To: Ken Doherty, Associate Director, Purchasing
From: Paula Reyes, Purchasing Manager, Purchasing Ext: 7-3649
Subject: Minutes of the Pre-bid Conference, RFP University Services HVAC Renovation Project,
Date: July 2, 2008
CC: Deborah Brazen(Project Manager), Joan Gossman, Attendee list.
The pre-bid conference for Request for Proposal for University Services HVAC Renovation Project -
2008, Project 060-123119 was held on July 2, 2008, at 2:00 p.m. (local time) – at 5454 Cass Detroit, MI
48202. Ken Doherty reviewed the highlights of the pre-bid package, especially concerning details such
as bid due dates and who vendors may contact during the live bid process. Deborah Brazen and Randy
Paquette discussed the technical aspects of the project and bid requirements, and conducted the Q & A
Numerous simple questions and answers were addressed at the pre-bid meeting. Some of the
issues were as follows:
A bid bond requirement is not required for bids below $50,000. Otherwise, a bid bond (5%) will
be required for the full amount of the bid.
Performance Bond and Material & Labor Payment Bond requirements are listed in the
specifications of the job. Performance & Material & Labor Payment Bonds and must be provided
by the awarded Vendor with the submission of the signed contract; which will then be submitted
to FP&M management for counter signature.
The awarded vendor must provide the required Certificate of Insurance in compliance with
Section 00800 of the bid specifications prior to commencement of any work.
University Design Standards are found on the University website
www.purchasing.wayne.edu/adv_bids.html. These standards are inclusive to the drawing and
contract documents. Any discrepancies between the drawings and the University Design
Standards must be identified by bidders during the bid phase for clarification.
If your company has not previously done business with the University you may go to the
Purchasing website at www.purchasing.wayne.edu and look for the “new vendor” link in the gold
box on the left. You may submit a new vendor request form and an IRS form W-9. This will
register your company on our vendor list. (NOTE: this does not replace the listserv.)
Project requires prevailing wage rate or Union Labor. A Prevailing Wage Rate Schedule is
included in Section 00410 of the Bid Specifications. Vendors must review these requirements to
be sure they are in compliance with the requirements of the University and the State of Michigan.
Contact the State of Michigan if further information is needed at website
Vendors must post wages at the job site in compliance with the complete Prevailing Wage Rate
listing provided in Bid Documents.
Certified Payroll must be provided with each of the contractor’s pay applications for all workers
who worked at the job site, in compliance with the new State of Michigan ordinance. Failure to
provide certified payroll will constitute breach of contract, and pay applications will be returned
All pay applications must be accompanied with sworn statements of payment (payroll w/o social
security numbers) and consent of surety by suppliers and sub-contractors. This will be discussed
in detail with the successful contractor. Non- Union Contractors must include pay stubs with their
Signed waivers from all Subcontractors and suppliers must accompany Pay Applications or they
will be returned for such documentation prior to approval.
A check list will be provided to the successful contractor of all Pay Application requirements.
Section 300, Form of Proposal has changed very recently, review carefully and complete in its
entirety to avoid disqualification
Parking on WSU campus lots and structures are $3.50/access. Vendor must build parking into
their lump sum bid.
The targeted date for award and full execution of a contract is August 9, 2008 with a completion
date of 60 Calendar Days after full execution of the contract. Sixty day end date stands firm,
make sure you can complete the project in 60 days before bidding.
The Project Manager indicated that the contractor will not need to pull a State of Michigan permit
as listed in Section 800 Article 4.
Fire Inspection will be handled internally through the office of Risk Management. Contractor to
coordinate these inspections through the Project Manager.
Parts purchased and on hand. Clarification will be given on inventory purchased and available,
any inventory needed that was not purchased in advance should be worked into your bid.
Do not include pipe to drainage structure/floor drain in pricing.
Clarification to be given on whether or not Boiler is running and if shut down needs coordination.
Clarification to be given on housekeeping pads, question if pipe is mounted on the floor will a
house-keeping pad need to be applied or visible?
House-keeping pads where equipment is floor-mounted will continue to be a
requirement. Contractor may incorporate multiple devices on a single house-keeping pad
if piping allows. Devices which, at the option of the contractor, will be hung from roof
structure must include qualified structural review prior to mounting.
System operating under Siemens Controls,
Beta Sight for single pipe system, to be considered for use in other buildings on campus, Vendor
should be sure all workmanship is excellent.
Qualifications for Welders must meet current applicable code and certification, as if a State
Permit were required.
No electrical work is anticipated as part of the HVAC Contract award.
Work areas occupied during project include Metal Shop / Work Shops and some office spaces
will be occupied as well.
Successful contractor will not be responsible for temperature control, specifics will be given.
Successful contractor is responsible for coordinating start-up of system with Trane.
Successful contractor is responsible to warrant own work and materials as well as piping to
equipment and is not responsible for warranty on equipment supplied by the University or others.
Pre Award meeting will be held on July 18, 2008, the lowest bidder needs to be available to
attend to obtain information that includes Schedule of Values from the Contractor, including a list
of Contractor’s subcontractors, other qualifications, safety plan and construction schedule.
Questions are due by July 9, 2008 at 12:00 noon
Bids are due no later than 2:00 p.m., July 16, 2008 at 5700 Cass Ave. Room 4200 AAB. Bid
opening will follow in room 4400 AAB.
A copy of the sign in sheet is available for downloading from the University Purchasing Web Site
We will require three (3) copies each of your lump sum proposals, vendor qualification
questionnaire and your bid bond documents.
All questions concerning this project must be emailed to: Paula S Reyes, Purchasing Manager at
email@example.com, copy Ken Doherty, Associate Director, at firstname.lastname@example.org.
Do not contact either FP&M or the Design Firm directly as this may result in disqualification of
Thank you for interest shown in working with Wayne State University.
Paula S Reyes