSES consultants, inc. Greg Barringer, BBL Carlton, Construction Manager Steve Thompson, BBL Carlton, Construction Manager J.C. Farmer, BBL Carlton, Construction Manager Mike Wells, Superintendent, Pleasants County Schools Rex Cox, Director of Facilities, Pleasants County Schools Gary Bills, IT, Pleasants County Schools Jim McKnight, Pleasants County School Board Member Reviewed Construction Documents: A. ADVERTISEMENT FOR BIDS: 1) Bids will be received by the Pleasants County Board of Education at Auditorium, 1002 Second Street, St. Marys, West Virginia on March 5, 2013 at 2:00 PM Local Time. 2) This project will be constructed under multiple-prime contracts as follows: a) Site Preparation Contract Bid Package 2. b) General Trades Contract Bid Package 3 c) Fire Suppression Contract Bid Package 4. d) Plumbing Contract Bid Package 5. e) HVAC Contract Bid Package 6. f) Electrical Contract Bid Package 7. g) Plumbing and HVAC Combined Contract Bid Package 8. h) Site Preparation and General Trades Combined Contract Bid Package 9 will added by Addendum No. 2. i) General Construction Contract Bid Package 10 will be added by Addendum No. 2. The Owner MAY accept a Single Prime Bid in lieu of separate bids from multiple Prime Contractors. Bid Package 10 is for Bidding the Project as a Single-Prime Contractor with Subcontractors. 3) This project is funded partially by the School Building Authority of West Virginia (WV SBA). Bidders must comply with all WV SBA bidding requirements and conditions. 4) All bidders and bidder s subcontractors must be licensed in compliance with the West Virginia Contractors Licensing Act. Page 1 of 7

2 5) Document Procurement: a) Printed copies of Construction Documents are available for purchase from Clarksburg Blue-Print Company, 302 Duff Ave., Clarksburg, WV 26301; Phone: ; Only complete sets of documents will be available. Online Procurement of Construction Documents: b) Digital copies of Construction Documents shall be available for free download at Bidders shall be responsible for verifying the completeness of Drawing and Specification contents downloaded and printed. c) A list of plan houses who have received Construction Documents may be found by visiting 6) Award of Contract and Notice to Proceed: a) It is anticipated that the Pleasants County Board of Education will vote to award Contracts to apparent low bidders at their regular scheduled Board Meeting in March. The Notices to Proceed should then be issued on or before April 2, b) The Construction Manager will promptly schedule the Pre-Construction Meeting, and construction may commence immediately after the meeting is held and upon Owner s receipt of executed contracts and other required documentation. c) Contractors shall begin the Work on receipt of the Notices to Proceed and shall achieve Substantial Completion within 598 calendar days. The Date of Substantial Completion shall be November 20, Final Completion shall be reached in 626 calendar days on or before December 18, Students must be in new school after New Year s break B. AGREEMENT ADDENDUM 1) Pleasants County Schools require that the Agreement Addendum be signed as part of the Owner/Contractor Agreement. C. PREVAILING WAGE RATES 1) The successful Bidder and all Subcontractors shall pay West Virginia Department of Labor wage rates as established for County in which the Project is located pursuant to West Virginia Code et. Seq. Contractor(s) shall be responsible for obtaining the most current information. Information regarding the West Virginia Division of Labor is provided in the Front End of the Project Manual. D. BID FORMS 1) Bid Forms for Bid Packages 2, 3, 4, 5, 6, 7 and 8 have been revised and will be included in Addendum No. 2. 2) Bid Forms for Bid Packages 9 and 10 have been added and will be included in Addendum No. 2. a) Bid Package 9 is for the Site Preparation and General Trades Combined Contract. b) Bid package 10 is for the General Construction Single Prime Contract. 3) All Bid Forms will be revised to include the following statement: The Bidder s signature on this Bid Form also indicates that the Bidder has been advised of the PLEASANTS COUNTY, Page 2 of 7

3 WEST VIRGINIA BOARD OF EDUCATION PROPOSED RESOLUTION included in the Bid Documents which lists qualifications that the Board may consider when determining the lowest, qualified, responsible bid. E. STATE OF WV DRUG FREE WORKPLACE CONFORMANCE AFFIDAVIT 1) This Affidavit must be submitted with the Bid in order to comply with WV Code. F. SBA SUPPLEMENTAL CONDITIONS TO INSTRUCTIONS TO BIDDERS: 1) Bid Bond (AIA Document A310): a) Each Bid shall be accompanied by a Bid Bond payable to the Owner for five percent (5%) of the total Bid issued by a solvent surety company. Irrevocable Letter of Credit, certified cashiers check and/or personal securities are not acceptable as a Bid Bond. b) No Bid can be withdrawn for a period of 30 days. 2) It is the intent of the Owner to award a Contract to the lowest responsible Bidder provided the Bid has been submitted in accordance with the requirements of the Bidding Documents and does not exceed the funds available. The Owner shall have the right to accept the Bid or Bids which in his judgment, is in his own best interest. 3) The SBA requests all Bidders review SBA Criteria for Selection of Lowest Qualified Bidders Award of Bids (Copy included in Project Manual). These criteria will be used in evaluating the Contractor s Qualification Statement. 4) SBA Contractor Qualification and Financial Statement (SBA Form 105; copy included in Project Manual): The lowest qualified bidder(s) being considered for award of the Contract must submit the Qualification Statement and Financial Statement 72 hours after the close of the bid opening and prior to award of bids. 5) Affidavit of Debt Paid (SBA Form 177; copy included in Project Manual): In addition to the financial statement, the successful low bid contractors shall submit a completed Affidavit of Debt Paid to the Owner within 72 hours of the close of the bid. 6) List of Proposed Subcontractors Equipment/Material Suppliers (SBA Form 123; copy included in Project Manual): a) The bidder(s) submitting the lowest qualified bid(s) as determined by the results of the Bid Opening shall submit a list of all subcontractors and all major equipment and material suppliers proposed for each major branch of work on SBA Form 123 within two hours after the completion of the Bid Opening (SBA Fax No.: , Owner: , BAI: ). b) Failure to submit to the SBA within two hours after the reading of the bids shall result in disqualification of the bid. c) If it cannot be determined at the conclusion of the bid opening who the lowest qualified bidder is, all bidding contractors should submit the completed SBA Form 123 to the SBA office within two hours of the completion of bids if they feel under any bidding combination their bid may be considered as the low bid. Bidding contractors are required to be present at the Bid Opening or obtain bid results from the Owner in order to determine the bid results and the apparent low bidder(s). Page 3 of 7

4 d) Provide all information on the form including: Contractor s Name, Address and West Virginia Contractor s License Number. 7) A copy of all Contractor s and Subcontractor s licensing certificate must be submitted to the Owner for review prior to the award of construction contracts. 8) The Contractor providing the asbestos abatement work in the Site Preparation Contract must provide a copy of their West Virginia Asbestos Contractors License. 9) The SBA requires that each Prime Contractor shall require a Scope of Work Letter from all subcontractors, to be sent to the Prime Contractor receiving the quotation at least 24 hours before submission of the Bid. 10) Prime Contractors should require sub-contractors to provide assurances with their quotations that they are in compliance with applicable licensing, unemployment compensation requirements and Department of Labor s wage and hour requirements. 11) Bid Certification Form (SBA Form 157; copy included in Project Manual): The lowest qualified bidder is required to comply with the WV SBA and State Code requirements and to submit the Bid Certification Form to the Owner within 72 hours of the close of the bid. G. SBA SUPPLEMENTAL CONDITIONS TO GENERAL CONDITIONS OF THE CONTRACT: 1) Retainage: A five percent (5%) retainage will be maintained throughout the construction period. The retainage will not be released until the Owner, Architect/Engineer and the School Building Authority have received satisfactory evidence of the completion of all work required by the contract documents all including rejected Work and the resolution of all unsettled claims. 2) Liquidated damages in the amount of $1, will be assessed for each calendar day that the work remains uncompleted past the stipulated contract time. 3) Performance Bond and Labor and Material Payment Bond (AIA Document A311 or equivalent form): a) Within ten (10) days after award of Contract by Owner via the Architect and before signing the contract, Contractor shall pay for, execute and deliver to the Owner a corporate surety Performance and Labor and Material Payment in the sum of one hundred percent (100%) of the amount of the Contract. b) Should the successful Bidder fail or refuse to deliver the required bond and all other Contract Documents within ten (10) days after award of Contract, the successful Bidder shall forfeit the security deposited with his Bid as liquidated damages, not as penalty. c) Irrevocable Letter of Credit, certified cashier s check, and/or personal securities are not acceptable as a Performance Bond or Labor and Material Payment Bond. 4) Contractor s Insurance: a) Contractor s Insurance requirements include (required limits in Front End of Project Manual): Workers Compensation Coverage. Employer s Liability. Page 4 of 7

5 Contractor s Public Liability. Commercial General Liability. Automobile Liability. Excess Liability. b) Builder s Risk and Property Insurance The General Contractor is responsible for providing coverage for contractors under the single prime bidding scenario The Owner will provide builders risk insurance for multiple prime contracts. c) Named Insured: Owner, Architect/Engineer, Contractor and all Subcontractors ATIMA. d) Certificate of Insurance: Owner shall be Certificate Holder. Certificate shall be on Acord Form 25-5 or equivalent. e) The Contractor performing the asbestos abatement work in the Site Preparation Contract shall provide proof of Asbestos Liability Insurance. 5) Wage Rates and Employment Reporting: a) The SBA requires that Certified Payrolls be submitted with each contractor s payment application using U.S. Department of Labor Form WH-347. Contractors may provide this information in an alternative format provided all required information on the WH-347 is included on the alternative document. 6) West Virginia Jobs Act: All contractors and subcontractors must comply with the West Virginia Jobs Act requirements found in Chapter 21, Article 1C of the West Virginia Code and all Department of Labor regulations. H. CERTIFICATIONS OF COMPLIANCE WITH WV CODE AND SBA POLICY 1) To verify compliance with West Virginia Code (Sex Offender Registry Act) and West Virginia Code 21-1B (Verifying Legal Employment Status of Workers), Prime Contractor shall require any and all Sub-contractors to submit completed SBA Form 182 Sub- Contractor s Certification of Worker Compliance with WV Code & SBA Policy. Also, Prime Contractor must submit to Owner SBA Form 181 Prime Contractor s Certification of Worker Compliance with WV Code & SBA Policy prior to execution of Contract. a) In accordance with West Virginia Code c, contractors or their employees may not make direct, unaccompanied contact with students or access school grounds unaccompanied when students are present if it cannot be verified that the contractor or employees have not previously been convicted of a qualifying child abuse, child neglect or child assault offense, as defined in Section Two, Article Twelve, Chapter Fifteen of WV Code. b) The successful low bid Prime Contractor and all Sub-contractors performing work on the project shall comply with the latest West Virginia Code Chapter 21. Contractors shall maintain records verifying the legal status of workers and shall, upon request by the Commissioner of Labor, surrender all employee records. I. AFFIDAVIT OF NON-COLLUSION: 1) The Affidavit of Non-Collusion must be completed and submitted with Bid. J. WV SBA PROJECT CLOSEOUT PROCEDURES (SBA Form 178) Page 5 of 7

6 1) Upon final completion, the required documentation shall be turned over to the Owner. Contractor, Architect and Owner shall sign form and submit to the SBA prior to the release of the final payment. K. SPECIFICATION SECTION , SUMMARY : 1) Project Information: a) Construction of new high school to accommodate 421 students, two-story 98,000 SF. 2) Type of Contract: a) Coordinated concurrent multiple prime contracts. Owner may accept a single-prime bid. 3) Work under Separate Contracts: a) Utility Relocation Contract. b) Testing, Adjusting and Balancing. c) Furniture, Fixtures and Equipment. 4) Access to Site: Full use, limited only by Owner s right to perform work or retain other contractors on portions of the Project. 5) Work Restrictions: a) Comply with City of St. Marys ordinances. b) Comply with work hour limits set by Construction Manager 6) All Contractors and Subcontractors are required to have a West Virginia Contractor s License and a West Virginia Business License. 7) All Contractors and Subcontractors are required to submit a copy of their WV Contractors License and pay B&O tax on the gross amount of earnings to the City of St. Marys. They can submit at the City office, hollywest@frontiernet.net or call for information and forms if needed. 8) The Owner shall be responsible for any utility tap fees incurred for final utility connections. L. SCOPES OF WORK 1) Bidders shall review the Bid Package Scopes of Work and Scope Clarification List. M. All questions shall be submitted in writing no later than Noon on February 22, Questions may be ed to kenton@wvarchitects.com. N. Contractors attending this meeting will receive an notification when addenda are available for download. We make every effort to notify all interested parties via when addenda are available. However, all contractors are responsible for obtaining all addenda and may obtain through whatever source they obtained project bid documents. All Addenda will be available for download at O. Addendum No. 1 was issued on February 7, 2013 and is available for download at Page 6 of 7

7 Quality Control Testing: American Geotech, Inc. will be providing geotechnical testing and quality control services. Proposals for Quality Control Testing Agencies for other work; concrete, rebar an masonry may be by other companies. Send proposals to the Construction Manager. Attendees were instructed how to find the site and directed to visit the site and inspect the existing conditions thoroughly. Visitors to the site were asked to park at the old Board Office and walk the site, and asked to not use the private drive along the northern property line. Page 7 of 7