INVITATION FOR BID (IFB):

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1 DATE: May 8, 2018 ADDENDUM NO. 1 INVITATION FOR BID (IFB): B RPD Furnish & Install Ballistic Glass Lobby Counters IFB #B WAS ISSUED: Wednesday April 25, 2018 RECEIPT DATE: May 23, :00PM (UNCHANGED) OPENING DATE: May 23, :00PM (UNCHANGED) SUBJECT: Answers to questions raised during pre-bid site inspections, revisions of bid form, revisions to special terms and conditions, and clarification of scope of project. Ladies/Gentlemen: Please take note of the following: Section I, Questions: 1. Q: Please confirm the correct level of bullet-resistant glass that is required. A: RPD requires UL752 Level 6 bullet-resistant glass. 2. Q: Reference IFB Section 2.26 Licenses, Permits & Fees, page 10: Will the City of Richmond require a Building Permit for this project? If yes how long does it normally take and will you require Approved Shop Drawings will the Submission? A: A building permit will be required to install the ballistic glass. Please allow 2 to 3 weeks for the plan review process. The vendor shall provide approved shop drawings at the time of bid submission. 3. Q: Reference IFB Section 5.15, Shop Drawings, page 32: Are you requiring the Contractor to include in their quote the cost to get all shop drawings stamped by an Architect or Engineer? A: The project will be required to go through the City's Permit Office. Drawings are required to be stamped by an engineer and the responsibility of the Contractor. The Contractor shall review and submit shop and setting drawings and schedules required by the specifications or that may be requested by the Architect or Engineer, and no work shall be fabricated by the Contractor, save at his own risk, until such review has been completed and the submittal approved. 4. Q: Reference IFB Section 6.11, Stored Materials, page 37: Is there room at the two locations to store materials? A: RPD can reserve a parking space outside the facility to store any materials. 5. Q: What are the working hours for this project? A: RPD prefers the Contractor work during the hours of Monday through Friday, 07:00AM to 04:30PM; however other working hours may be arranged upon mutual agreement of the RPD and the Contractor. 6. Q: Are we allowed to have a dumpster adjacent to the two work locations? If so, do we need a permit? A: If the dumpster is placed in the public right of way, a permit will be required. If the dumpster is on city property, a permit will not be required. IFB #B Addendum #1 Page 1 of 7

2 7. Q: Will the ballistic glass need to be tied into the beam above the ceiling? A: The glass will need to be braced above the ceiling to make sure it stays in place. 8. Q: Regarding items 5 & 6 of the bidder s submission checklist (Pg. 54): It is our understanding that a Performance Bond and Labor & Material Payment Bond are to be executed upon award by the successful bidder only. Will it be acceptable to include an executed Bid Bond (item 4 of the bidder s submission checklist, Pg. 54) with our submission and provide the executed Performance Bond and Labor & Material Payment Bond upon award per instructions in Section 3.18 pg. 19/20 of IFB? A: Yes. The Bidders Checklist has been revised and an updated copy is included with this addendum. The Performance Bond and Labor & Material Payment Bond have been removed. 9. Q: The sketch dimensions are not coinciding. The first elevation is labeled as 61 wide, with two lites at 15 and one lite at 36. That would be 66 wide. The other sketch dimensions are also out. Please confirm the size of the window panels your requiring? A: Contractors are required to field verify all measurements. The height of the window should be 50 inches from the top of the counter. 10. Q: At the 2 nd precinct you have the existing curved aluminum panel which if you require it to be bullet resistant it will have to be replaced. A: The aluminum panel should also been bullet-resistant. 11. Q: At the 4 th precinct, with the construction of the new glazing, either on top of the existing counter or to be constructed the full height from slab to ceiling, it will create a new room separate from the existing lobby. This will create the following items: 11a. Please confirm if the re-location of the existing ceiling light which in the way of the new construction is part of this bid. A: The light will need to be relocated, or an additional light will need to be installed in the new room area. 11b. As the area is covered by sprinklers, the creation of the new room will have an effect on the current sprinkler coverage. Will the adjustment of the existing sprinklers be part of this bid? A: The sprinkler coverage will need to meet all permit requirements since we are creating a new 'room'. This will require a sprinkler permit and possibly adding new sprinkler heads. 12. Q: On the bid submission check list you have the following documents to be included labor & payment bond, and a performance bond. These two forms are submitted only after the Contractor has been awarded the contract, not with the bid. A: Please see revised Bidders Submission Checklist, attached to this Addendum. Section II, Revisions to Scope of Work and Terms & Conditions Reference Part I to IFB B , Statement of Work, page 3. The Scope of Work shall be revised to read as follows: 1.0 Purpose. The City of Richmond is accepting bids for the construction of the RPD Furnish & Install Ballistic Glass Lobby Counters project to provide general contracting services that include, but are not limited to furnishing and install bullet-resistant glass and transaction windows. IFB #B Addendum #1 Page 2 of 7

3 2.0 General Information. The project includes the installation of bullet resistant frames and UL752 Level 6 bullet-resistant glass and polycarbonate bullet resistance. The work includes a natural voice transmission speak hole covers and deal tray in the center. Bullet resistant glass will be mounted on existing countertop per the dimensions provided herein: The successful bidder will be given a contract Notice to Proceed (NTP) with the following contract schedule performance requirements: 1) an initial 110 consecutive calendar days from NTP for finalizing subcontracts, submittals, ordering critical lead time items and completion of construction as needed to meet substantial (95%) completion requirements, and 2) final 100% completion of all construction and associated closeout documents within the next 10 consecutive calendar days. Total project contract duration is 120 consecutive calendar days. Reference Section 3.3 to IFB B Bidding Documents, on page 13. This Section shall be revised to include the following information: Bidding documents include the Pre-Bid Information, if any, Invitation to Bid, Instructions to Bidders, the Bid Form, technical specifications, drawings, other sample bidding and Contract forms and the proposed Contract Documents (as defined in the General Conditions), and all addenda issued prior to the date set for receipt of bids. IFB #B Addendum #1 Page 3 of 7

4 The Contractor shall provide the following information with their bid. Failure to provide this documentation may result in the bid being deemed non-responsive: 1. A list of projects of similar size and nature performed over the last five (5) years along with current Owner and Project Architect direct contact information for each project. 2. Resumes for key contractor personnel (i.e. Project Manager, Project Superintendent, etc) that demonstrate a minimum of five (5) years experience working on jobs of similar size and nature, including a list of all certified personnel qualified for mold abatement. 3. A summary project plan and schedule to achieve the substantial and final completion dates specified showing key critical path activities and completion milestones. 4. The proposed project team including all subcontractors and prime supplier team members. 5. Provide a copy of a detailed Table of Contents of a Contractor Safety Program/Plan used on a similar construction project representing the type of project specific safety program/plan the contractor will prepare and implement for this project. Reference Part 3 Special Conditions of the Contract of IFB B This section shall be revised to include the following. In case of conflicts between the original solicitation and the Addendum, the information contained in the Addendum conveys. MINORITY BUSINESS PARTICIPATION The City of Richmond has a commitment to the development of its minority and emerging small business communities. We therefore encourage the use of minority and emerging small businesses on all City contracts to the fullest extent reasonably possible. On this particular contract, it has been determined that minority and emerging small business participation of 10% is reasonably possible given the availability of minority and emerging small businesses for the scope of work covered by this contract. The City's Office of Minority Business Development is available at as a resource in identifying local MBEs and ESBs. Your assistance in helping the City achieve its priorities is greatly appreciated. PROGRESS SCHEDULE To enable the Work to be planned and prosecuted in an orderly and expeditious manner, the Contractor shall submit to the Owner and Architect/Engineer for review and approval a proposed CPM type Project Schedule within 10 business days of the contract Notice-to-Proceed showing the anticipated time of commencement and completion of each of the various operations to be performed under this Contract, together with all necessary and appropriate information regarding sequence and correlation of work, and an estimated time required for delivery of all materials and equipment required for the project, including a schedule of submission for submittals, shop drawings and samples. The proposed Project Schedule shall include each major milestone to be achieved for the duration of the project that directly coincides with the critical path. The milestones should include, but are not limited to, activities such as award of subcontracts, material buyouts, submittal approvals, mobilization, all construction activities and associated inspections/testing. The proposed Project Schedule shall be revised as directed by the Owner or Architect or Engineer until approved, and shall be considered the approved Project Schedule and strictly adhered to by the Contractor. The Project Schedule may only be revised per submittal by the Contractor of a proposed Project Schedule revision in sufficient detail as determined by the Owner for review and approval by the Owner. Project Schedule progress updates shall be provided at each bi-monthly Project Meeting and the Project Schedule progress updates submitted at these meetings are not to be considered as Project Schedule revisions or as a submittal for a Project Schedule revision. FAILURE TO ADHERE TO PROJECT SCHEDULE. If the Contractor shall fail to adhere to the approved Project Schedule, it must promptly adopt such other or additional means and methods of IFB #B Addendum #1 Page 4 of 7

5 construction as will make up for the time lost and will assure completion in accordance with the approved Project Schedule at no additional cost to the Owner. If the Contractor s Project Schedule progress is determined to be 10 days or more behind the approved Project Schedule, the Contractor within 5 days of such determination shall develop and submit to the Owner for review and approval a Recovery Schedule to recover time necessary to return to the approved Project Schedule. WITHHOLDING PARTIAL PAYMENTS. If the Contractor's progress is more than 10 calendar days behind the Project Schedule, as shown on the accepted Progress Schedule, partial payments may be withheld until such time as the Work is meeting the Project Schedule requirements and is so maintained for thirty (30) days thereafter. SAFETY PLAN. The successful contractor shall provide to the City a project specific safety program/plan to insure safe work practices will be followed during the performance of the project within ten business working days of the Notice to Proceed. SITE COORDINATION. The contractor will need to coordinate delivery of supplies and the Work with the Owner s operations. Lay down areas will be limited and the contractor will need to plan the Work accordingly. PAYMENT CERTIFICATIONS. Contractor to provide executed and notarized Lien Waiver or similar type documentation approved by the Owner with each payment application to confirm payments to subcontractors, suppliers and any other vendors per prior City payment to Contractor for work by those parties. REQUEST FOR PARTIAL RELEASE OF RETAINAGE. Contractor to provide proposed list of vendors and payment amount in regards to any Contractor request for retainage reduction and payment by the City. Contractor to provide confirmation of retainage payment to any vendor within 30 calendar days of City payment. CONTRACTOR SUPERINTENDENCE. Contractor shall have a qualified Superintendent approved by the City at the project site when any project work is underway at any time. OPERATIONS AND MAINTENANCE (O&M) MANUAL. All approved O& M Manuals are due by no later than Substantial Completion of the project and before any building systems training commences. Payment of the final invoice will be withheld until all O&M manuals (one hard copy and three electronic media) are received by the City. TRAINING. The Contractor shall be responsible for conducting training on all new materials and equipment with City personnel upon Substantial Completion approval. WARRANTIES. All warranties are required by Final Completion of the project per review and approval requirements. Payment of the final invoice will be withheld until all warranties (one hard copy and three electronic media) are received by the City. AS-BUILT DRAWINGS. As-Built drawings are to be kept up to date on a monthly basis throughout the project and monthly updating will be reviewed and confirmed at the second monthly project meeting each month as part of the draft monthly pay application review and approval process. Monthly pay application processing may be delayed if as-built drawings are not up to date. All as-built drawings (one hard copy and three electronic media) are required by Final Completion of the project per review and approval requirements. Payment of the final invoice will be withheld until all as-built drawings are received by the City. IFB #B Addendum #1 Page 5 of 7

6 Section III, Revised Bidders Submission Checklist Is hereby revised to read as follows: IFB B RPD Furnish & Install Ballistic Glass Lobby Counters BIDDER SUBMISSION CHECKLIST TO BE CONSIDERED RESPONSIVE TO THIS SOLICITATION, ALL BIDDERS MUST COMPLETE THE FOLLOWING AND SUBMIT WITH THEIR BID PACKAGES. REQUIRED items to be provided with bid packet: 1. State Corporation Commission Form (one page) 2. Bid Form (three pages) 3. Affidavit of Payment and Claims (one page) 4. City of Richmond Bid Bond (three pages) 5. Addendum #1 Issued 5/8/2018 (only signature sheet is required to be submitted) 6. MBE Forms IF claiming MBE participation OR Statement as to why no MBE participation included in bid. 7. ACH Deposit Form (one Page) 8. EDI Payment For Contractors (one page) Bidder Acknowledgment: ( below when action/form completed) IFB #B Addendum #1 Page 6 of 7

7 Vendor must take due notice and be governed accordingly. This addendum must be acknowledged and included with the bid submission as indicated in the IFB or your response may not be considered. Sincerely, Ebony K. Beaver, CPPB, VCO Contract Specialist (804) ACKNOWLEDGED BY: Company BY: (SIGNATURE) NAME: (PRINTED) Title Date IFB #B Addendum #1 Page 7 of 7

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