Electric Operations Center Complex and Warehouse
January 11, 2016
PRE-BID CONFERENCE
City of Lexington
Electric Operations Center Complex and Warehouse
Lexington, NC
January 11, 2016, 3:00 PM
Attending:
Name
Chris Smith
Randy Norris
Britt Smith
Donna Smith, AIA
Dan Norman, AIA
Todd Yates
Jarod Simmons
Jason McCraw
Mike Stewart
JP Craig
Mike Milke
Ken Cooley
Steve Jarvis
Chris Hoover
Ray Williams
Roger Taylor
Brad Honeycutt
Josh Swink
Richard Wagner
Brian Brady
Michael Allen
Kevin Spencer
Lanny Hedrick
Company
Cityof Lexington
City of Lexington
City of Lexington
Ramsay Burgin Smith Architects
Ramsay Burgin Smith Architects
TCB Builders
Simcon Company, LLC
Simcon Company, LLC
S&S Building and Development
Matthews Construction
CMGC Building Corp
LaFave’s Construction
Jarvis Construction
W.C. Construction Co
Automated Comfort Systems
Hinson Electric
Honeycutt Electric
Central Carolina Electric
Richard Wagner Enterprises
Chandler Concrete
Piedmont Fence Inc
L.T. Hedrick Construction
Hedrick Grading & Paving
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Trade
Dir. Utility Services
Electric Dept Supt.
Purchasing Officer
Architect
Architect
General Contractor
General Contractor
General Contractor
General Contractor
General Contractor
General Contractor
General Contractor
General Contractor
General Contractor
HVAC Contractor
Electrical Contractor
Electrical Contractor
Electrical Contractor
Drywall Sub
Concrete
Fence
Sitework/Demo
Sitework/Demo
Telephone
336-240-1964
336-250-1187
336-248-3928
704-633-3121
704-633-3121
336-240-1393
336-789-4909
336-789-4909
336-808-1328
704-357-6095
803-847-1451
704-857-1171
336-746-6167
336-721-3420
336-746-4319
704-933-3806
336-768-5887
336-669-4139
336-843-4390
704-636-4713
336-764-1163
336-309-3679
336-479-6676
Electric Operations Center Complex and Warehouse
January 11, 2016
Meeting Minutes:
Britt Smith, City of Lexington Purchasing Officer, opened the meeting. He expressed thanks for the
Contractors interest and commented about things he needed covered on the bid documents and bid
process.
1. Bid opening is Thursday, January 21, 2016, at 3:00 PM at the Natural Gas Operations Building
Conference Room, 425 Carolina Avenue Lexington, NC 27292. (The site of the Prebid)
2. Questions will be received by the Architect until Wednesday, January 20 until 5:00 PM. No
addenda will be issued after January 18, 2016.
3. Bids are held for 50 days to allow the City to obtain approval and secure the funding for the
project.
4. Items to be included with the Bid Form on bid day
a. Acknowledgement of all addenda on the Bid Form
b. Qualification Statement must be filled out completely. (Found in the backed the spec book)
c. 5% bid bond
d. Identification of Minority Business Participation and Affidavit A or B. The goal established
is 10%. Do your best to recruit minority and local sub contractors.
e. Consult www.doa.state.nc.us/hub. This is the consolidated state website for minority
contractor listing and a quick link to search for HUB vendors.
Britt introduced Architect Donna Smith with Ramsay Burgin Smith Architects, Inc. Donna introduced
project manager and architect Dan Norman of RBSA who was responsible for the drawings and 3D
presentation on the building that we will be viewing. Consulting Engineers were unable to come today
however if Dan or I can’t answer the questions we will get answers and address them in the addenda.
RBSA has a long and happy work relationship with the City of Lexington and we are ready to assist the
contractors deliver a “Stellar” final phase of this Utilities Operations Center Project. Contractors will find
the City folks very easy to work with and as they have and are doing a lot to get this project a moving
such as providing all the underground Water, Sewer, Gas & Elect. site utilities for the project and are
removing buildings in advance of the contractor starting the work.
Thanks you for your interest in this project. Dan and I will be available to answer any questions you have
between now and bidding on January 21st.
Plans, specifications, addenda and other information are available 24/7 for downloading or viewing our
website www.rbsarch.com. Drawings and specifications should be available for inspection at:
Dodge Plan Room, Charlotte, NC
AGC Plan Room, Greensboro, NC
Reeds Construction Data, Norcross, GA
Lexington Electric Department, Lexington, NC
Metrolina Minority Contractors Resource Center, Charlotte, NC
Plans may also be purchased from Accent Imaging of Hickory (828) 322-5050) or $250 bid deposit to the Architect.
This project is a very aggressssive site renovation and includes the additional construction of 3 new
buildings. The most important thing to remember is that the contractor will be working along side of
active Power, Gas and Public Works Utility that must keep the City utilities maintained. Equally
important is the continuance of the Talbert Boulvard entrance for city vehicles to reach the gas pumps and
delivery trucks and crew utility trucks to reach the existing warehouse docks to load and unload.
Coordination and cooperation between the City forces and the construction forces is an important
and critical component of this project..
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Electric Operations Center Complex and Warehouse
January 11, 2016
Work on the project can start on or after March 10th and will end July 8, 2017. 16 Months. The
new buildings must be complete and accepted to allow the City Utilities to move in before the existing
Electric Office and Warehouse can be torn down.
The site is adjacent to this building and is available to be seen today and until bidding during their normal
working hours. The gates (located off Talbert Blvd. and Leonford Street) are open. The site is paved or
graveled and appears solid, but please look at the Soil Boring Report (in the back of the specification
book) that indicates the presence of bad soil below the surface in certain corners of the new buildings.
2000 psf is the soil bearing that was indicated in the report. But note there is a lot of soil available on the
site to remedy any deficient soil compaction issues.
Be sure to check the Allowances and Unit Prices required on the Bid Form for the project. There are
Allowances that must be included in the Base Bid based on specified amounts of undercut and fill.
Allowances for:
General Contingency: $100,000
Mass Rock: 60cys.
Trenching Rock 30cys
Undercut and Fill (Onsite Soil) 500cys
Undercut and Fill (Offsite soil) 200 cys.
and,
Asphalt Patching: Per Section 02513 Asphalt Paving pg 3) Provide 1000 sq yds in Base Bid of
patching existing pavement base after milling out 2” of asphalt topping and excavating additional 8”
and replacing with ABC stone and binder.
Unit Prices for:
#1: 6’ chain link fence with removal of existing fence.
#2 18” concrete curb and Guttering.
#3 Asphalt Paving Base Repair /sy
#4: Heavy Duty Asphalt paving/sy
#5: Mass Rock Replacement/cy
#6: Trench Rock/cy
#7: Undercut and Fill from Onsite/cy
#8: Undercut and Fill/cy
Alternates:
#1: Provide Construction Waste Management (per spec section 01732)
#2: Use of Priority Materials and Suppliers (to match the Natural Gas Building)
#3: Omit Electrical Vehicle Shed
#4: Provide LED lighing Package
#5: Provide heavy duty paving in lieu of milling and resurfacing asphalt around the gas pump area
Dan showed the 3D visual presentation of the project showing the main Electric Operations Center
building facing Carolina Avenue and the detached Warehouse and shed buildings. Architect noted that all
work and contractors presence on the site will require shared occupancy and usage with the Utilities
departments. The Utilities Operation Center parking lot facing Talbert Avenue must remain free and
clear of construction for the city’s gas pumps and City Garage Operations throughout the project.
Discussion of the Site:
Approximately 7.5 acres of site involvement
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Electric Operations Center Complex and Warehouse
January 11, 2016
Extensive excavation/grading behind the existing Warehouse Building that rises 10 feet creating a
gently sloped utility layout yard that matches the grades in front of the warehouse.
About 2,000 cyd will be needed for the warehouse foundation. Also some structural backfill volume
will required for the segmental retaining walls.
The city has grading projets that can use quite a bit of the excess soil at sites that are located between
1 and 3 miles of this project. (See future updates by addenda on what quantities of soil the
Owner can use)
The rest of the excess dirt/ debris/rock will be removed and legally disposed off site.
The Utilities Department is in the process of removing all abandoned Phase 1 Buildings and their
foundations from site and should have that work complete by the start of work. (This is noted as
PHASE 1 Demo on the site demolition plan was labeled as work for the Contractor but will be
amended in the addenda as being by the Owner.)
The Contractor will demolish the existing Electric Office Building and Warehouse AFTER the new
Buildings are Completed and Occupied.
The storm drainage work includes two sections of storm water piping. No BMP storm water
retention systems are required due to the impervious area of the existing and renovated site
percentages remain the same. There is a temporary storm water retention pond that will be removed
at the end of the project.
Most of the site will be paved with Heavy Duty paving. There is a large area and a smaller area of
the rear site that will be used for Utility”laydown” yards that will be edged with a roll out concrete
curb and infilled with gravel for storage of transformers, utility poles, etc.
There remains one corner of the site that is infront of the Warehouse and all round the City’s gas
pumps that will require new asphalt surfacing, including the millout of 2” of existing asphalt an
replacing it with 2” of asphalt. Note in the Asphalt Paving specifications, 1000 sq. yds of
Asphalt “subbase repair” required to be included in the bid, including 8” of replacement stone
base and 2” of new binder paving.
There are two long sections of segmental masonry retaining walls located along Talbert Blvd ( for
the addition of a street sidewalk) and Leonford Streets.(to create a dumpster pit.)
There is quite a lot of landscaping buffer planting along Talbert Boulvard, Leonford Street and the
rear property line that backs up to a residential area.
There is new 6 foot ornamental pickett fencing along Talbert Boulevard and 6 foot Chain link
fencing along Leonford Street. A new revised front entrance off of Talbert Boulevard is being
developed. That entrance is marked with 3’-4” square, 8 foot tall masonry posts and a 40 foot
opening automatic sliding gate assembly with a push button entry access pole. There have been
changes in the design of this fence andgate that will be addressed in the addenda.
Discussion of the Electric Operations Center Bldg:
This 8,000 s.f. building was designed in the same style as this Natural Gas Building.
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Electric Operations Center Complex and Warehouse
January 11, 2016
The Exterior finishes match this building except the Front Entry feature that is an ached shaped
accented in Red EIFS representing the Electrical color of Red.
Contractors are welcome to walk around this building after the meeting or during their work hours.
The interior finishes are identical to the new Electric Operations center.
Matching these finishes is the reason for Alternate #2 for providing Proprietary Finishes.
The good news for the future job superintendent is that this building is a full sized replica of the
details that are to be built in the new building.
Couple of important issues:
This building is located beside the garage building that has a finish floor 5’-6” lower than
our new building. No heavy equipment can place a surcharge on the garage buildings
exterior retaining wall. Special care is needed when grading and preparing this edge of the
property.
The area up next to the garage building has been determined to be mostly fill dirt, and will
likely have to be replaced or recompacted.
The new building is very close to this Gas and Public Works Operations Center and new
construction needs to stay out of there way and keep their access open and free of obstacles.
Discussion of the Warehouse Bldg:
This building is being built just 10 feet away from the existing warehouse that must remain until the
new one can be occupied.
The 22,196 s.f. pre-engineered metal building has recessed docks on each side of the building. It is
unsprinkled type S-2 storage space. There is an 800 S.f. conditioned office area within the
building.
Two exterior sides of the building facing the public are dressed up to meet Lexington’s City
Ordinance that doesn’t allow ribbed metal siding . These two sides are clad in ¾ height utility brick
and an EIFS band across the top. Getting those materials flush in one plane requires some extra
“Z” channel furring and offset girts by the PEMB building supplier. Be sure those trades notice
that.
Except for the office area in the Warehouse that has a split system furnace and AC unit and
ductwork, the machanical consists of 5 gas heaters for supplemental heat and one Big Ass Fan and
2 exhaust and ventilation systems.
The warehouse interior wall is clad with a prefinishedwhite liner panel extending up 12 feet. The
exposed structure above 12 feet is painted. The floor is sealed with a chemical hardner sealer.
The Owner will be installing metal rack storage shelving prior to taking possession of the building
and moving in.
Discusson of the Electric Utilities Shed:
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Electric Operations Center Complex and Warehouse
January 11, 2016
This 7,720 sf structure is exactly the same as the Gas Building Shed directly behind the gas building,
except that it is 5 feet wider and the enclosed shop is a bit smaller.
Otherwise, it is the same construction with the exposed steel painted with Bird Net mesh barrier
anchored to the underside of the Pre Engineered Metal building framing.
The Budget isn’t being disclosed at this time. We are looking to General Contractors to give us that
information.
Architect is looking for a very energy efficient building envelope for the construction. Effort will be
required to seal up and insulate all exterior walls, voids, etc. on the Operations Center. Provide R-35 roof
insulation and R-30 wall insulation.
Underground Site utilities work starts 5’ outside of the building and is being provided by the City of
Lexington Utilities Departments (including water, sewer, and gas below grade piping). Electrical site
work (underground work and sleeves after the meter) to be by the electrical contractor. City will pay for
any water and sewer impact fees. General Contractor needs to pay for and provide the Building Permit.
Typically the testing required for soil compaction, proof roll, footing compaction, concrete sampling and
testing, and Steel Testing, required for special inspections, is paid by the Owner. Kessell Engineering
Group, who did the original soil testing report will be used. The G.C. will be responsible for getting them
on site when testing is required.
Unit Price Cost Identification for the separate Unit Prices for two types of Undercut and Fill Soil
Replacement: ON site or OFF site soil. There should be usable suitable excess soil on the site. However,
off site could be required. See Allowances for quantities to be included in the bid.
Discussion was heard concerning bidding asphalt based on DOT Aphalt cost indexor guessing the cost at
the time of installation, and issues with how much of the excess dirt the City is willing to receive. Those
questions will be considered and answered answered by forthcoming Addenda.
Answers to Other Questions
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All PM&E subcontractor must be “bondable” however the GC will be providing the bonds for the
entire work.
GC will be responsible for cleaning any mud covered streets resulting from hauling dirt to city
receptor sites that are covered with mud in excess that a typical street cleaner/ sweeper can’t clean
it off.
G.C.s grader shall haul to the City Receptor sites, and dump loads as directed by City personnel
and provide a bulldozer on sites capable of mounding the excess dirt in the specified area to
receive the dirt.
Quantities of dirt the City will receive and the exact sites will be noted in Addenda #1.
Architect does not use truck counts to determine dirt volume. The hole size will be measured for
volume.
City will pay for all testing other than offsite “borrow” fill soils.
City is not allowing site grading work on Sundays due to proximity to a residential neighborhood.
City crews are not providing the storm water work. Site Utility contractor to provide that work in
the GC contract.
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Electric Operations Center Complex and Warehouse
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January 11, 2016
Chambers Engineering, PE will release electronic files concerning site with a signed waiver form.
Contact Sam Smith at 704-984-6427.
It is understood that the Electric Shed may not have water, sewer gas or power until the existing
warehouse is removed. But the rest of the building can be completed prior to removing the
adjacent warehouse.
Architect is expecting a finely crafted building and an environmentally friendly building with a solid
energy envelope.
BID Form: General Contractor does not have to fill out the amounts of subcontract costs and values on
the Bid Form page 2 at bid time except for listing the Plumbing, Mechanical and Electrical subcontractors
names . The low bidder (s) will be asked to complete the form for the Owner at 10:00 AM the next day.
Send question by email to [email protected] or [email protected].
Final Note
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The Bids will be opened here at the pre-bid site. 3PM January 21, 2016
Acknowledge all addenda. Addenda will be posted on our website.
A List of GC bidders will be posted on the website. Only those attending pre-bid may bid.
Be on time.
Britt Smith’s final comments:
Values are required to be shown on the Minority Business Participation Form that is to be included with
General Contractor’s bid.
Britt reminded all attendees to sign the sign-up sheet.
END OF MINUTES 1/11/2016
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