Cooling Tower Replacement Western Guilford High School Guilford County Schools. Pre-bid Conference May 3, 2018

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1 Sud Associates, P.A. Consulting Engineers Flat Iron Building, Suite 706, 20 Battery Park Avenue, Asheville, NC (828) Fax: (828) Ish Sud, Ph.D., P.E., President Fellow ASHRAE, LEED AP Jerome C. Hay, P.E. Vice President, LEED AP Cooling Tower Replacement Western Guilford High School Guilford County Schools Pre-bid Conference May 3, A mandatory Prebid Conference for the project was held on Thursday May 3rd at 2:00 PM. The attendance list is attached. Only those contractors who attended the Prebid Conference are qualified to bid the project. Note important changes to bidding listed below. 2. Mike Saenger, Engineer and Project Manager for the project welcomed everyone to the meeting. Tracy Nance, Construction Project Manager for Guilford County Schools introduced himself and welcomed the contractors taking a look at the project. He reminded the contractors that this is a mandatory prebid conference and all attendees should sign the attendance sheet. Cynthia Bryant then went over the importance of the MWBE requirements and the documentation. She emphasized the importance of MWBE participation to the Guilford County Schools, and urged all Contractors to make a good faith effort and do their due diligence to provide inclusion opportunities to MWBE contractors. There is a list available from Guilford County Schools. 3. MWBE requirements are outlined in the specifications, and nonconformity with these procedures will result in disqualification of a contractor s bid. Contractors are reminded that the appropriate forms and documentation, as outlined in the specifications, must be attached to the bid. 4. Drawings and specifications are available from Sud Associates, P.A. on the Guilford County website. A CD can be obtained without deposit. Sud Associates, P.A. 20 Battery Park Ave Flat Iron Bldg, Suite 706 Asheville, NC (828) sudwest@sudassociates.com 5. Mike Saenger thanked the contractors for taking the time to attend and prepare a bid for the project. 6. The project will be bid as a single prime mechanical contract with a mechanical license required for all bidders. 7. The project requires a bid bond, performance bond, and payment bond. 8. Bid opening for this project will be at 2:00 PM on Thursday May 17th, 2018 in Room 100, 501 W. Washington Street, Greensboro, NC The Time Requirements and the bidding situation has changed. The project will be bid with a base bid with the current operational deadline of August 15 th but the tower will be provided by the owner to speed up delivery time. Liquidated damages amounts and time restrictions are as discussed. The overall contract period is 80 days. Liquidated damages for exceeding any of the required deadlines is $300 per day. The preorder tower must be on site by July 21 st for the august 15 th deadline to apply. For each day it were to arrive past July 21 st the contractor has an additional day.

2 In Alt M-1 the tower work does not have to be complete until December 15 th with an overall contract period of 180 days. No work required this summer. Work may begin on November 1 st. In Alt M-1 the contractor is to include the price of the tower. See the new bid form included in this addendum. 10. To ensure a fair bidding process, questions and/or clarifications requested by contractors will not be accepted after an established cut-off date. A cut-off date of May 10th, 2018 at 5:00 PM has been established. Contractors are encouraged to their questions to msaenger@sudassociates.com. 11. The permit fees shall be paid by the contractor and included in his bid. 12. Any contractor who wishes to visit the site again before the bid date should contact Tracy Nance at to arrange a visit. Please provide at least one day notice. 13. Work may proceed during regular hours in the spring if the contractor chooses. If subcontractors are working on site, the mechanical or general site foreman must be on the job as well. The contractor has the responsibility for security and safety as well as coordinating with the school. For areas that are used the next morning by the school, the area must be completely cleaned up and safe. 14. Regular coordination meetings will be held during the working contract period. The mechanical site foreman and control project manager must attend these meetings and present an accurate schedule of work to be completed the next two week period, as well as an overall schedule updated. 15. The contractors are responsible for site verification of conditions and distances. Locations and distances shall not be scaled from the drawings. 16. Construction debris becomes the property of the Contractor unless otherwise noted, and must be disposed of properly and legally. Ensure that debris being removed from the work site is done so in a responsible manner in an effort to not litter the campus or surrounding community. Campus dumpsters may not be used for construction debris under any circumstances. 17. The contractors are instructed that it is unlawful to allow any person to bring to the project site, firearms or other weapons, any type of alcoholic beverages, tobacco products, or drugs not prescribed by a physician. 18. The contractor shall not be able to use the schools restroom. A porta jon must be on site during the onsite working period. 19. After the meeting a tour of the project site was held. 20. All Contractors submitting proposals shall incorporate the items in this Addendum, and all other addenda into their proposals, and acknowledge receipt of the Addenda on their bid proposal forms. CLARIFICATIONS AND RESPONSES TO QUESTIONS 1. The tower support can use a poured wall instead of a filled block wall. 2. The cooling tower is to be supplied with a drive (alt M-1) The tower is to come with both a tower mounted fan disconnect and basin heater disconnect. 3. In the base bid the contractor is to coordinate with the supplier to unload the tower from the delivery truck.

3 BID FORM Section Contractor Initials & Date Contract: Mechanical Project: Bidder: Date: Cooling Tower Replacement, Western Guilford High School Guilford County Board of Education Guilford County, NC The undersigned, as bidder, hereby declares that the only person or persons interested in this proposal as principal or principals is or are named herein and that no other person than herein mentioned has any interest in this proposal or in the contract to be entered into; that this proposal is made without connection with any other person, company or parties making a bid or proposal; and that it is in all respects fair and in good faith without collusion or fraud. The Bidder further declares that he has examined the site of the work and the contract documents relative thereto, has read all special and supplemental provisions furnished prior to the opening of bids, has satisfied himself relative to the work to be performed, and thereby proposes and agrees if this proposal is accepted, to furnish all necessary materials, equipment, machinery, tools, apparatus, means of transportation and labor necessary to complete the fabrication and delivery of the work, and other related work in full and complete accordance with the plans, specifications and contract documents, to the full and entire satisfaction of the Owner, with a definite understanding that no money will be allowed for extra work except as set forth in the General Conditions and other contract documents, on the Cooling Tower Replacement, Western Guilford High School 409 Friendway Rd, Greensboro, NC. Bidders are advised that a notice to proceed may be issued upon approval by the Guilford County Board of Education, and in advance of the contract document. The Bidder proposes and agrees, if this proposal is accepted, to execute a Contract within ten (10) days after notification of award, for the above work and for the below stated Compensation, in the form of AIA A Standard Form of Agreement Between Owner and Contractor where the basis of payment is a Stipulated Sum., for the sum of: BASE BID( owner provided tower to be working by August 15 th ) Dollars ($ ) Electrical Subcontractor Sub Bid Amount ($ ) ALTERNATES The Bidder proposes to perform the work indicated as alternates for the amounts entered below, which amounts shall be added to or deducted from the Base Bid as indicated in the space below. Section Single Prime General Construction Bid Form 1

4 BID FORM Section Contractor Initials & Date (Bidders must enter an amount for each alternate. If acceptance of the alternate will not change the contract amount, enter No Change. Insert the words Add or Deduct in the space provided before the amount.) List of Alternates Add Amount Alternate #M-1 (contractor provided tower work to be completed by December 15 th ) Dollars ($ ) Alternate #M-2 Install new chilled water pumps Dollars ($ ) BID UNIT PRICES NA ADDENDA The following addenda were received and used in computing this bid: Date Initial Addendum #1 Addendum #2 Addendum #3 Addendum #4 The Bidder further proposes and agrees hereby to commence work under this contract on a date to be specified in a written order by the Owner or Designer and shall substantially complete the work if the base bid is selected on or before 80 days from Notice to Proceed or August 15th from the Notice to Proceed or the contract, whichever is dated first. The tower is to be on site by July 21 st. The undersigned further agrees that in the case of failure on his part to execute the said contract and the bond within ten (10) consecutive calendar days after written notice being given of the award of the contract, the certified check, cash or bid bond accompanying this bid shall be paid into the funds of the Owner s account set aside for the project, as liquidated damages for such failure; otherwise the certified check, cash or bid bond accompanying this proposal shall be returned to the undersigned. Attach certified check, cash or bid bond to this proposal. Section Single Prime General Construction Bid Form 2

5 BID FORM Section Contractor Initials & Date RESPECTFULLY SUBMITTED this day of, 200. (Name of firm or corporation making bid) By: Title: (Owner / Partner / President / Vice President) License No. Federal ID No. WITNESS: (Proprietorship / Partnership) By: ATTEST: (Corporation) By: (CORPORATE SEAL) Title: (Corporate Secretary or Asst. Secretary Only) Section Single Prime General Construction Bid Form 3

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