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
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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.
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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
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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.
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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.
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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
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Reviewed East Electrical Server
Reviewed West Electrical Server
Meeting Minutes
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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
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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
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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
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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
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