1038-Mtg-Pre-Bid MinutesMeeting Minutes
Project [16-172-1038] - Village of Oak
Brook - Butler Govmn't Ctr
Restroom Renovations
View Date 8/4/2016
Kluber, Inc.
10 S. Shumway Ave.
Batavia, IL 60510
Phone: (630) 406-1213
Meeting No. 16-172-
1038-004
Meeting
Type
Pre-Bid
Subject Butler Government Center Restroom
Renovations
Prepared
By
Don Ware, Jr., P.E., LEED AP
Date 8/3/2016
Time 10:00 AM CT
Location Butler Government Center, Oak Brook,
IL
Meeting Attendance
Company - Attendee Required Attended Company - Attendee Required Attended
Kluber, Inc. - Jeff Bruns,
S.E., LEED AP
Village of Oak
Brook - Doug Patchin
Village of Oak
Brook - Darren Martens
Village of Oak
Brook - Rania Serences
Ordered By Item No.
16-172-1038-004-001
Summary Project Team
Desired Outcome
Originated
Due
Resolved
Complete
Discussion Details
1. Kluber Architects + Engineers
a. Chris Hansen, Project Architect
b. Don Ware, PE, Mechanical Engineer
2. Village of Oak Brook
a. Darren Martens
b. Doug Patchin, Public Works/Dengineering Director
c. Rania Serences, Senior Purchasing Agent
3. Project Work Site
Butler Government Center, 1200 Oak Brook Road, Oak Brook, IL 60523
No comments, all understood.
16-172-1038-004-002
Summary Invitation for Bidder's Proposals
Desired Outcome
Originated
Due
Resolved
Complete
Discussion Details
1. Scope of Work: Plumbing upgrades, fixture replacement, new interior finishes including porcelain
tile, new toilet partitions, new toilet accessories, painting, fire suppression and electrical work.
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2. Bid package consists of the following documents:
a. Invitation for Bidder's Proposals;
b. General Instructions to Bidders;
c. Addenda,if any are issued during the bidding process;
d. Bidder's Proposal;
e. Bidder's Sworn Acknowledgement;
f. Bidder's Sworn Work History Statement;
g. Other information submitted by Bidder,if requested during the
bidding process;
h. Notice of Award;and
i. Contract,including all of its attachments and appendices, if
any.
3. Inspection and examination of bid documents.
a. Via the Internet at www.oak-brook.org,at no charge.
b. A paper hard copy may be obtained in person from Owner's Purchasing Division, Butler
Government Center, 1200
Oak Brook Road,Oak Brook,Illinois 60523 for a $25.00 non refundable copy fee.
4. Pre-Bid Meeting: Every prospective bidder is required to attend a Bid Meeting scheduled for 10:00
A.M.,Wednesday, August 3 ,2016 In the Samuel E. Dean Board Room,at the Butler
Government Center located at 1200 Oak Brook Road, Oak Brook, Illinois 60523,to review the
scope of the Improvements and the project specifications. Failure to attend this mandatory
meeting will disqualify the bidder.
a. Make sure you have signed in on the Sign-In sheet.
b. Leave business card with all contact information.
5. Bid Opening: Owner will receive sealed Bidder's Proposals for the Work until 10:00 a.m.., local
time, Wednesday, August 10, 2016, in the Samuel E.Dean Board Room,at the Butler Government
Center located at 1200 Oak Brook Road,Oak Brook,Illinois 60523, at which time,or as soon thereafter
as possible,all Bidder's Proposals will be publicly opened and read aloud. Bidders or their agents are
Invited to be present.
6. Bid Security,Bonds and Insurance:
a. Bid Security. Each Bidder's Proposal shall be accompanied by a security deposit of at least 5
percent of the Bidder's Price Proposal in the form of (1) a cashier's Check or Certified Check drawn on
a solvent bank Insured by the Federal Deposit Insurance Corporation and payable without condition to
Owner or (2) a Bid Bond in a form satisfactory to Owner from a surety company licensed to do
business in the State of Illinois with a general rating of A minus and a financial size category of Class X
or better In Best's Insurance Guide.
b. Performance and Payment Bonds. The successful Bidder will be required to furnish a
Performance Bond and a Labor and Material Payment Bond on award of the Contract,each in the penal
sum of the full amount of the Contract Price,on forms provided by,or otherwise acceptable
to,Owner,from a surety company meeting the requirements set forth above. Each Bidder's Proposal
must be accompanied by a letter from such a surety company stating that it will execute Bonds on
forms provided by, or otherwise acceptable to,Owner,on award of the Contract to Bidder.
c. Insurance. The successful Bidder will be required to furnish certificates of insurance as required
by Section 4.2 of the Contract on award of the Contract. Each Bidder's Proposal must be accompanied
by a letter from Bidder's insurance carrier or its agent certifying that said insurer has read the
requirements set forth in the Contract and will issue the required certificates and policies of insurance
on award of the Contract to Bidder.
Contractor raised question about need for contractor to provide the builder's insurance as stated in the
documents. Darren responded that yes, this is required per the village attorney.
16-172-1038-004-003
Summary General Instructions to Bidders
Desired Outcome
Originated
Due
Resolved
Complete
Discussion Details
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1. Addenda, if required,will be issued prior to bid opening and shall become part of the Bid Package.
Intent is to issue final
addenda no later than August 8, 2016 at 4:00p.m.
2. Prevailing wages are required.
3. Owner is exempt from state and local sales,use,and excise taxes.
4. Contractor shall be responsible for applying for and obtaining all permits. Permit fees associated
with the Village of Oak Brook
Building Department will be waived.
5. Bid security is required.
6. Time of award ,if contract is awarded, will be made within 45 days following the opening of bidder's
proposal.
7. Any questions,clarifications or substitution requests need to occur in writing via email to
dware@kluberinc.com Oral or other
interpretations or clarifications will be without legal effect.
a. Note: Last day to submit questions,substitution requests for incorporation into addenda will
be August 5, 2016 at 1:00 p.m.
b. Responses will be emailed to all bidder's present at the pre-bid meeting.
No comments, all understood.
16-172-1038-004-004
Summary Bidder's Proposal
Desired Outcome
Originated
Due
Resolved
Complete
Discussion Details
1. The bidder's bid proposal includes the following:
a. Proposal
b. Sworn Acknowledgement
c. Sworn Work History
d. Notice of Award
No comments, all understood.
16-172-1038-004-005
Summary Contract Terms
Desired Outcome
Originated
Due
Resolved
Complete
Discussion Details
1. The bidder's contract with the Village of Oak Brook includes the
following:
a. Article I =The Work
b. Article II = Changes and Delays
c. Article III= Contractor's Responsibility for Defective Work
d. Article IV= Financial Assurances
e. Article V = Payment
f. Article VI = Disputes and Remedies
g. Article VII= Legal Relationships and Requirements
h. Attachment A = Supplemental Schedule of Contract Terms
i. Attachment B = Specifications
j. Attachment C = List of Drawings
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k. Attachment D = Special Project Requirements
1. Appendix 1 = Prevailing Wage Ordinance
2. Appendix 2 = Form of Performance Bond
3. Appendix 3 = Labor and Materials Payment Bond
No comments, all understood.
16-172-1038-004-006
Summary Preliminary Schedule
Desired Outcome
Originated
Due
Resolved
Complete
Discussion Details
1. Award of Contract: September 14, 2016
2. Contractor to apply for Building permit
3. Commencement of construction: October 3, 2016
4. Substantial Completion: January 18, 2017
No comments, all understood.
16-172-1038-004-007
Summary Summary (Section 01 10 00)
Desired Outcome
Originated
Due
Resolved
Complete
Discussion Details
1. Contract Description
a. Contract Type: A single prime contract based on Lump Sum contract as described in the Village
of Oak Brook Contract for
the Construction of Butler Government Center Restroom Renovations.
2. Owner Occupancy
a. Owner intends to continue to occupy adjacent portions of the existing building during the entire
construction period.
b. Cooperate with Owner to minimize conflict and to facilitate Owner's operations.
c. Schedule the Work to accommodate Owner occupancy.
3. Contractor use of Site and Premises
a. Construction Operations: Limited to areas designated by Owner.
b. Provide access to and from site as required by law and by Owner.
1. Emergency Building Exits During Construction: Keep all exits required by code open
during construction period;
provide temporary exit signs if exit routes are temporary altered.
2. Do not obstruct roadways, sidewalks,or other public ways without permit.
c. Existing building spaces may not be used for storage.
d. Utility Outages and Shutdown:
1. Limit disruption of utility services to hours the building is unoccupied.
2. Do not disrupt or shut down life safety systems without
7 days notice to Owner and authorities having jurisdiction.
3. Prevent accidental disruption of utility services and other facilities.
No comments, all understood.
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16-172-1038-004-008
Summary Temporary Facilities and Controls (Section 01 50 00)
Desired Outcome
Originated
Due
Resolved
Complete
Discussion Details
1. Temporary Utilities
a. Owner will provide the following:
1. Electrical power metering, consisting of connection to existing facilities.
2. Water supply, consisting of connection to existing facilities.
2. Telecommunications Services shall include:
a. Cellular Phone: Site Superintendent, Project Manager and all sub-contractors are
required to carry mobile cell phones.
3. Temporary Sanitary Facilities: Use of existing facilities located at Butler Government Center
permitted.
4. Barriers: Provide barriers to prevent unauthorized entry to construction areas, to prevent
access to areas that could be hazardous to workers or the public, to allow for Owner's use of
site and to protect existing facilities and adjacent properties from damage from construction
operatons and demolition.
5. Fencing:
a. Construction: Commercial grade chain link fence.
b. Provide 6 foot high fence around construction site.
6. Interior Enclosures: Provide temporary partitions as required to separate work areas from
Owner-occupied areas, to prevent penetration of dust and moisture into Owner-occupied areas,
and to prevent damage to existing materials and equipment.
7. Vehicular Access and Parking: Coordinate parking and haul routes with Owner.
8. Waste Removal: Provide waste removal facilities and services as requied to maintain the site in
clean and orderly condition.
No comments, all understood.
16-172-1038-004-009
Summary Owner Comments
Desired Outcome
Originated
Due
Resolved
Complete
Discussion Details
No comments, all understood.
16-172-1038-004-010
Summary Contractor Questions
Desired Outcome
Originated
Due
Resolved
Complete
Discussion Details
Q1. Is fencing required around dumpster?
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A1. No.
Q2. Can work occur at same time for both bathrooms?
A2. Yes, no phasing required.
16-172-1038-004-011
Summary Tour of Space
Desired Outcome
Originated
Due
Resolved
Complete
Discussion Details
Tour was given by Darren Martens.
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