Asheville, North Carolina City of Asheville, 23 Mar 2021

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From YouTube: Pre-Bid – City Hall, 1st Floor Family Restroom

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March 23, 2021

A

There, it goes just got a notification that we're recording so we're here today to look at a pre-bid for the city hall first floor, family restroom um little edition project that we've got going on. This is a re-bid. We did this last month. Didn't get that great turnout, so we're going to give it another. Go the bid advertisement number for this one 298 cp, 21b, 2005, chrr rebid. Just you understand what that means. The 298 all of our projects start that way. Cp21 means this is a capital project funded in the 21 fiscal year.

A

uh B2005 is a building construction project from the 2020 fiscal year and our fifth project of that year, chr city hall, rush term rebate, our designer on record. For this one, that is legislation, architecture, that's john legerton and mike mitchell has also been on this project.

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Engineering side suit associates has done all the mep for this project and uh they're not joining this second pre-bid meeting. But if you have any questions for them, I can definitely get it to them and we'll get those answered. My contact information is here. Maybe I can zoom in that might help again. I'm austin hamilton, I'm a project manager with the capital projects, department, building construction division.

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My email address here, a hamilton ashevillenc.gov, is the best way to get questions in for this project. They all have to be in writing so that we can officially answer them and that will get posted in an adenda or an addendum um at least ten days or seven days prior to the bid opening. So being a lookout for that, um if you guys could, while I'm thinking about it, either drop your contact information in the chat window.

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If that's an option or email me later, and let me know that you're here, basically no name contact, email and who you're with that way, we can get that recorded as well.

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Although john legend's contact information is here, please give questions through to me and I will pass them on if needed.

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Rosanna mulcahy is with our actual business inclusion office and we've got some for those who haven't been with us in a while. We've got some new requirements and some new forms and she's a great resource to help understand that process and those forms and how to get them filled in properly so feel free to reach out to her.

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Basic description of this work, uh if any of you have ever been in city hall in that first room, that you enter in there's a little kind of vending area and we are in need of an ada, accessible restroom in city hall and surprisingly, after all these years, we don't have a single one.

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So we're trying to add a family, slash, ada restroom into that existing vending space. It's going to require kind of readjusting the vending so we're not losing vending completely and adding a restroom and that existing little built out area we're trying to make use of the existing walls that are in there as much as possible.

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There is plumbing nearby used to be a commercial kitchen at one point, so it is seemed like the best place to add this restroom. We are anticipating this to be somewhat temporary, as we look into the future of city hall, but most likely will be around for the next 15 years or so I'll go into the drawings in a minute. We'll get into a little bit more details on that. There are a few alternates on this project.

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um These are broken out just so we can stay in budget, as is the idea here, but we got ceiling fans in that space. They're going to be adjusted so alternate, one is to go ahead and replace those ceiling. Fans they've, certainly seen better days, we'd like to get that done.

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Number two is adding an instantaneous water heater for the sink. The plants currently show us tapping into a nearby hot water line, but that hot water heater is pretty far out there.

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So to help with that, that is an alternate third alternate is an auto door opener for the door going from the little secured entry area into the main corridor of city hall and I'll show that I'll point that out in a minute, we do have an allowance one on here, and this is different or kind of spelled out a little better than it was in the first bid attempt.

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uh This is a set price, so I think it's at 500 um to go towards contracting with a city approved security contractor for any and all after hours, work, um regular business hours for this for this uh for city hall, 7 30 a.m, to 5, 30 p.m, but there's a little bit of uh you know core drilling's going to go through the concrete and some other things are going to stir up a lot of dust and since we're trying to maintain uh entry through this space, if, if possible, that would require pushing some of that work to after hours.

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You know it's a 100 year old building, we don't know, what's in the concrete or in the plaster necessarily it has been run past air quality over at the county, they're saying that we don't have to get, you know a permit for it, but they do want us to do the cutting here with wet methods. You know to be as safe as possible, and just so I don't have employees walking through this space. It makes sense to do that after hours.

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We do have two other projects going on at city hall right now that you could probably overlap some of that after hours with that security contractor with, and that would just be trying to work it out with them. Those projects will be ongoing for the next year, so it should be within this time, so they're already out there several days.

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Okay, some key dates here this was uh the rebid was issued on the 17th uh pre-bid meeting. Is today the 23rd. Let me check my calendar. Yes, we are on the right day, um thanks you guys for coming. If not, this will get posted uh the recording for those watching later site visits are open now until the 6th of april for the primary area, which is actually in the public accessible space in the building. You're welcome to go in there between eight and five just to get a look at the space.

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If you need to look in the electrical rooms or go to the garage below, which is where some of that plumbing is going to route to you'll need to schedule. That with me, just send me an email or give me a phone call with that contact information above we'll get something on the books, I'm trying to leave it as open as I can to accommodate everyone since we're not doing these kind of in-person on-site pre-bid meetings, but I'm happy to work with you we'll get something figured out.

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If I can't meet you out there I'll try to find somebody. Can it at a certain time.

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uh Deadline to submit questions is the 29th by 8 30 a.m, and I know what you're thinking that's kind of early, but really I was trying to give you the whole weekend. So when I come in monday morning on the 29th, I'm gonna have to start putting together the addenda to get posted the next day, and so that's why I'm asking for it by basically opening the business on that monday and our bid is due april 7th at 4 pm.

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That is a wednesday we'll go over some options of how you can get those bids to me in a minute. uh Anticipated construction start date. You know I've thrown the first on here, because that would be the soonest we. If we we did everything step by step as soon as the bids came in to contracting. That would be the soonest available.

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um You know I'm flexible now. I understand the industry's going through some some issues right now trying to get supplies, and so we can. We can negotiate that afterwards, um substantial completion, whatever the contract start days, it start date, is we're asking within 12 weeks of that, which I think is more than generous for a small project like this, but again I'm willing to negotiate that, I think, would be a few week project personally some stuff about covet here, site visits.

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You know where your face masks, do social distancing, we'll be responsible with that we schedule them again. My contact information, I think we're past inclement weather delays for bids, so we should be fine to open on our specified date.

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All right, all right, you got to use the bid form- that's included in here we'll go over that in a minute, make no alterations to it. Yada yada! You have a few options for getting those bids to me. You can fedex ups or ups or post office it to me at our bingham location.

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The address here make sure all these wonderful lines are included on that, because I'll have to drop by the water department on that day to try to find them.

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Second, option is to to drop it off in the water payment drop box, which is what's shown in this picture. Here. It's actually in front of the county courthouse building in the little turn circle in front uh the traffic loop. There's a white drop box make sure it gets in that one and it needs to be in there by 4 pm on bid opening day.

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I will be out there standing at 4 pm to open it, and we will reject any bids that come in after that make sure it has this information on there, especially if you're dropping it off a day or two. Before I get all this information on there you can also, since this is an informal bid, you can email it to our capital projects. Email uh make sure the subject title of that email. Is this exact phrase uh go into capitalproject ashevillenc.gov?

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My admin team will receive that and get that over to me be advised. You know we've got some antivirus scanning that has to happen on emails, and it usually takes about 10 minutes for an email that gets sent to actually get delivered to me or to this email address.

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So it's kind of at your own risk. If that email arrives and our servers check it at 401, then I'm technically not supposed to accept that bid. So if you're going to go the email route, I recommend a few minutes prior to the bid due date, if not much much sooner, uh adding that will at least have one that I'll be posting with any answer. Any questions and answers that come up during site visits or today and we'll we'll get the list of attendees to any site visits, also included in that again.

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That'll be at least seven days prior to the bid opening seven full days so be a lookout for at least one hopefully that'll be it since this is our second time around some general information here y'all can go back and read through this. The actual business inclusion policy- I don't know if y'all are aware, but this year uh january 1 we we enacted a new policy for abi, which is the actual business inclusion.

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We found disparity in a select group of contractors of 4.6 percent and so that's kind of our goal to try to fill those sub spots with at least four percent four point: six percent of contracts, so those three particular it's black asian owned native american old businesses. um So that's you know. In the past we've tried to target, you know women-owned businesses and hispanic-owned businesses, but apparently, with our last study, there was no disparity there any longer so to reach this 4.6 goal.

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It needs to be within these three categories: black owned asian, older native american owned- we're still flushing this policy out. So this will be it for for this bid, but it may change in the future here: payment, performance, bonds. This hopefully doesn't come anywhere near this project cost of 300 000.

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So I think we should be fine without those, but do read this in case. You do hit some of those.

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Numbers I'll let y'all read through the that's a pretty much spoiler plate uh so down to the bid form here. We have changes a little bit this year, asking for the actual bidder's representative. So we have someone to call if there's some issues or to you know, make the initial award so look out for those changes acknowledge at least that one addendum here, but you know we may have a second. It is possible so make sure you get all those in here foreign for your base bid price, which should include your after hour.

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Security allowance um make sure you've read this and it needs to include all your extra costs for materials labor tools, whatever it is to to achieve this 500 spendable goal for the city. um The idea here is: if we go under on the amount hours, we think we will get a credit back from this pool, but when it gets added to your base, fit make sure you're putting your overhead and all that fun stuff on there. That's why it is a fixed price.

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uh You get your alternates here, replace ceiling fans, instantaneous water, heater, auto door, opener get those in those will hopefully um are more than likely be additive. If you'd like to deduct and give me new ceiling fans I'll, be happy to take it subcontractor list. This is a must and is somewhat binding without written notice, later list, all your trades, the company and their license number and address um this will lock them into to your bid, and they will be the ones expected to be on the project.

A

We've had an issue not too long ago where we had a huge project and it had just maybe a thousand dollars worth of electrical work. Jc was gonna eat it, so they didn't list their electrical contractor subcontractor on here and we ended up having to uh throw that bid out because it technically did not have everything.

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So any all trades make sure they're listed here uh yeah and do do your signature stuff here, witness needs signature spot needs to be done if it's a proprietorship or partnership, and if it's corporation, we need the tested by here.

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So looking at those abi forms again must be complete must be included if you are not self performing. In other words, if you are using subcontractors, you must fill out forms 1 three and four.

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If you are self-performing, which is probably unlikely since this is touching every trade, but it is possible, then we would just need uh affidavit or form number two.

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So we'll take a look at those again one three and four. If they're not all included, I have to throw your bid out for being unresponsive. So please please, please look at these and get it done properly again. Our goal, 4.6 percent for black owned asian american-owned native american owned form. One is basically your good faith efforts.

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uh You need to check these, and since this is a building construction project, we you need to earn at least 50 points each one of these check boxes is worth 10 points, so you need to at least check five of these and actually do what it says and not just check them. um You know we're getting a little more strict on this. We've we've been a little lenient in the past few years, but this is starting to be a real issue with everything that's going on right now. So please get this done number two.

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This is if you're self-performing, this just basically says that number three. So when you're doing your outreach and your good faith efforts, you need to start listing who you're reaching out to and the dollar value percent of contract that they're awarded again. If you can't reach the goal, it all needs to be documented, but this this form one it's kind of like your title sheet. It will kind of help you walk through the other forms again. Rosanna mulkey is a great resource to help understand these don't be afraid to reach out to her.

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This is this: is your good faith effort sheet so if you reached out to them and they they were unavailable or not interested, you might need to fill this out as well.

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So we'll continue through.

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Form five is a form that gets attached with your payment, so this would come later, so it doesn't have to be turned in now, but it's just letting you know that when you request, when you send in your pay apps, this will need to be included with it um should say at the top.

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So we'll look at an example: aia standard contract that has been citified if that makes any sense- and this is just the samples what we use for all of our construction projects, regardless of size at least ones that we use in architect and engineer on. So please be aware: there's some things in here. That might seem a little ridiculous, but all the stuff in here is will be negotiable, negotiated afterwards, like I think, there's some liquidated damages that might be listed at 500, which is kind of absurd for a project of this size.

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So don't let any of that scare you! We will get that figured out if you're the low, better, so lots of fun stuff to read there. If you'd like to take a look through it and we'll jump down to the plans here.

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All the tech specs are actually listed on the plan drawings. Since it's a smaller project, I try to make it a little bit simpler.

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It's a great overview of kind of what's what's currently there. This is the kind of vending area and again this used to be a little cafe a little kitchen built in here, so we're kind of pulling that counter out moving the vending over to one side, which is what this case company would be and adding a restroom.

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We are building up a little bit of a parapet wall here and putting uh an insulated ceiling kind of laid on top of that. These are the ceiling fans. That'll have to be raised up a little bit, we'll kind of walk through the rest of the drawings.

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This here's a specs- I was talking about kind of mixed in here.

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Again, this is the existing area, part of what we're asking for- and I I thought, it'd make the project easier, but it's possible to make it harder. This is our current security entry and the people have come through here. Go through the metal detectors. Our security office is kind of stationed in this corner and then they kind of flow through this door to get into the actual city hall.

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um Ideally, we could keep some kind of traffic moving through here during construction now, if we think that's not a possibility or if you think you can get it done faster or whatever it is whatever we decide, you know there are some options where we can help security set up little stations and other doors to get into city hall, but I am asking the contractor to assist with that and include it in your base bid to help us accommodate.

A

um You know there was questions. You know this is the most. This is the safest space for them to come through and it'd be nice to keep it. But I understand that it could really hamper some of these tight spaces trying to make that work. We're also dealing with covet stuff right now. So that's you know doesn't make things any easier, but I figured instead of you know, dictating exactly how to coordinate that I'd. Leave it up to the contractor in case there's a simpler way to go about it.

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I'm happy to take questions on that. If you have any so take a look at the new space here, you can see we're kind of moving the vending machines down.

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You know put a notch in here for the third one which we actually already removed and we're not going to put in, but we're going to wire for it pretty basic restroom. There is a garage space directly below this that has complete access to this concrete slab, there's no drop ceiling or anything underneath there in this particular space there is some existing plumbing that will go down to the plumbing sheet in a minute. That's close by that you could tap into for most of these things, you know pretty basic single occupant restroom again.

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The whole purpose is to be family, restroom and ada restroom. There is it's kind of hard to see here. There's two television potential locations here that we're asking for data and power to so those will need to get at least terminated there properly. This is the door that we were asking about. um This is alternate two or three. You can't remember now, for the motor for the door would go here with wireless push buttons. um Most of these walls are historic, so you know this little bit of tampering as we can with them.

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That's why we're asking for the wireless actuator with that.

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um Again, this the room is kind of already built out, and this was done in the 70s. I believe so none of it's historic, so this wall can be modified as much as we want the wall behind. It, though, is part of that historic wall.

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So we're asking for a little damage to that as possible. We do have to put a puncture through to tie into you know: let's go and jump down to the mechanical plan here, while I'm talking about.

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So you got one puncture here sorry, this is as big as I can get it here. For this mechanical vent tie-in there is a low-volume exhaust fan that is in the current two restrooms that are neighboring this space. What we're asking you to do is small puncture and we're going to tie on to that existing system.

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That's the plan. Anyway, there is an access hatch that will get cut into this rush, this secondary restroom, since it is an old plaster plaster ceiling in there or drywall ceiling. We're gonna put a hatch in there, so we can access it again later. This is probably where you're gonna pull uh the fire suppression line from too it's one of these restrooms, since the other ones in this space are at that two-story height probably makes more sense to pull here.

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The only other puncture, I guess is pouring through the concrete for the drain line for this commode or water closet. I think the sink there might already be a line in this corner. We'll have to look at the plumbing plans to make sure that.

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This is those outlets for data and power. There are some security cameras that we need to at least if we disconnect make sure they get back connected afterwards. I think they're moving a few of the exit lights around to better accommodate.

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um A few can lights in this space.

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I saw a section worth looking at a minute ago. Here you go so this is kind of that parapet. Wall that gets built up and you know a little faux ceiling- would get put on top, so we're not blasting the world with restroom. um This is that penetration for the mechanical. Here, it's not showing below. But again we can schedule a slight visit, we'll go down there and take a look if you'd, like probably one of the the big things of this, is trying to match the existing wainscoting.

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That's in this space around the original perimeter of the room is all original to the building. This little build out when it was done in the 70s was actually done by one of our facility maintenance people. It's a really close match.

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We are moving a few doors around and making some bigger openings so you're welcome to recycle any of this suede cutting or materials that are used to build that up in the spaces that we're reinfilling. If you'd like, I understand it's going to be difficult to match the grain and all that stuff perfectly, but we're just asking you to get close.

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You know it's again: it's not one of the the real historic pieces inside of the building, but we're we're trying to at least match that aesthetic, so within reason, ceiling fans on these huge down rods. That's one of the things that will have to be reduced. You can reuse those rods. I imagine just cut them shorter to accommodate.

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There's a little bit of tile work going up those walls to keep it protected.

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I'm trying to stop there's any other things. I should specifically call out here there's a little bit of selected demo um again we're moving some of that old countertop. That's there now, some of that plumbing that that's been abandoned there from before. When there was a kitchen we're going to go ahead and pull some of that out just to simplify it looks like there's, here's your new supply and waist.

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Basically there's a you know: they don't show the garage or space below there's a boiler room, that's kind of adjacent! Imagine we're for one floor down from here, big garage here and then a boiler room and I think we're gonna have to run the hot water line all the way back to the the two inch or maybe one in the corner that are back. That way again, if you come for a site visit, we'll take a look at that now pretty straightforward, I mean you should have pretty good access under there.

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And I think that's pretty much it for the plans um jump back up to here. Is there uh any questions that you got you might have now, um just let me know, and we can try to get them answered for you, if not you're, welcome to email me, those I'll give you just a minute here. If you want to come up with.

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uh Is is there any limitation on working hours um again, you know if it's outside of when our security contractor is already staffed, um you just would need to coordinate with them um or contract with them. And if that's the case, I don't see any limitations.

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We want to do it within reason. If we do the whole thing after hours, it's probably going to get expensive for the uh that's something we can negotiate, I'm sure yeah, that's what I wanted to to clarify whether it had to be done after hours or whether it could be on regular business hours. No, I think it could be done regular business hours. You know, and that's part of that thing we got us.

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You know, keep safe the the people coming in the building and that can be done either by moving security to the other side of the building or you know, putting a little fence up or something just to keep people safe and there we're not having huge turnout of people. uh We have reinvented home to the public, so at last check there was about a 30 person count per day, making their way through that front area.

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But you know the work can be done during normal hours. Thank.

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Okay, if there's nothing else, I will leave it at that. We'll get this recording posted in case. You want to come back and re-watch it again. If you have any questions, please get those to me in writing and we will get those answered for you as quick as I can sounds good thanks austin. I appreciate.

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