Pre-Bid Meeting Minutes

Clarion University of Pennsylvania

Project No. CL671- Parking Lot – Payne Street to McEntire

CJL Engineering #08-010

Date of Meeting – May 6, 2008

Date of Report – May 7, 2008

Attendees:

David Fagan - Clarion University - 814-393-2453 - dfagan@clarion.edu

Ruth Wolfgong - Clarion University - 814-393-2365 - rwolfgong@clarion.edu

Ryan Miles - Terra Works - 814-226-0702 - ryan@terraworks.biz

Nick Corcetti - RJ Corcetti Corp. - 814-226-8262

Brian Steinman - S and R Corp. - 814-229-3746

Jason Kiely - Francis J. Palo - 814-226-9361

Don Hager - Hager Paving - 814-764-5080 - hagerpaving@alltel.net

Joe Burns Jr. - Fred L Burns, Inc. - 814-226-4582 - flburns@choiceonemail.com

Don Liedl - Glenn O. Hawbaker - 814-371-2005 - del@goh-inc.com

Todd Glenn - Glen O. Hawbaker - 814-591-9424 - tdg@goh-inc.com

Dennis Hepler - Horizon Construction - 724-376-4473 - horizon@certany.net

Bruce Harkleroad - Rural Valley Construction - 724-354-2677

David Duray - CJL Engineering - 814-536-1651 - dduray@cjlengineering.com

A Pre-Bid Meeting was held at the project site at 10:00 a.m. to review the project, bid requirements, scope and project schedule. The following items were discussed.

1. All technical questions should be directed to Dave Duray at CJL Engineering. All administrative questions should be directed to Ruth Wolfgong at Clarion University.

2. Any request for substitution must be made in writing with the appropriate documentation prior to five days before the bid date.

3. After the bid opening the Contractor must supply equipment/materials from the manufacturers listed in the Contract documents.

4. It was noted that this is a prevailing wage project.

5. Clarion University reviewed the MBE/WBE requirements for the project. The Contractors are not required to award a contract to an MBE/WBE contractor if they receive a non- MBE/WBE bid which is lower, but the contractor is required to be proactive and solicit bids. Page 15 of the bid form must be completed. The Clarion University website provides methods to find MBE/WBE contractors. Clarion noted that bids may be rejected due to failure to adequately supply the required MBE/WBE information. Any questions concerning MBE/WBE issues are to be directed to Ruth Wolfgong.

6. It was noted that the construction cost estimate for the General Contract is $800,000 to $820,000 and that for the Electrical Contract is $60,000 to $80,000.

7. The bid forms must have the same signature on them and they must be notarized.

8. The bid is required to include a bid guaranty in the amount of 5% of the bid.

9. The Contractors must use the Bid bond form included in the bid package and it must be dated the same date or later than the bid.

10. A complete bid package is included with the bid documents.

11. Clarion University reviewed the University’s web page and provided hand-outs with directions for use of the web page.

12. Clarion University reviewed the bidding requirements. It was noted that the bids are due no later than 2:00 p.m. on May 19, 2008 at the McEntire Building in Clarion, PA and that mailed bids will take longer to get to the McEntire Building because of the University’s mail system. Contractor’s shall take this into consideration if they are mailing their bids. Late bids will not be accepted. The opening of the bids will take place at the McEntire Building. (NOTE THE BID DUE DATE HAS BEEN CHANGE BY ADDENDUM #1.)

13. It was noted that the General Contractor will be the lead Contractor and will coordinate the schedule with the Electrical Contractor.

14. It was noted that the permitting authority is the PA Department of Labor & Industry and that the Contractor does not need to apply for any permits but must notify them for inspections.

15. It was noted that the Contractor is required to perform a PA One Call in writing and copy the University.

16. It was noted that water and power is available from adjacent University facilities. The Contractor is responsible for their bathroom facilities.

17. Clarion University reviewed the Scope of Work as contained in Section 1010 of the Specifications. It was noted that the subgrade on the upper parking lot was generally three inches to 6 inches low.

18. The normal working hours for Contractors is 7:00 a.m. to 3:00 p.m. but that can vary. The Contractor can work more than 40 hours per week.

19. Payroll certifications are due at the time the Application for Payment is submitted.

20. The Date of Completion is 90 days from the Notice to Proceed.

21. Clarion University reviewed the requirements for maintaining public access around the site. The parking lot below the site is to remain open for use except in the areas of work or adjacent to the work and only while work is being performed. The pedestrian walkway at the corner of the tennis courts is to remain open other than when actual work is being completed on the walk. Payne Street is also to remain open at all times other than during actual milling or paving operations.

Addendum No. 2 Issue Date May 16, 2008

Project No. CL671

Project Name: Parking Lot – Payne Street to McEntire

Bids Due: 3:00 p.m., May 28, 2008

Addendum No. 1

To: Prospective Bidders

This Addendum forms a part of the contract documents and modifies the original Contract documents dated April 21, 2008. Please acknowledge receipt of this addendum in the space provided on the Bid Proposal Form.

This addendum consists of two (2) pages with attachments and covers modifications to:

Notice to Contractors

Pre-bid Conference

The Pre-bid meeting time should read 10:00 a.m. rather than 1:00 p.m.

The Bid opening date and time has been changed to 3:00 p.m. May 28, 2008.

Specifications

Division 1 – General Requirements

1. Section 01010 “Summary of Work”, Paragraph 1.7 Contractor Use of Premise; Item A, add the following paragraph 3:

3. Payne Street from Wilson Avenue to the tennis courts shall remain open for public use other than during milling and paving operations. All existing sidewalks shall remain open to the public until they are removed. Upon removal of the sidewalk, the Contractor shall construct the new sidewalk within three working days and open the sidewalk for public use within seven calendar days thereafter. The McEntire parking lot below the site shall remain open for public use except during construction and restoration work associated with the storm sewer work. During actual construction of the storm sewer, only minimal portions of the lot will be closed for public use. Use of the premises for the remaining work on the new parking lot will be limited to the actual site. All work and closing of public areas shall be coordinated with the University.

2. Sections 01027, 01035, 01200, 01300, 01400, 01600, 01631, 01700, 01740; The footer should read CL671 Parking Lot Payne to McEntire.

Division 2 – Sitework

1. Section 02300 “Earthwork”, Paragraph 3.6 Field Quality Control; Item A and C shall be modified to read as follows:

A. Testing Agency: Contractor shall engage a qualified independent geotechnical engineering testing agency to perform field quality-control testing.

C. Tests shall be performed at a minimum of 50 ft. increments or as directed by the Owner.

2. Section 02740 “Bituminous Paving”, Paragraph 3.9 Compaction; Add the following paragraph:

H. The Contractor shall engage a qualified independent testing agency to perform field quality-control density testing. Tests shall be performed at a minimum of 50 ft. increments for each pass of the paver randomly distributed over the width of the mat or as directed by the Owner.

3. Add Section 02970 “Raingarden” (attached).

Drawings

Cover Sheet

1. Add drawing C-105 “Rain Garden Plan & Details” to the Drawing Index.

Drawing C-100 Demolition Plan

1. The note referring to the removal of the parking meter shall be revised to read as follows:

“Remove parking meter and sandblast the associated stall lines (3).”

Drawing C-101 Site Plan

1. This sheet is to be deleted in its entirety. Substitute revised drawing C-101 “Site Plan” attached to this addendum dated May 15, 2008 into the Contract Documents. Revisions to this drawing include, but are not limited to the following:

a. Add the rain gardens.

b. Revise the retaining wall.

c. Remove the landscape area on the lower parking lot and replace with additional parking spaces.

d. Add “General Notes” and other notes concerning Payne Street.

Drawing C-102 Grading Plan

1. This sheet is to be deleted in its entirety. Substitute revised drawing C-102 “Grading Plan” attached to this addendum dated May 15, 2008 into the Contract Documents. Revisions to this drawing include, but are not limited to the following:

a. Revised grading at Rain Garden 1, 2, and 3.

b. Revised grading at the new parking stalls on the lower lot.

Drawing C-103 Utility Plan

1. This sheet is to be deleted in its entirety. Substitute revised drawing C-103 “Utility Plan” attached to this addendum dated May 15, 2008 into the Contract Documents. Revisions to this drawing include, but are not limited to the following:

c. Revised storm sewer alignment.

d. Added inlets.

e. Changed inlets to manholes.

Drawing C-104 Erosion & Sedimentation Control Plan

1. Add the following notes:

5. The soil surface under the 30-inch storage pipes and aggregate in the lower parking lot shall be scarified to promote infiltration.

6. Excavate the rain gardens to proposed invert depth and scarify the existing soil surface. Do not compact in-situ soils. Do not compact constructed soil mix or shredded hardwood bark.

Drawing C-105 Rain Garden Plan & Section

1. Add this sheet.

Drawing C–201 Construction Details

1. Revise the backfill material for the manhole from ODOT Type 304 Crushed Aggregate Compacted in 6” Layers to AASHTO No. 57 Crushed Aggregate Compacted in 6” Layers

Drawing C–202 Construction Details

1. This sheet is to be deleted in its entirety. Substitute revised drawing C-202 “Construction Details” attached to this addendum dated May 15, 2008 into the Contract Documents. Revisions to this drawing include, but are not limited to the following:

a. Revised cement sidewalk detail.

b. Added landscape area typical section.

c. Added storm manhole detail.

Drawing C-203 Construction Details

1. This sheet is to be deleted in its entirety. Substitute revised drawing C-203 “Construction Details” attached to this addendum dated May 15, 2008 into the Contract Documents. Revisions to this drawing include, but are not limited to the following:

a. Revised segmental wall typical section to include slope.

b. Revised storm water storage pipe typical detail.

c. Revised segmental retaining wall profile.

Drawing C-204 Construction Details

1. Revised Sequence of Construction Note #10 to state:

Install all utilities. The soil surface under the 30-inch storage pipes in the lower parking lot shall be scarified to promote infiltration. Install filter bags in the new storm inlets as shown on the Drawing.

2. Added Sequence of Construction Note #12:

12. Construct rain gardens. Excavate rain gardens to proposed invert depth and scarify the existing soil surface. Do not compact in-situ soils. Do not compact constructed soil mix or shredded hardwood bark during installation. Refer to rain garden specification for step-by-step installation procedure.

Drawing C-301 Storm & Sanitary Sewer Profiles

1. This sheet is to be deleted in its entirety. Substitute revised drawing C-301 “Storm & Sanitary Profiles” attached to this addendum dated May 15, 2008 into the Contract Documents. Revisions to this drawing include, but are not limited to the following:

a. Revised profile.

Drawing SE1 Lighting Plan

1. This sheet is to be deleted in its entirety. Substitute revised drawing SE1 “Lightining Plan” attached to this addendum dated May 15, 2008 into the Contract Documents. Revisions to this drawing include, but are not limited to the following:

a. Wiring size to upper parking lot pole lighting fixtures shall be changed to 3#6 & 1#10 ground in 1” conduit instead of 3#8 & 1#10 ground in 1” conduit.

b. Locate (1) ‘B’ type pole lighting fixture as indicated on revised drawings.

c. Remove pull box indicated at existing parking lot lighting fixture as indicated on revised drawings.

d. Replace all existing circuiting with new (including conduit) to three new Campus King luminaries.

e. Extend all concrete encasements to 5’-0” beyond edge of all paved and concrete areas as indicated on revised drawings.

Drawings

End of Addendum #2