CHARLES COUNTY GOVERNMENT ITB NO GOVERNMENT BUILDING ATRIUM RENOVATION

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1 CHARLES COUNTY GOVERNMENT Department of Fiscal and Administrative Services Purchasing Division Telephone: July 26, 2017 ITB NO GOVERNMENT BUILDING ATRIUM RENOVATION ADDENDUM NUMBER ONE TO: All Bidders Please be advised of the following modification(s) & information related to Invitation to Bid (ITB) These modifications, comments, and attachments are hereby made a part of the solicitation documents to the same extent as if bound therein. The due dates for questions and bids has changed (see below). NOTE: An additional addendum is forthcoming with specification changes. 1. Change ITB Solicitation Document A. Part I, Section 1.4 Solicitation Schedule Replace the existing table with the table below: Milestone Date ITB Published July 6, 2017 Optional Pre-Bid Meeting & Site Visit Last Day for Questions July 19, 2017 at 9:00 a.m. (EDT) August 9, 2017 before 4:30 p.m. (EDT) Bids Due to County August 23, 2017 before 3:00 p.m. (EDT) B. Part Appendices Add Attachments A through D to Appendix 1 Renovation Plans and Specifications: Attachment A Amplified Speaker Specifications Attachment B Cabinet Specifications Attachment C Countertop Specifications Attachment D Document Tray Specifications 1

2 2. Pre-Bid Meeting Notes A. Introduction Good afternoon, and welcome to the optional pre-bid meeting for ITB 18-03, GOVERNMENT BUILDING ATRIUM RENOVATION. My name is Yaffa Seiden, Assistant Chief of Purchasing for Charles County Government. Also with us today are representatives from the Department of Fiscal and Administrative Services, Purchasing Division, the Department of Public Works (DPW), Capital Services Division, and the Consultant. Introductions: Jamesha Yorkshire, Procurement Specialist; Roshonda Maston-Butler, Procurement Specialist; Debbie Bays, Office Associate; John Stevens, Chief of Capital Services; Art Swann, Program Manager; Yale Lewis, Project Manager. Doug Norway; and Shawn Sullivan. No information obtained from any source other than the Solicitation documents found on the County Bid Board, FTP site, department representatives (during this meeting), or myself may be considered to be accurate. NOTE: COMMUNICATIONS THROUGH PURCHASING REPRESENTATIVE ONLY. B. Procurement Discussion All solicitation documents may be found on the County Bid Board & FTP site. Ensure all required forms and any other information required is complete and in your bid packages. Submit 1 unbound original, so identified, and 2 bound copies of your complete Bid package. All questions should be directed to me in writing via the contact information provided in the ITB. Bids shall be valid for minimum of 120 days from the bid due date. There is an aspirational 25% MBE goal for this solicitation. We encourage you to meet that goal. This solicitation is subject to the County s Small, Local Business Program as indicated in the ITB. The selected Contractor shall complete the scope of work and all requirements contained in the ITB within 120 consecutive calendar days after the start date to be specified in a written Notice to Proceed issued by the County. Insurance requirements are located on page I-11. A bid security and bonds are required for this project as specified in the ITB. The protest policy may be found on page I-8. Award will be to the lowest responsive, responsible bidder based upon the Total Bid Price provided it is in the County s best interest to do so. The County may reject any and all bids for any reason it deems necessary, and may waive any irregularities and/or informalities, and make award in any manner that is in the best interest of the County. By submitting a bid in response to this solicitation, the Bidder certifies that their firm is not debarred, suspended, or otherwise ineligible for participation in government procurement by the federal government, the State of Maryland, or any other state, county or municipal government. 2

3 C. Technical Discussion Modification of the lobby area will include the installation of a second floor with steel joists, concrete floor, and an enclosure to the stairwell to make it a fire proof egress. At no time should the normal function of the building be interrupted without prior notification and scheduling. The normal working (business) hours are from 8:00 a.m. to 4:30 p.m. There are mechanical (HVAC) units that will need to be installed on the roof. The existing mechanical (HVAC) units must stay in place and in service until they are ready to turn over. If there is any (scheduled) interruption in service, temporary service must be provided. The electrical work is shown on the drawings. Any system tie-ins or modifications that need to done must be coordinated with the County and possibly performed during off-business hours. The new enclosure on the first level has various degrees of security. Fiber glass reinforced paneling, various level 2 and 3 glazing elements as well as blast film will be installed on the exterior store front. A new opening and minor outside work with reference to a concrete pad being poured to be located just behind the security enclosure on the exterior. D. Optional Pre-Bid Meeting Questions # Question Response 1 2 Pedestrians will be coming and going through that area or will that be shut down during construction? Would the stairway have to be kept accessible for fire emergencies? 3 Will the building be accessible on weekends? Would we have to notify you 48 hours ahead of time? If we are in the middle of the week and we are working on a particular area that we think we could finish by Saturday, is three days notice enough? Will there be areas for staging of materials, deliverables, and storage onsite? There will be alternative ingress and egress points for pedestrians for the entire duration of the project. The entire area should be isolated but access to the elevator shall be maintained throughout the course of the project. Dust barriers should be placed on the 1 st and 2 nd floors along with pre-medium attached to the return systems, so as not to distribute dust into the existing systems. Yes, but the Contractor must submit the request for review and approval by the County for scheduling purposes. At least one week notice is needed so that we can coordinate with the building security. Depending on the situation, short notice for weekend work may be accommodated. If the work will be a long planned out item, please provide as much notice as possible. Initial Response: An answer will be provided in an upcoming addendum. Further Clarification: A small staging area will be provided near the side of the building adjacent to the trash receptacle sufficient for a medium to small conex box and portable toilet facilities. Loose construction material will not be allowed in this area. An additional area is available on the outside in rear of the front lobby within the stockade fence area that must be fenced off with 3

4 temporary fencing to protect the existing HVAC equipment. 7 Will there be a designated parking area for subcontractor vehicles? 8 Do we have to pull permits? 9 Would wage rates apply? 10 What fire alarm system is currently being utilized? Is there a specific system that you are using? Initial Response: An answer will be provided in an upcoming addendum. Further Clarification: An area on the north side of the Government Building will be reserved for Contractor and subcontractor parking. No work vehicles will be allowed near the actual work site. A sketch of the laydown will be provided in an upcoming addendum. The awardee will need to submit applications and obtain trade permits (electrical, mechanical, and sprinkler permits, etc.) from the Town of La Plata. The County will obtain the main building permit. Prevailing wage rates apply for all County financed construction projects exceeding $500,000. Initial Response: An answer will be provided in an upcoming addendum. Further Clarification: The fire alarm system is manufactured by Siemens. E. Optional Pre-Bid Meeting Conclusion This concludes the meeting. Thank you for attending, and good luck. Copies of the attendance roster will be posted on the County Bid Board this afternoon. Since the Optional Pre-Bid meeting has ended. The site visit shall begin. During the site visit, bidders may seek informal clarification about the site/project. However, any responses provided are not binding unless the question is formally submitted in accordance with the solicitation, so the County can provide a formal response. 3. Written Questions Received as of 7/21/2017 # Question Response 1 There are no specifications in the bid packet for Cabinet and counter Specs. There is no mention on the plans for the millwork as well only as a layout. We will need to know what the cabinets and counters are to be made of. Refer to Item 1.B of this addendum for clarification Sheet A6.2 detail #2 shows a speech enhancement device, we need a spec on what is needed here. Sheet A6.2 detail #4 looks like there is cut out pass trays in the countertop, please specify a size or model for these. Are we to keep and provide access to the elevator during construction? If so, what are the recommendations? There are multiple security cameras behind the existing information desk, are these to be demoed and replaced or stay in place and operational? If 4 Refer to Item 1.B of this addendum for clarification. Refer to Item 1.B of this addendum for clarification. Access to the elevator shall be maintained throughout the course of the project. The County will be responsible for relocating the security cameras.

5 demoed completely, who will be responsible for this as there is no mention of this on the plans? Does the gravel area under the stairs need to be filled in with concrete and tile installed? There is no mention on plans for this area. Something will need to be done for the new walls to be set on. While on the roof, I noticed a lighting/grounding protection system in place. Are we grounding any of the new units to this system? The specified Armotex Bulletproof glazing supplier will not warranty their material if it is not installed in their frames. The drawings call for standard Kawneer frame material to be used. Please advise how to proceed. No, the gravel area under the stairway does not need to be removed. Yes, all of the new units are to be grounded. A response will be provided in an upcoming addendum. 4. Attachments A. Attachment A Amplified Speaker Specifications B. Attachment B Cabinet Specifications C. Attachment C Countertop Specifications D. Attachment D Document Tray Specifications ***END OF ADDENDUM*** 5

6 Attachment A Amplified Speaker Specifications Page 1 of 1

7 Attachment B Cabinet Specifications Page 1 of 7

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14 Attachment C Countertop Specifications Page 1 of 5

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19 Attachment D Document Tray Specifications Page 1 of 1