March 19, 2008 ADDENDUM 1 TO ALL BIDDERS: Reference: Invitation for Bids: IFB#214-08-Heating Plant Commodity: Construction of Replacement Heating Plant Dated: February 25, 2008 For Delivery To: Longwood University Materiel Management Office Farmville, Virginia 23909 Bid Due: April 8, 2008-2:00 local time and read aloud at 2:00 p.m. April 9, 2008 RE: Addendum to the project bid documents dated March 5, 2008 The following addendum changes have been issued to represent the topic of the project pre-bid meeting on March 13, 2008. These addendum changes will be issued to all parties which have purchased plans and specifications or have attended the Pre-Bid conference. This document is also posted on the University s material management website, (http://www2.longwood.edu/ifbrfp/ifb.asp?ifb=214%2d08%2dheatingplant) Project administration documents Pre-Bid Meeting Minutes and attendance sheet, included with this cover sheet. specification changes Not Used drawing changes Not Used NOTE: A signed acknowledgment of this addendum must be received at the location indicated on the IFB either prior to the proposal due date and hour or attached to your proposal. Signature on this addendum does not substitute for your signature on the original proposal document. The original proposal document must be signed. Very truly yours, James E. Simpson, CPPB, VCO Director Materiel Management
Name of Firm Signature/Title Date:
CONSTRUCT REPLACEMENT HEATING PLANT PROJECT NO 214-17017 DOCUMENT CHANGES NARRATIVE ADDENDUM NO. 1 DOCUMENT CHANGES NARRATIVE ISSUED: 3/18/2008 Longwood University Farmville, Virginia Construct Replacement Heating Plant Project Code: 214-17017 RE: Addendum to the project bid documents dated March 5, 2008 PART 1 - GENERAL A. The following addendum changes have been issued to represent the topic of the project pre-bid meeting on March 13, 2008. B. These addendem changes will be issued to all parties which have purchased plans and specifications or have attended the Pre-Bid conference. This document is also posted on the University s material management website, (http://www2.longwood.edu/ifbrfp/ifb.asp?ifb=214%2d08%2dheatingplant) PART 2 - PROJECT ADMINISTRATION DOCUMENTS A. Pre-Bid Meeting Minutes and attendance sheet, included with this cover sheet. PART 3 - SPECIFICATION CHANGES A. Not Used PART 4 - DRAWING CHANGES A. Not Used RMF NO.: 105015.A0 PBA-1 ADDENDUM NO. 1 3/18/2008
CONSTRUCT REPLACEMENT HEATING PLANT PROJECT No 214-17017 & PRE-BID MEETING MINUTES 03/13/2008 Attendees Company Telephone/Fax Geoff Chenoweth RMF Engineering, Inc. (410) 576-0505 Ed Stewart RMF Engineering, Inc. (410) 576-0505 Jim Simpson Longwood University David Pletcher Longwood University Bob Chambers Longwood University (434) 395-2090 Tommy Boschen A.D. Whittaker Construction, Inc. (804) 798-3259 John Bowman W.M. Schlosser Co., Inc. (757) 312-0649 Thomas McKelvey Frank Lill & Son, Inc. (610) 497-6320 Jim Carroll Heat Product Sales, Inc. (540) 774-4727 Doug Patterson Johnson Control, Inc. (804) 565-2517 Amanda Harris Harold Collins Clearing & (434) 392-6010 Grading R. Baxter Gordon English Construction Co., Inc. (434) 845-0301 Ray Jones English Construction Co., Inc. (434) 845-0301 Sid Davis J.E. Jamersion & Sons, Inc. (434) 352-8227 Dan Lamberson Harlan Construction (804) 458-6712 Jerry Drew Atlantic Constructors (804) 523-8822 DeSean McDowell Daniel & Company, Inc. (804) 213-0400 Jameson English Branch & Associates, Inc. (540) 989-5215 Jason Crawford Welding Processes & Mechanical (804) 598-9994 Inc. Carl Massie Southern Air, Inc. (434) 385-4071 Joe Hubble Waco, Inc. (540) 473-2891 Date Issued: 03/18/2008 Issues Covered: Bid Document introduction for the project listed above, Schedule, Processes, General Construction Overview, Site walk-through, and responses to attendees questions. Item No. Description Status 1 1.1 Mr Jim Simpson, University Material Management, provided an overview of the prpject Invitation For Bids. The IFB was discussed paragraph by paragraph. 1.2 Upon completetion of Mr. Simpsons overview he iquired if any one present requested a bid extention. No requests were made. Mr. Simpson indicated that the bid date will remain on April 8, 2008 at 2:00pm sharp. MINUTES OF MEETING March 18, 2008 CA-6 RMF No. 105015.A0 Page 1 of 4
1.3 Mr. Simpson indicated that all proposals must be in his possession no later than 2:00pm sharp by strict adherance to his offical time. 1.4 Mr. Simpson handed to meeting to RMF Engineering, Inc. RMF provided a general overview of the Summary of Work provided with the project documents. 1.5 RMF Requested that all Pre-Bid RFIs be submitted by no later than the close of business, March 18, 2008. In order to provide responses to all Pre-Bid RFI s no later than 10 days before bid date, this request must be followed. Please use DGS form DGS-30-272 Pre-Bid RFI Form and submit RFI s in writing to RMF Engineering, Inc. Email and Fax submissions are acceptable. 1.6 Work Hours were generally described. Normal hours should be from 7am to 6pm M-F, Extended work hours, 6pm to 7am, and weekend work hours, Friday 6pm to Monday 7am, require advanced authorization and must be coordinated with the University. 1.7 RMF indicated that the Venable and Madison streets are city streets and should remian open during construction. Madison Street is particularly important in that the University s food service uses the street to deliver to the student dining hall. It also serves as the sawdust and fuel oil delivery path for the central heating plant. Construction phasing has been provided in the contract documents. Coordination with the University is required and is described in Division 1 of the specifcations. 1.8 RMF indicated that the relocation work associated with Boiler No. 6 needs to be phased. The two new boilers must be in operation and accepted by the University before the work inclusive of relocation of Boiler No 6 is started. The University must not be without steam service to the campus. 1.9 A site walk-through was preformed during Pre-Bid meeting. The group visited the location of the proposed new heating plant, the existing Boiler No. 6 building, the existing heating plant, and the steam manhole across Madison Street. MINUTES OF MEETING March 18, 2008 CA-6 RMF No. 105015.A0 Page 2 of 4
1.10 A question was ask during the walk-through regarding the relocation of existing Boiler No. 6. Generally, the question regarded the removal of the boiler from the building and what was allowed. The building serves the boiler and only the boiler. All plumbing, electrical, and mechanical services present can be moved to allow the exit of the boiler. In general the walls must be cut and patched for boiler removal. The boiler is able to be deparated into two parts, the pressure vessel and the gasification section. Coordinate with Hurst regarding methods to separate the boiler. Refer to specificaiton section 15030 for detailed demolition and relocation requirements. The University asked that currting and patching work be performed to re-enclose the building for use by the University. The contractor shall restore lighting in the building to meet or exceed the existing lighting condition. All cutting and patching work shall be performed without permanent damage to the building structure or services. 1.11 A questions was asked during the walk-through regarding the trenches and the manhole across Madision Street. Generally, clarification was requested regarding the location of the new steam trench. The new steam trench routin is shown in the contract drawings. The trench exits the new plant on the west wall and turns south toward Madison. The trench changes elevation to go under Madison Street and then returns to an elevation to connect to the existing manhole on the east side of its structure. An existing tranch travels from the existing plants southeast corner and enters the manhole on the north side. Another trench exits the existing manhole and travel south to campus distribution. A direct-buried, pre-insulated piping system exits the manhole to the west for campus distrbution. 1.12 The following items were distributed at the Pre-Bid meeting location: A photocopy of the attendance sign-in sheet 1 Status column shall indicate Action Item Number and responsible party, or Comment for Record (). These minutes are a summary and the writer s interpretation of the proceeding and are not a transcript. Any changes or clarifications shall be forwarded to the writer within five (5) days of issue. Unless changes are forwarded, we must assume that all participants are in basic agreement with the above minutes and they will be recorded in the official project record. MINUTES OF MEETING March 18, 2008 CA-6 RMF No. 105015.A0 Page 3 of 4
Respectfully submitted, RMF ENGINEERING, INC. Geoffrey Chenoweth, P.E. Project Engineer GSC Distribution: JW Wood, Longwood Univ. Bob Chambers, Longwood Univ. Dave Pletcher, Longwood Univ. All plan holders and attendees Bob Smith, RMF Ed Stewart, RMF MINUTES OF MEETING March 18, 2008 CA-6 RMF No. 105015.A0 Page 4 of 4