Loading...
Fire Station 93 Shower Rooms Piping and Valve Replacement Pre-Bid Minutes and Attendance SheetMeeting Minutes Project [18-172-1197] - 1197 - Village of Oak Brook - Fire Station 93 Shower Rooms View Date 9/21/2018 Kluber, Inc. 10 S. Shumway Ave. Batavia, IL 60510 Phone: (630) 406-1213 Meeting No. 18-172- 1197-002 Meeting Type Pre-Bid Subject Pre-Bid Meeting Prepared By Rachel Whelan Date 9/20/2018 Time 10:00 AM CT Location Fire Station 93, Oak Brook, IL Meeting Attendance Company - Attendee Required Attended Company - Attendee Required Attended Kluber, Inc. - Charli Johnsos Village of Oak Brook - Doug Patchin Kluber, Inc. - Rachel Whelan Village of Oak Brook - Rania Serences Village of Oak Brook - Doug Hroba Village of Oak Brook - Rick Valent Ordered By Item No. 18-172-1197-002-001 Summary Project Team Desired Outcome Responsible Parties Originated Due Resolved Complete Discussion Details 1. Kluber Architects + Engineers a. Charli Johnsos, Project Manager b. Rachel Whelan, Project Coordinator 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 Fire Station 93, 725 Enterprise Road, Oak Brook, Illinois 60523 Project Team was reviewed. Charli Johnsos made business cards available to potential bidders. 18-172-1197-002-002 Summary Invitation for Bidder's Proposals Desired Outcome Responsible Parties Originated Due Resolved Complete Discussion Details 1. Scope of Work: This project consists of the replacement of the galvanized piping for the showers at Fire Station 93. The existing shower pans and the repair of the tile walls and floors Page 1 of 5Meeting Minutes 9/21/2018https://secure.constructware.com/Common/View/Document_Display.asp?DocumentType=... will also be included as this piping is replaced. The general contractor shall provide and install all materials, unless noted otherwise. 2. Bid Package: a. Invitation for Bidder's Proposals b. General Instructions to Bidders c. Addenda, if any d. Bidder's Proposal e. Bidder's Sworn Acknowledgement f. Bidder's Sworn Work History Statement g. Other information submitted by Bidder, if requested h. Notice of Award i. Contract, including all attachments and appendicies, if any 3. Bid Documents: a. Viewable at no charge online at www.oak-brook.org 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 the Pre-Bid Meeting. Failure to attend 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, Thursday, September 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. Information was reviewed. Bid Opening is 10 AM on 9/27. The Pre-Bid Meeting is mandatory. Potential bidders signed in and left their business card. It is attached to these minutes. 18-172-1197-002-003 Summary Bidder's Proposal Desired Outcome Responsible Parties Originated Due Resolved Complete Discussion Details 1. The Bidder's Proposal should consist of the following documents: a. The Bidder's Proposal Form, as furnished by the Village of Oak Brook b. A copy of each Addendum issued c. The Bidder's Sworn Acknowledgement as furnished by the Village of Oak Brook d. The Bidder's Work History Statement, as furnished by the Village of Oak Brook e. The Required Bid Security in the form of a Cashier's Check, Certified Check or Bid Bond (at least 5% of the Bidder's Price Proposal) f. A letter from Bidder's Insurance Carrier certifying that said insureree has read the requirements and will issue the required certificates on award of Contract. 2. One copy of each Bidder's Proposal, properly signed, together with all other required documents shall be enclosed in a sealed envelope or package. This was reviewed. Potential bidders were reminded to label the envelope containing their bid proposal with their name and the project. 18-172-1197-002-004 Summary General Instructions to Bidders Desired Outcome Responsible Parties Originated Due Resolved Complete Page 2 of 5Meeting Minutes 9/21/2018https://secure.constructware.com/Common/View/Document_Display.asp?DocumentType=... Discussion Details 1. Addenda, if required, will be issued prior to bid opening and shall become a part of the Bid Package. Intent is to issue final addenda no later than Monday, September 24th. 2. Prevailing wages are required. 3. Owner is exempt from state and local sales, use and excise taxes. Tax Exemption Letter will be furnished by Village of Oak Brook. 4. Contractor shall be responsibl for applying for and obtaining all permits. These costs should be included in bid price. 5. Award of Contract, if Contract is awarded, will be made within 45 days of Bid Opening. a. The successful bidder will be required to furnish a Performance and Payment Bond b. The successful bidder will be required to furnish Certificates of Insurance as required by Section 4.2 of the Contract. 6. Any questions, clarifications or substitution requests need to occur in writing via email to Charli Johnsos at cjohnsos@kluberinc.com and Rania Serences at rserences@oak-brook.org. Oral or other interpretations or clarifications will be without legal effect. The last day to submit questions, substitution requests for incorporation into addenda will be Friday, September 21st. This information was reviewed with no furter comments. 18-172-1197-002-005 Summary Contract Terms Desired Outcome Responsible Parties Originated Due Resolved Complete Discussion Details 1. The Village of Oak Brook's Contract for Fire Station 93 - Piping and Valve Replacement contains 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 i. Appendix 1 = Prevailing Wage Ordinance ii. Appendix 2 = Form of Performance Bond iii. Appendix 3 = Labor and Materials Payment Bond The Contract is viewable in Oak Brook's front end of the specifications. 18-172-1197-002-006 Summary Preliminary Schedule Desired Outcome Responsible Parties Originated Due Resolved Complete Discussion Details 1. Award of Contract: October 9, 2018 Page 3 of 5Meeting Minutes 9/21/2018https://secure.constructware.com/Common/View/Document_Display.asp?DocumentType=... 2. Commencement of Construction: October 10, 2018 3. Substantial Completion: December 19, 2018 The Work should be substantially complete before the holidays. 18-172-1197-002-007 Summary Work Site Desired Outcome Responsible Parties Originated Due Resolved Complete Discussion Details 1. Work is being performed in bathroom, so other bathroom must remain open and accessible during construction. 2. Barriers: Provide in bid price cost to provide temporary barrier in bathroom to prevent unauthorized entry into construction areas, to contain construction dust and to allow Owner's use of site while Work is being performed. This information was reviewed with no further comment. 18-172-1197-002-008 Summary Owner Comments Desired Outcome Responsible Parties Originated Due Resolved Complete Discussion Details None. 18-172-1197-002-009 Summary Contractor Questions Desired Outcome Responsible Parties Originated Due Resolved Complete Discussion Details Question 1. Will the galvanized piping to the hydrant between the two showers be replaced? It is not currently shown on the drawings. Answer: Yes. This will be addressed by addendum. Question 2. Will the plumber be doing all the demo work? Answer: It does not matter who does the demo, as long as it is coordinated. The plumber can do all the demo work. If the plumber plans to do the demo, make sure it is noted to the GC. Question 3. Is there a shower basin in the specifications? No, there will not be a new basin. The current terrazzo basin is to be removed, the drain is going to be relocated and then the floor will be mud base with a ceramic tile top. Page 4 of 5Meeting Minutes 9/21/2018https://secure.constructware.com/Common/View/Document_Display.asp?DocumentType=... 18-172-1197-002-010 Summary Tour of Space Desired Outcome Responsible Parties Originated Due Resolved Complete Discussion Details 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 5 of 5Meeting Minutes 9/21/2018https://secure.constructware.com/Common/View/Document_Display.asp?DocumentType=...