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Pre-Bid Meeting Minutes 082516Meeting Minutes Project [14-172-872 Ph 1] - Village of Oak Brook - Heritage Center Renovations View Date 8/26/2016 Kluber, Inc. 10 S. Shumway Ave. Batavia, IL 60510 Phone: (630) 406-1213 Meeting No. 14-172-872 Ph 1-003 Meeting Type Pre-Bid Subject Heritage Center - Phase 1 Exterior Renovations & Improvements Prepared By Jeff Bruns, S.E., LEED AP Date 8/25/2016 Time 11:00 AM CT Location Butler Goverment 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 - Rania Serences Village of Oak Brook - Darren Martens Ordered By Item No. 14-172-872-003-001 Summary Project Team Desired Outcome Understanding of complete project team, the primary contacts, and authorized representatives. Originated Due Resolved Complete Discussion Details 1. Kluber Architects + Engineers a. Jeff Bruns, SE, Project Manager 2. Village of Oak Brook a. Darren Martens, Village of Oak Brook b. Rania Serences, Senior Purchasing Agent 3. Project Work Site a. The Heritage Center, 1112 Oak Brook Road, Oak Brook, IL 60523 No comments, all understand. 14-172-872-003-002 Summary Invitation for Bidder's Proposals Desired Outcome Understanding of Bid Form and Supplements. Originated Due Resolved Complete Discussion Details 1. Scope of Work: a. Removal and replacement of site retaining walls, removal of abandoned fuel tank, removal and replacement of exterior slab, waterproofing and associated elements. Page 1 of 7Meeting Minutes 8/26/2016https://secure.constructware.com/Common/View/Document_Display.asp?DocumentType=... b. Alternate bid No. 1: Basement area below the slab will be filled in, foundations removed, water proof door opening, in-filled and lab on grade installed for condusor. 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 11:00 A.M., Thursday, August 25, 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 11:00 a.m., local time, Thursday, September 1, 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, all understand. 14-172-872-003-003 Summary General Instructions to Bidders Desired Outcome Understanding of Bid Form and Supplements. Originated Due Resolved Complete Discussion Details Page 2 of 7Meeting Minutes 8/26/2016https://secure.constructware.com/Common/View/Document_Display.asp?DocumentType=... 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 29, 2016. 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 August 26, 2016, at 2:00 p.m. b. Responses will be emailed to all bidder's present at the pre-bid meeting. No comments, all understand. 14-172-872-003-004 Summary Bidder's Proposal Desired Outcome Understanding of general bidding criteria. 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 understand. 14-172-872-003-005 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 j. Attachment C = List of Drawings k. Attachment D = Special Project Requirements 1. Appendix 1 = Prevailing Wages 2. Appendix 2 = Form of Performance Bond Page 3 of 7Meeting Minutes 8/26/2016https://secure.constructware.com/Common/View/Document_Display.asp?DocumentType=... 3. Appendix 3 = Form of Labor and Materials Bond No comments, all understand. 14-172-872-003-006 Summary Preliminary Schedule Desired Outcome Understanding of project schedule. Originated Due Resolved Complete Discussion Details 1. Award of Contract: September 13, 2016 2. Contractor to apply for Building permit: No later than September 15, 2016 3. Commencement of Construction: October 3, 2016 4. Substantial Completion: November 30, 2016 No comments, all understand. 14-172-872-003-007 Summary Summary (Section 01 10 00) Desired Outcome Understanding of project summary. 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 Phase 1 Heritage Center Exterior. 2. Description of Alterations Work a. Scope of demolition and removal work as shown on drawings and specifications. b. Scope of underground storage tank removal work is shown on drawings and specifications. c. Scope of alterations work is shown on drawings and specifications. 3. Work by Owner a. Owner will contract and/or self perform for the minor electrical, lighting, fire protection and removal of the existing condensing unit on the slab in order to remove and replace the exterior slab. This includes demolition and re-installation of such items. b. Owner will supply and install landscape restoration over excavated and filled areas 4. 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. 5. 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. Page 4 of 7Meeting Minutes 8/26/2016https://secure.constructware.com/Common/View/Document_Display.asp?DocumentType=... 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 understand. 14-172-872-003-008 Summary Temporary Facilities and Controls (Section 01 50 00) Desired Outcome Understanding of Project scope. 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 Heritage 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 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. Vehicular Access and Parking: Coordinate parking and haul routes with Owner. 9. Waste Removal: Provide waste removal facilities and services as required to maintain the site in clean and orderly condition. 14-172-872-003-009 Summary Highlights of Scope of Work Desired Outcome Understanding of Project scope. Originated Due Resolved Complete Discussion Details 1. Demolition and replacement of exterior structural slab over basement area 2. Removal of abandoned fuel tank in basement area below structural tab a. Remove and dispose tank, any contents and soil. b. Remove and dispose masonry wall. c. Remove and dispose concrete slab on-grade below tank d. Remove and dispose 12" soil below removed slab on-grade. e. Replace removed soil. f. Replace slab on-grade. Page 5 of 7Meeting Minutes 8/26/2016https://secure.constructware.com/Common/View/Document_Display.asp?DocumentType=... g. Provide and obtain all permits, reports, etc. as required. h. Assume soils, slab on-grade, and masonry wall noted above to be removed is contaminated and needs to be disposed of properly and legally. 3. Demolition and replacement of exterior site retaining wall. 4. Waterproofing of concrete walls. 5. Traffic coating for new structural slab over basement area. 6. Alternate Bid No. 1: Basement area below the slab will be filled in, foundations removed, water proof door opening, in-filled and lab on grade installed for condusor. No comments, all understand. 14-172-872-003-010 Summary Owner Comments Desired Outcome Address any items not discussed. Originated Due Resolved Complete Discussion Details No Owner comments. 14-172-872-003-011 Summary Contractor Questions Desired Outcome Address any items not discussed. Originated Due Resolved Complete Discussion Details Q1. Is testing for contaminants responsibility of Contractor? A1. Bidding documents indicate who is responsible for testing. Q2. Who is responsible for landscape restoration? A2. Bidding documents indicate who is responsible for landscape restoration. 14-172-872-003-012 Summary Tour of Space Desired Outcome Allow Contractors to view areas where work will be performed. Originated Due Resolved Complete Discussion Details Tour of space was led by Jeff Bruns. 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. Page 6 of 7Meeting Minutes 8/26/2016https://secure.constructware.com/Common/View/Document_Display.asp?DocumentType=... Supporting Documents Document Type Document Open Description Date Size (KB) Doc 14-172-872 Ph 1-00003 Sign in Sheets and cards 8/25/2016 606 Page 7 of 7Meeting Minutes 8/26/2016https://secure.constructware.com/Common/View/Document_Display.asp?DocumentType=...