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Elctrical Systems Upgrade Pre-Bid Meeting MinutesMeeting Minutes Project [15-172-1017] - Village of Oak Brook - Electrical Systems Upgrades View Date 12/8/2016 Kluber, Inc. 10 S. Shumway Ave. Batavia, IL 60510 Phone: (630) 406-1213 Fax: (630) 406-9472 Meeting No. 15-172- 1017-004 Meeting Type Pre-Bid Subject Pre Bid Meeting Prepared By Jeanne Aguirre Date 12/7/2016 Time 10:00 AM CT Location DBR Dean Board Room Meeting Attendance Company - Attendee Required Attended Company - Attendee Required Attended Kluber, Inc. - Jeff Bruns, S.E., LEED AP Village of Oak Brook - Doug Patchin Kluber, Inc. - Michael Kluber, P.E., LEED AP Village of Oak Brook - Rania Serences Village of Oak Brook - Darren Martens Ordered By Item No. 15-172-1017-004-001 Summary Project Team Desired Outcome Understanding of project team. Originated Due Resolved Complete Discussion Details 1. Kluber Architects + Engineers a. Jeff Bruns, SE, Project Manager b. Mike Kluber, PE, Electrical Engineer 2. Village of Oak Brook a. Darren Martens, Building Maintenance Technician b. Doug Patchin, Public Works Director c. Rania Serences, Senior Purchasing Agent 3. Project Work Site a. Village of Oak Brook, 1200 Oak Brook Road, Oak Brook, IL 60523 No comments, Project Team understood. 15-172-1017-004-002 Summary Invitation for Bidder's Proposals Desired Outcome Understanding of invitation for Bidder's proposals Originated Due Resolved Page 1 of 7Meeting Minutes 12/8/2016https://secure.constructware.com/Common/View/Document_Display.asp?DocumentType=... Complete Discussion Details 1. Scope of Work: Provide and install all materials needed for the electrical systems upgrade as shown on the drawings and project manual. 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 4. Pre-Bid Meeting: Every prospective bidder is required to attend a Bid Meeting scheduled for 10:00 A.M., Wednesday, December 7, 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, December 14, 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. No comments, Bidder's Proposals understood. 15-172-1017-004-003 Summary General Instructions to Bidders Desired Outcome Understanding of Bidder instructions. Originated Due Page 2 of 7Meeting Minutes 12/8/2016https://secure.constructware.com/Common/View/Document_Display.asp?DocumentType=... Resolved Complete Discussion Details 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 Friday, December 9, 2016, at 4:00 p.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 jbruns@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 Thursday, December 8, 2016, at 1:00 p.m. b. Responses will be emailed to all bidder's present at the pre-bid meeting. No comments, General Instructions to Bidders understood. 15-172-1017-004-004 Summary Bidders Proposal Desired Outcome Understanding of bid proposal forms. 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, Bidder's Proposal understood. 15-172-1017-004-005 Summary Contract Terms Desired Outcome Understanding of contract terms. 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 Page 3 of 7Meeting Minutes 12/8/2016https://secure.constructware.com/Common/View/Document_Display.asp?DocumentType=... j. Attachment C = List of Drawings k. Attachment D = Special Project Requirements i. Appendix 1 = Prevailing Wage Ordinance ii. Appendix 2 = Form of Performance Bond iii. Appendix 3 = Labor and Materials Payment Bond Question was raised regarding Attchment A which a "$500.00 per day" appears. This number is for Liquidated Damages, after to Bid Package, General Instructions to Bidders Paragraph 8.C. 15-172-1017-004-006 Summary Preliminary Schedule Desired Outcome Understanding of Project Schedule. Originated Due Resolved Complete Discussion Details 1. Award of Contract: January, 2017. 2. Contractor to apply for building permit: No later than January, 2017. 3. Commencement of Construction: February, 2017. 4. Substantial Completion: To be mutually agreed upon by Owner and Contractor. No comments, Preliminary Schedule understood. 15-172-1017-004-007 Summary Summary (Section 01 10 00) Desired Outcome Understanding of Work Summary. Originated Due Resolved Complete Discussion Details Contract Description 1. Contract Type: A single prime contract based on Lump Sum contract as described in the Village of Oak Brook Contract for the Construction of electrical systems upgrades bid package document. Description of Alterations Work 1. Scope of demolition and removal work as shown on drawings. 2. Scope of alterations work is shown on drawings. 3. New exterior masonry equipment enclosure and equipment pads. 4. Coordination with Commonwealth Edison Company of all efforts to demolish existing service, construction of new service location and de-energization of electrical utility for the orderly progress and completion of the work. 5. Construction of new electrical service, transfer switch and distribution systems for Village Hall, Public Works and Fire Station electrical distribution systems as indicated and reasonably inferable in the contract documents. 6. Construction of Commonwealth Edison Company primary empty conduit system and utility pad construction in accordance with utility company requirements. 7. Construction of optional standby packaged engine generator set at public works electrical distribution. 8. Retro-fit of existing Village Hall packaged generator to add remote annunciator panel at Page 4 of 7Meeting Minutes 12/8/2016https://secure.constructware.com/Common/View/Document_Display.asp?DocumentType=... locations indicated on the drawings. 9. Temporary electrical service for outages that exceed a duration of 12 hours for the continued operation of the Village complex. 10. Retro-fit of existing Village Hall electrical distribution to eliminate metering and service entrance equipment as generally indicated or reasonably inferable in the contract documents. 11. Demolition of existing Village Hall pad-mount utility transformer, service lateral conductors and de-energized utility primary feeder. 12. Restoration of site landscaping due to construction, demolition, excavation and directional boring activities. Owner Occupancy 1. Owner intends to continue to occupy adjacent portions of the existing building during the entire construction period. 2. Cooperate with Owner to minimize conflict and to facilitate Owner's operations. 3. Schedule the Work to accommodate Owner occupancy. Contractor use of Site and Premises 1. Construction Operations: Limited to areas designated by Owner. 2. Provide access to and from site as required by law and by Owner. a. 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. b. Do not obstruct roadways, sidewalks or other public ways without permit. 3. Existing building spaces may not be used for storage. 4. Utility Outages and Shutdown: a. Limit disruption of utility services to hours the building is unoccupied. b. Do not disrupt or shut down life safety systems without 7 days notice to Owner and authorities having jurisdiction. c. Prevent accidental disruption of utility services and other facilities. z On-site parking spaces may be used for Contractor staging, storage and dumpster. Owner will coordinate with Contractor. z Mike Kluber indicated for outages, 2 weeks notice will be required. Limit time will be 8 hours and occur on Saturdays. This will be addressed in the Addenda. 15-172-1017-004-008 Summary Temporary Facilities and Controls (Section 01 50 00) Desired Outcome Understanding of Section 01 50 00. Originated Due Resolved Complete Discussion Details 1. Temporary Utilities 1. Owner will provide the following: a. Electrical power metering, consisting of connection to existing facilities. b. 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 is 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 Page 5 of 7Meeting Minutes 12/8/2016https://secure.constructware.com/Common/View/Document_Display.asp?DocumentType=... site and to protect existing facilities and adjacent properties from damage from construction operations and demolition. 5. Fencing: a. Construction: Commercial grade chain link fence. b. Provide 6 foot high fence around construction site. 6. Exterior Enclosures: Provide temporary weather tight closure of exterior openings to accommodate acceptable working conditions and protection for Products, to allow for temporary heating and maintenance of required ambient temperatures identified in individual specification sections, and to prevent entry of unauthorized persons. Provide access doors with self-closing hardware and locks. 7. 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. 8. Security: a. Provide security and facilities to protect Work, existing facilities, and Owner's operations from unauthorized entry, vandalism, or theft. b. Coordinate with Owner's security program. 9. Vehicular Access and Parking: Coordinate parking and haul routes with Owner. 10. Waste Removal: Provide waste removal facilities and services as required to maintain the site in clean and orderly condition. 11. Removal of Utilities, Facilities, and Controls: a. Remove temporary utilities, equipment, facilities, materials, prior to Substantial Completion inspection. b. Remove underground installations to a minimum depth of 2 feet. Grade site as indicated. c. Clean and repair damage caused by installation or use of temporary work. d. Restore existing facilities used during construction to original condition. No comments, Temporary Facilities and Controls understood. 15-172-1017-004-009 Summary Owner Comments Desired Outcome Owner to add comments as needed. Originated Due Resolved Complete Discussion Details No comments from Owner. 15-172-1017-004-010 Summary Contractor Questions Desired Outcome Contractor to ask questions to gather better understanding of Project Scope. Originated Due Resolved Complete Discussion Details Jesco Electric had a few questions and clarifications on the drawings. Mike addressed these few items. Applicable items will be included in the Addenda. 15-172-1017-004-011 Summary Tour of Space Originated Page 6 of 7Meeting Minutes 12/8/2016https://secure.constructware.com/Common/View/Document_Display.asp?DocumentType=... All information reported on this document is assumed to be accurate and correct. The information on the document will remain on record unless changes are reported in writing within seven (7) days of this report to the Kluber, Inc. office. Desired Outcome Contractor familiarity of the space and address any immediate questions. Due Resolved Complete Discussion Details Darren led a tour with Mike Kluber providing technical and scope information contained on the bid documents. Supporting Documents Document Type Document Open Description Date Size (KB) Doc 15-172-1017-00001 1017 - Pre Bid Sign In Sheet 12/8/2016 281 Page 7 of 7Meeting Minutes 12/8/2016https://secure.constructware.com/Common/View/Document_Display.asp?DocumentType=...