MIDAMERICA ST. LOUIS AIRPORT Solicitation No. 2016-05 TO: ISSUED BY: All Plan Holders and Meeting Attendees (Meeting Roster Attached) MidAmerica St. Louis Airport Dept. of Engineering & Planning DATE: May 6, 2016 Re: Invitation For Bid: HVAC Service and Maintenance Summary of Pre-Bid Meeting and Site Visit The pre-bid meeting for the HVAC Service and Maintenance project was held May 2, 2016, 10:30 A.M., at the MidAmerica St. Louis Airport Passenger Terminal Conference Room. The following is a summary of the pre-bid meeting. Summary of Meeting Introductions presented by Dan Trapp, Airport Director of Engineering and Planning. Airport personnel present: Tim Cantwell, Airport Director; Richard Burke, Director of Operations & Maintenance; Brian Gieseking, Maintenance Superintendent; Ted Tedesco, Maintenance Supervisor and Alice Tejada, Contract Administrator. The sign-in sheet is attached. Ms. Tejada presented the contractual requirements as outlined in the attached meeting agenda. Ted Tedesco provided the project description and requirements as outlined in the attached meeting agenda. There was a clarification regarding the Reliable Controls Building Management System which is also addressed in Addendum #1. Maintenance on the existing BMS must be performed by a certified Reliable Controls representative. There being no further business, the meeting was adjourned and potential bidders were provided site visit. CLARIFICATIONS: Boilers: Pre-season Inspection and Seasonal Startup-It is my understanding this is one visit not semi-annual? This inspection/start-up is considered as one visit. Repair and replace defective part(s)-which parts? See Addendum #1 Solicitation No. 2016-05 Page 1
Air Handlers: Pre-season Inspection and Seasonal Startup-It is my understanding this is one visit not semiannual? Air Handlers will require semi-annual inspection; one (1) preseason for boilers and one (1) preseason for chiller. Air Filter replacement, once per year-are we supposed to bid a 12-month rated filter (if available in that size) or you changing filters throughout the year? Air filters are 12-month rated filters. Make Up Air Unit: Will require semi-annual inspection; one (1) preseason for boilers and one (1) preseason for chiller. Unit is operational year round. *Air Cooled Chillers/Supplementary Air/*Roof top Units/Comm Room: Pre-season Inspection and Seasonal Startup-It is my understanding this is one visit not semi-annual? Will require semi-annual inspection; one (1) preseason for furnaces and one (1) preseason for air conditioner. Unit is operational year round. Inspect and repair/replace electrical connections, contacts, relays operated and safety controls- Does this assume any electrical component is supposed to be covered under this agreement? See Addendum #1 *Chiller Only- Check for leaks, rust, corrosion, vibration and noise-does this contract require a vibration analysis annually? Annual vibration analysis not required. m:\500 (current proj)\2015-23 (airport fuels rfp)\admin\meetings\pre-proposal\2015-23_prebid_mtg-minutes.docx Solicitation No. 2016-05 Page 2
PRE-BID CONFERENCE AGENDA MIDAMERICA ST. LOUIS AIRPORT Solicitation No. 2016-05 May 2, 2016 10:30 a.m. I. Introduction / Key Personnel: Dan Trapp, Director, Engineering & Planning A. Welcome B. Introductions II. Contractual Requirements: Alice Tejada A. MidAmerica St. Louis Airport Department of Engineering & Planning is representing the St. Clair County Public Building Commission as the Project Manager on this project. B. Minutes of this meeting and any addenda that may result will be sent to all planholders by email. These documents will also be posted on the www.flymidamerica.com website. Please make sure you sign the attendance roster with the correct information. C. Any questions regarding the project must be received in our office before 2:00 P.M., Friday, May 6, 2016. All questions must be in writing as defined in the Invitation For Bid. D. Bids will be received until 2:30 P.M., Thursday, May 12, 2016. Late bids will not be accepted. Bids will be publicly opened immediately after 2:30 P.M. E. The contract will be awarded to the most responsive and responsible bidder whose bid proposal complies with all requirements of the contract. F. The bid tabulation will be presented to the Public Building Commission for selection of the successful bidder and contract award at 10:00 A.M., Thursday, May 19, 2016. The successful bidder will be announced on the www.flymidamerica.com website on or about Thursday, May 19, 2016. G. The successful bidder will enter into a contract with the St. Clair County Public Building Commission. H. We anticipate a prompt contract award, but no longer than 30 days from May 19, 2016. I. St. Clair County, through the Public Building Commission, reserves the right to reject any or all bids, waive irregularities or technicalities, if such waiver is deemed to be in the best interest of St. Clair County. J. This is a tax-exempt project. A tax-exempt letter will be provided to the successful bidder at the Pre-Construction meeting. K. Wage Rates: 1. The Contractor must pay not less than the prevailing wage rates on the project as established by the State of Illinois, Department of Labor for St. Clair County (http://www.illinois.gov/idol/laws-rules/conmed/pages/rates.aspx). L. Substance Abuse Prevention on public works projects. The Contractor shall verify to the Public Building Commission that it has a plan in place which complies with all the terms and conditions of the Illinois substance abuse prevention on Public Works Projects Act. M. Questions? III. Project Description: Brian Gieseking, Maintenance Superintendent A. Project Description. Work of this Contract comprises work at MidAmerica St. Louis Airport for the Saint Clair County Public Building Commission. The Scope of Services consist of the following: 1. Provide inspection, testing and maintenance for HVAC systems, associated air handlers, boiler, pumps and chillers located at Airport. 2. Provide inspection, testing and maintenance for HVAC systems, associated air handlers, pumps and chillers located at Boeing Facility. 3. Provide service, inspection and maintenance for three (3) ice machines. B. Contract Term: Three (3) years, effective July 1, 2016 June 30, 2019. Contract may be extended for an additional one (1) year option. C. Contractor is responsible to familiarize themselves with the general conditions of the project site. D. Other Requirements: 1. All maintenance on the existing Reliable Controls Building Management System must be performed by a certified Reliable Controls representative. 2. Contractor will be required to obtain MAA Media ID and Boeing Facility badges, comply with all airport security requirements, and comply with all FAA regulations. Solicitation No. 2016-05 Page 1 of 2
3. Contractor s employees and suppliers must follow all laws on the airport roads. Airport roads are patrolled by the St. Clair County Sheriff s Department. E. Questions? IV. Airport Management / Public Safety Issues: A. Airport Security 1. Process for obtaining a media id badge. B. Coordination with Airport Maintenance Staff V. Site Visit END OF AGENDA m:\500 (current proj)\2016-05 (hvac service agr)\admin\meetings\2016-05_prebid_mtg-agenda.docx Solicitation No. 2016-05 Page 2 of 2