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1179 -Mtg-Pre-Bid Meeting Minutes6/21/2018 Kluber Archilects + Engineers Meeting Minutes Meeting Minutes Project [18-172-1179] - 1179 - Village of Oak View Date 6/21/2018 Brook - Engineering Services for BT Emergency Generator Kluber, Inc. 10 S. Shumway Ave. Batavia, IL 60510 Phone: (630) 406-1213 Meeting No. 18-172- 1179-002 Meeting Type Pre -Bid Required Date 6/20/2018 Subject 18-172-1179 Kluber, Inc. - Charli Johnsos Time 10:00 AM CT Prepared By Rachel Whelan ❑ Location Butler Government Center, Oak Brook, IL Meeting Attendance Company - Attendee Required Attended Company - Attendee Required Attended Kluber, Inc. - Charli Johnsos U U Village of Oak Brook - Rania Serences U ❑ Village of Oak Brook - Doug Hroba U Ev,] Village of Oak Brook - Rick Valent U U Village of Oak Brook - Doug Patchin ❑ ❑ Introductions were made. Charli Johnsos stated she would provide an email to all in attendance so they could get her contact information (cell and email address). Attendance Notes The meeting sign -in sheet is attached. Ordered By Item No. 16-172-1077-001-001 Summary Project Team Desired Outcome Responsible Parties Originated Due Resolved Complete ❑ Discussion Details 1. Kluber Architects + Engineers a. Charlie Johnsos, Project Manager 2. Village of Oak Brook a. Doug Hroba, Fleet and Facilities Supervisor b. Doug Patchin, Public Works Director c. Rania Serences, Senior Purchasing Agent d. Rick Valent - Public Works Superintendent 3. Project Work Site Bath and Tennis Club, 800 Oak Brook Road, Oak Brook, IL 60523 Introductions were made. Charli Johnsos stated she would provide an email to all in attendance so they could get her contact information (cell and email address). 16-172-1077-001-002 Summary Invitation for Bidder's Proposals Originated Desired Outcome Due Responsible Parties Resolved Complete ❑ Discussion Details https://secure.constructware.com/Common/View/Document_Display.asp?DocumentType=107&ltemlD=59141550&ViewMinutes=1 1/7 6/21/2018 Meeting Minutes Scope of Work: Upgrades to electrical system and new generator. 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, June 20, 2018 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, June 27, 2018, 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. Kluber discussed the project scope. Everyone was asked to review the Village of Oakbrook's Front End Requirements. Today's meeting was mandatory and bids are due on 6/27/18. Bid Security Forms and Bonds are required. 16-172-1077-001-003 Summary General Instructions to Bidders Originated Desired Outcome Due Responsible Parties 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 June 25, 2018. 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. https://secure.constructware.com/Common/View/Document_Display.asp?DocumentType=107&ltemlD=59141550&ViewMinutes=1 2/7 6/21/2018 Meeting Minutes 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 cjohnsos@kluberinc.com and rserences@oak-brook.org. 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 June 22, 2018 at 1:00 P.M. The last day to submit questions, substitution requests for incorporation into addenda will be June 22, 2018 at 1:00 PM. Addendum will be issued end of day (4:00 PM) on June 22, 2018. 16-172-1077-001-004 Summary Bidder's Proposal Originated Desired Outcome Due Responsible Parties 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 Required documents with the proposal are listed above. 16-172-1077-001-005 Summary Contract Terms Desired Outcome Responsible Parties 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 Wage Ordinance 2. Appendix 2 = Form of Performance Bond 3. Appendix 3 = Labor and Materials Payment Bond The Contractor was asked to review all requirements and contract language in each Article. 16-172-1077-001-006 Summary Preliminary Schedule Originated https://secure.constructware.com/Common/View/Document_Display.asp?DocumentType=107&ltemlD=59141550&ViewMinutes=1 3/7 6/21/2018 Meeting Minutes Desired Outcome Responsible Parties Discussion Details 1. Award of Contract: July 10, 2018 2. Contractor to apply for Building permit 3. Commencement of construction: August 14, 2018 4. Substantial Completion: May 31, 2019 These were reviewed but will be modified by the Addendum. 16-172-1077-001-007 Due Resolved Complete Summary Summary (Section 01 10 00) Originated Desired Outcome Due Responsible Parties 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. It was stated that not only would the building be occupied by the owner, but there would be weekend weddings from September to February. 16-172-1077-001-008 Summary Temporary Facilities and Controls (Section 01 50 00) Originated Desired Outcome Due Responsible Parties Resolved Complete ❑ Discussion Details 1. Temporary Utilities a. Owner will provide the following: 1. Electrical power metering, consisting of connection to existing facilities. https://secure.constructware.com/Common/View/Document_Display.asp?DocumentType=107&ltemlD=59141550&ViewMinutes=1 4/7 6/21/2018 Meeting Minutes 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. 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. 6. Vehicular Access and Parking: Coordinate parking and haul routes with Owner. 7. Waste Removal: Provide waste removal facilities and services as requied to maintain the site in clean and orderly condition. 1. The Contractor should provice their own restrooms. 2. All emergency systems must remain operational. 3. Temporary barrier should enclose the two main areas of Work. 4. Trenching or directional boring should be coordinated with Owner's activities. 16-172-1077-001-009 Summary Owner Comments Originated Desired Outcome Due Responsible Parties Resolved Complete ❑ Discussion Details The Village and Park District staff and patrons use this facility extensively. Therefore, during construction, it is important that the facility remain accessible and presentable. Any Work that potentially disrupts these activities should be scheduled with the Owner. 16-172-1077-001-010 Summary Contractor Questions Originated Desired Outcome Due Responsible Parties Resolved Complete ❑ Discussion Details Q1. Please provide the ComEd Contact The ComEd contact is William Nolan, P.E. Cell Number: 312-550-6058 Email: William.Nolan2@ComEd.com Q2. When does the pool close for the season? On September 3rd. Q3. What are the access hours for the site? Site can be accessed whenever, but the Owner asks that the site remain accessible and presentable to staff and patrons during the Work. Q4. Is there capacity in the current gas pressure for this work? The Contractor is required to coordinate the change building pressure with Nicor. The work scope is indicated on Drawing E300, Mechanical Basement Plan. https://secure.constructware.com/Common/View/Document_Display.asp?DocumentType=107&ltemlD=59141550&ViewMinutes=1 5/7 6/21/2018 Meeting Minutes Q5. The existing gas lines being asked to connect are 3" threaded pipe. (1) Will all existing piping have to be brought up to code? (2) Can they tie in with a T and a welded fitting? Threaded pipe fittings are allowed for pipe under 4 inches. New pipe connection with T and welded fitting is acceptable. Q6. At the West service cabinet. Do the plans and specs call for the removal and replacement of the existing concrete pad? Yes, refer to Specification section 26 05 01. Q7. How would the Owner like to accommodate if existing sprinkler lines are cut during trenching? The Owner will use their Irrigation contact to address cuts if they occur. Q8. Will ComEd be removing the existing transformers on site? Per Specification Section 26 21 00, the Utility Contractor may, at its discretion, replace the pad -mount transformer designated to remain. Contractor to submit load letter based upon drawings and specifications and make arrangements with the utility company. Q9. Are the contractors expected to remove the existing concrete pad that the transformer is sitting on? Yes, refer to Specification section 26 05 01. Q10. Is ComEd providing the up-sized transformer? Per Specification Section 26 21 00, the Utility Contractor may, at its discretion, replace the pad -mount transformer designated to remain. Contractor to submit load letter based upon drawings and specifications and make arrangements with the utility company. Q11. What is the extent of the temporary fencing for the construction, trenching, etc. knowing that the spaces need to be presentable for weddings and such? Temporary barriers should enclose the two main Work areas at the service panels. The trenching/directional boring should be coordinated with the Owner's activities and should be completed and restored before the Owner's next scheduled activity. Q12. At the location for the new generator. How will the sidewalk work with the existing slope of the site? This will be addressed by Addendum 1. Q13. Will the bid date move due to the number of questions? No. Q14. What are the specifc dates of the seasonal down-time? The seasonal dates are from 2/24/2019 to 4/13/2019. Q15. What is the duration of the battery back-ups on the existing Fire Alarm System? NFPA 72 requires 24-hour power systems back-up. 16-172-1077-001-011 Summary Tour of Space Originated Desired Outcome Due Responsible Parties Resolved Complete ❑ Discussion Details Started with Pool Equipment Room https://secure.constructware.com/Common/View/Document_Display.asp?DocumentType=107&ltemlD=59141550&ViewMinutes=1 6/7 6/21/2018 Reviewed East Electrical Server Reviewed West Electrical Server Meeting Minutes https://secure.constructware.com/Common/View/Document_Display.asp?DocumentType=107&ltemlD=59141550&ViewMinutes=1 7/7 6/19/2018 Kluber Architects + Engineers Meeting Sign -In Sheet Meeting Sign -In Sheet Project [18-172-1179] - 1179 - Village of Oak View Date 6/19/2018 Brook - Engineering Services for BT Emergency Generator Kluber, Inc. 10 S. Shumway Ave. Batavia, IL 60510 Phone: (630) 406-1213 Meeting No. 18-172- 1179-002 Meeting Type Pre -Bid Phone/Email Date 6/20/2018 Subject 18-172-1179 Time 10:00 AM CT Prepared By Cindy Kaleta Village of Location Butler Government Center, Oak Brook, IL Company Attendee Phone/Email Signature Kluber, Charli Johnsos (630) 406-1213 Inc. cjohnsos@kluberinc.com Village of Doug Hroba (630) 368-5282 Oak dhroba@oak-brook.org Brook Village of Doug Patchin (630) 368-5272 Oak dpatchin@oak-brook.org Brook Village of Rania Serences (630) 990-3044 Oak rserences@oak-brook.org Brook Village of Rick Valent (630) 368-5276 Oak rvalent@oak-brook.org Brook �-- t')Pc¢r:c jcolN�r��cjrr�s:lee�. ror� LI-�4�2S�e,�.� -7ol 4q 2--1 � �1ei✓"kr i �-�@ � QS eoel e�..hri LC w �" � "` 'o�►-i 76'2 7. O1o32 et(y_ . '.*eo INLYA PT 69 J Esta e:tz v c,o . co-► k pnc'6Or_ w1'' ry61Q,aicAcr-docW, (--- e ; J2 a -G �-ca� YS cu � To"i I< , iif1 3 � - C-6 It ) I Veer �i18 � -JL) - is -- S!-g� 17 f�IrwiSt7RS.com &6-2-34f'7o CK•a'ie n z"c. -,- -//" >0 - 5 s'G- 3000 https://secure.constructware.com/Common/View/Document_Display. asp? Documen tType=107&DocTemplate ID= -345& Item ID=59141550&AltViewTitle... 1/2 Anchor&Electric Z CORPORATION Electrical Contractors, Est. 1978 Michael Blair Senior Estimator / Project Manager Mobile: 630-697-9903 291 E. St. Charles Road mblair@anchorelect,com Carol Stream, Illinois 60188 www.anchorelect.com office: 630-682.0145 fax: 630.682.8702 MSSOCIATED ELECTRICAL CONTRACTORS, LLC. P.O. Box 39 • Woodstock, IL 60098 www.associated-electrical.com Cot Kruckenber Cell: 262-325-7120 y g 8 815-337-6600 Project Manager ckruckenbeeg@associated-electrical.com (OD) DREISILKER ELECTRIC MOTORS, INC. John Collier Municipal Account Executive 352 Roosevelt Rd. Glen Ellyn, IL 60137 c: 630.885.2229 p: 630.469.7510 jcollier@dreisliker.com I CSERVIC'E VOLTELECTRIC, AND CONTRACTING Fred Kala O: 630.552.1600 Supervising Electrician C: 630.675.4697 fk@voltelectricinc.com www.voltelectricinc.com WBE/FBE/CDB • Chicago and Illinois Certified Electrical Contractor Nolan Craig Project Manager ncra1g@fitzec.com F�FITZGERALD'S ELECTRICAL CONTRACTING, INC. Airport Electric Co. Institutional * Commercial * Industrial NIO Serving COOK, DUPAGE, and WILL COUNTY for over 68 Years NN Electrical Contractors Since 1946 6342 S. Central Ave. Chicago, It 6.0638 airportelectric@aol;com . www.airportelectricco.com 773-735-5757 Z"IARTLIP AND SONS, /NC. HEATING . AIR CONDITIONING • REFRIGERATION • PIPING . SHEET METAL C?lIC4111y Sorvicc-_ f)):