PRE-BID MEETING NOTES - Midwestern State University

PRE-BID MEETING NOTES
Project: Midwestern State University – New Residence Hall
Bid Package 01 – Site Civil, Underground Utilities and Framing
Project No.: SL 14.003.00B
Attendees: Attendance sheet posted to MSU
purchasing website
Meeting Date: April 22, 2015
Distribution: Addendum No.1
Note Author: Joseph Stramberg
These notes are the Architect’s record of this meeting. If any additions or corrections are required please contact Joseph Stramberg at
Treanor Architects, P.A., within two weeks.
Discussion
1. Introductions – Those in attendance are requested to sign-in.
2. Stephen Shelley (MSU) discussed bid submittal process.
a. Bids are due at 2 pm, local time on May 5, 2015.
b. Bids are to be delivered to MSU purchasing department to Mr. Stephen Shelley. Do not
submit bids to Buford Thompson or Treanor Architects.
c. All questions during bidding are to be submitted to MSU purchasing to Mr. Stephen
Shelley. Do not submit questions to Buford Thompson or Treanor Architects.
d. Drawings, specifications, and addendums are located on the MSU website
(http://mwsu.edu/purchasing/) for download.
3. Joe Stramberg, (Treanor Architects) provided an overview of the entire project.
a. 5-story, 500-bed, 152,000 SF Residence Hall to be constructed on existing campus
parking lot adjacent to the existing residence halls of McCollugh-Trigg, Killingsworth, and
Pierce Halls. The project includes 2 bid packages of work. TA will issue Bid Package 02
to MSU on 5.15.2015.
b. Pre-bid meeting today covers the scope of work included in Bid Package 01, including
wood framing for floors 2-5 and roof, site demolition, and site utilities including
underground sanitary and storm sewers, water both domestic and fire protection, gas,
electrical, and conduit for fiber routing.
c. An existing fiber line runs through the middle of the site from east to west at LJR drive.
The new conduit shall be constructed prior to the demolition of the existing fiber line.
d. Scope of site demolition, includes but not limited to the removal of asphalt and concrete
paving, and concrete sidewalks. Drawings indicate the salvage of existing light fixtures.
The heads of the fixtures are to be salvaged and delivered to the MSU warehouse.
1040 Vermont Street • Lawrence, Kansas 66044-2920
DALLAS, TEXAS • DENVER, COLORADO • KANSAS CITY, MISSOURI • LAWRENCE, KANSAS • ST. LOUIS, MISSOURI • TOPEKA, KANSAS
785.842.4858 • www.treanorarchitects.com
PRE-BID MEETING NOTES (cont)
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Page 2 of 3
e. Alternate 1 includes site demolition and limited storm water improvements on the
indicated areas of the drawing near Killingsworth Hall. Acceptance of Alternate 1 by
MSU will be dependent upon landscape alternates that will be defined in Bid Package 2.
f. 3 existing live oak trees at the south end of the project site are to be protected during
construction.
g. Wood framing package includes structural wall, floor, and roof framing, as well as nonstructural framing. Examples were presented that included partition wall, closet walls,
and fan coil unit enclosure walls in the bedroom, and reflected ceiling plans that illustrate
drop ceiling locations. Scope of base bid roof framing was discussed. Alternate 2
includes additional roof framing. Alternate 2 only includes the wood framing. Roofing,
sheet metal, flashing, lighting protection, etc will be defined in Bid Package 2.
h. Site grading will be issued via addendum by the end of the week, April 24, 2015.
i. MSU starting on May 18, 2015 will begin summer hours, which are (4)-10 hour days.
j. There will be very limited amount of parking on-site for contractor vehicles. Parking will
be available south of the Museum, south of Midwestern Boulevard.
Jimmy Birdwell, (Buford Thompson) provided an overview of the proposal packages and bid
form.
a. Exclusions are to be included on the exclusions form which is page 5 of the bid form.
b. Bid form is to be filled out completely, acknowledging all addenda, and if submitting on
either of the two alternates listed.
c. Safety, Adam Shurtleff (Buford Thompson) described BTC expectations regarding
safety, including but not limited to the submittal of MSDS sheets, fall protection
requirements over 6’ in height, and trench safety requirements. No electrical hot work
will be allowed on site.
i. MSU has a campus police department that provides 24/7 response.
ii. Professional conduct by all workers on site is expected. There is a zero-tolerance
policy for any inappropriate behavior to students, staff, and public.
Award of contracts shall be based on best value to the Owner. MSU and BTC reserve the right
to reject any and all proposals. Bid opening is not an open meeting. MSU will open bids with
representatives from BTC and TA present.
Substitutions – Requests to approve must be submitted to MSU no later than 7 days before the
bid date and must clearly compare the proposed product with the specified product.
Sales Tax – This project is exempt from sales tax on materials incorporated into the project.
Addendum – last addendum will be posted April 29, 2015 to MSU purchasing website.
Schedule Review, Mike Trammel (Buford Thompson) provided an overview of the entire project
schedule.
a. Project is on an extremely tight schedule. BTC has requested the bidders to identify if
working an accelerated schedule is required for each of their scopes of work within the
time frame and milestones described in the project schedule.
b. Bid Package 01 – Begin May 18, 2015 and completed by July 10, 2015.
c. Bid Package 02 – Begins July 6, 2015 and is to be substantially complete by July 15,
2016.
1040 Vermont Street • Lawrence, Kansas 66044-2920
DALLAS, TEXAS • DENVER, COLORADO • KANSAS CITY, MISSOURI • LAWRENCE, KANSAS • ST. LOUIS, MISSOURI • TOPEKA, KANSAS
785.842.4858 • www.treanorarchitects.com
PRE-BID MEETING NOTES (cont)
Page 3 of 3
10. Questions
a. Is the wood framing to be completed by the dates outlined in Bid Package 01?
i. Answer: No. The intent is to complete the buyout and start the submittal process
for the wood framing scope of work.
b. Is lightning protection included in the roof scope of work? Cost of lightning protection will
be different dependent upon whether Alternate No. 2 is accepted.
i. Answer: Lightning protection to be included in Bid Package 02.
c. Are chilled water lines included in Bid Package 01?
i. Answer: Yes. As well as primary electrical, domestic and fire water, and gas.
d. Whose responsibility for the demolition and re-installation of decorative pavers at the
area of the chilled water connection, existing tunnel, east of Pierce Hall under the newly
completed Mustangs Walk?
i. Answer: A clarification will be issued via addendum.
11. Site Tour – Attendees along with MSU, BTC, and Design Team representatives toured the
project site.
12. Adjournment.
Enclosures
A. Agenda
1040 Vermont Street • Lawrence, Kansas 66044-2920
DALLAS, TEXAS • DENVER, COLORADO • KANSAS CITY, MISSOURI • LAWRENCE, KANSAS • ST. LOUIS, MISSOURI • TOPEKA, KANSAS
785.842.4858 • www.treanorarchitects.com
PRE-BID MEETING AGENDA
Project: Midwestern State University
New Residence Hall
Bid Package 01
Project No.: SL14.003.00B
Location: MSU Clark Student Center
Shawnee Theatre
RFP No.: 735-15-8132
Date/Time: Wednesday, April 22, 2015
9:30 a.m.
Purpose: Pre-Bid Meeting
Agenda
1. Introductions and Attendance
A. MSU Representatives
1) Stephen Shelley
2) Kyle Owen
B. Design Team
1) Treanor Architects, Joe Stramberg
2) Harper Perkins Architects, Sam Kenshalo
3) Cornerstone Engineering, Martin Litteken
4) Campos Engineering
C. Construction Manager – Buford Thompson Company
1) Mike Trammel, VP of Operations
2) Jimmy Birdwell, Estimating
3) Terry Gober, Project Manager
4) Ben Germany, Superintendant
5) Adam Shurtleff, Safety
D. Bidders’ attendance sheets
2. Project Description
A. Bid Package 1 includes the Wood Framing for Levels 2-5 and the Roof; Site Utilities including site
underground water for fire protection and domestic systems, site underground sanitary sewer, storm
drainage system; Plumbing for site underground gas piping; HVAC for hydronic distribution and
underground hydronic piping; Electrical for grounding and bonding, underground ducts and raceways;
Earthwork including site clearing, site demolition, erosion control.
B. This work is scheduled to begin May 18, 2015 and complete July 10, 2015.
C. The Drawings and Specifications for this project will be available in electronic, downloadable format
for subcontractor and supplier use via the MSU purchasing web site: http://mwsu.edu/purchasing/
D. Project Overview:
1) Site Demolition & Site Utilities
2) Wood Framing
1040 Vermont Street • Lawrence, Kansas 66044-2920
DALLAS, TEXAS • KANSAS CITY, MISSOURI • LAW RENCE, KANSAS • ST. LOUIS, MISSOURI • TOPEKA, KANSAS
785.842.4858 • www.treanorarchitects.com
PRE-BID MEETING AGENDA (cont)
Page 2 of 3
3) Site Grading – Issued via Addendum
E. Construction Manager Overview
1) Proposal Packages / Bid Form
2) Safety
3. Bidding
A. All proposals must be sealed and received in the office of the Director of Purchasing/Contract
Management, Midwestern State University, Daniel Building, 3410 Taft, Midwestern State University,
Wichita Falls, Texas 76308, no later than 2:00 PM, local time, May 5, 2015.
1) Bid Opening will not be an open meeting. MSU will open bids with representatives from
CMAR and Architect present.
2) Proposals delivered to MSU are to be sealed in an envelope clearly labeled “RFP #735-158132 Proposal For Midwestern State University New Residence Housing – Bid Package 1”.
To be opened at 2:00 PM, May 5, 2015.” Be sure to clearly mark your company name and
return address on the envelope.
3) Email proposals are to be sent directly to Stephen Shelley, stephen.shelley@mwsu.edu, with
“RFP #735-15-8132 Proposal For Midwestern State University New Residence Housing –
Bid Package 1” in the subject line.
4) Fax proposals shall be sent to the attention of Stephen Shelley, 940-397-4530, with a cover
sheet clearly marked with “RFP #735-15-8132 Proposal For Midwestern State University New
Residence Housing – Bid Package 1” and listing the total number of pages being transmitted.
4. Award of Contract
A. Contracts shall be awarded based on the best value to the Owner that complies with the conditions of
the proposal package, based on the selection criteria of the Construction Manager. However, Buford
Thompson Company and MSU reserve the right to reject any and all proposals and to waive any
informality in proposals received whenever any such rejection or waiver is in the interests of the
Owner and Construction Manager. Trade contractors will be required to execute the attached
Subcontract Agreement. Qualifications/exceptions concerning this Subcontract Agreement on bid
form are NOT acceptable. Any exceptions to this Subcontract Agreement are required to be
submitted to Keith Ruffner at least three (3) days prior to bid to be considered by Buford-Thompson
Company. Otherwise, no exceptions will be considered.
5. Questions during Bidding
A. All questions regarding the proposal shall be submitted in writing via email to Stephen Shelley,
stephen.shelley@mwsu.edu with “RFP #735-15-8132 Proposal For Midwestern State University
New Residence Housing – Bid Package 1” in the subject line, or fax 940-397-4530, with a cover
sheet clearly marked with “RFP #73515-8132Proposal For Midwestern State University New
Residence Housing – Bid Package 1” and listing the total number of pages being transmitted.
Responses to questions will be distributed as addenda.
B. All Questions should be forwarded no later than April 27, 2015.
C. It shall be the responsibility of each proposer to notify MSU in writing, of any errors, omissions,
discrepancies, unworkability and noncompliance with codes and regulations within the contract
documents.
6. Bid Form
A. Alternate Bids
1040 Vermont Street • Lawrence, Kansas 66044-2920
DALLAS, TEXAS • KANSAS CITY, MISSOURI • LAW RENCE, KANSAS • ST. LOUIS, MISSOURI • TOPEKA, KANSAS
785.842.4858 • www.treanorarchitects.com
PRE-BID MEETING AGENDA (cont)
Page 3 of 3
7. Substitutions
A. All requests to approve equivalent products must be submitted to the architect/engineer no later than
7 days before the bid date, The request must CLEARLY compare the proposed product with product
listed in the specifications. All approvals will be released via addendum.
8. Sales Tax
A. This project is exempt from sales tax on materials incorporated into the project.
9. Last Addendum
A. Last addendum will be posted April 29, 2015 to MSU purchasing web site.
10. Schedule Review
11. Bidders’ Questions
12. Site Tour
13. Adjournment following site tour
1040 Vermont Street • Lawrence, Kansas 66044-2920
DALLAS, TEXAS • KANSAS CITY, MISSOURI • LAW RENCE, KANSAS • ST. LOUIS, MISSOURI • TOPEKA, KANSAS
785.842.4858 • www.treanorarchitects.com