516 8TH
Avenue West
PO Box 1209
Palmetto, Florida 34221
Phone (941)723-4570
Fax (941) 723-4576
WOMAN’S CLUB RENOVATION
COP PROJECT #23-839
SITE VISIT & INFORMATION CONFERENCE AGENDA
JANUARY 11, 2024 10:00AM
1. Opening Remarks: Nixa Haisley, Sr. Purchasing Agent
a. Welcome, meeting called to order 10:32am
b. Introductions
Members Present:
Jenny Silverio, CRA (project owner)
Nixa Haisley, Sr. Purchasing Agent
Stefanie Davis, Purchasing Specialist
Jon Moore, Architect (Moore 2 Design)
Victoria Moore, Architect (Moore 2 Design)
2. Overview: Nixa Haisley, Sr. Purchasing Agent
a. Proposals will be received until 2:00 pm (EST), Wednesday, February 7, 2024. Late Proposals WILL NOT be accepted. Proposals received will be publicly opened after 2:00 pm (EST). Official award will not be made until all Proposals are thoroughly reviewed and certified as responsible and responsive, and evaluated by a committee, according to the RFP.
a. The deadline for submitting all questions regarding this project is 5:00pm EST on Friday, January 26, 2024. All questions must be submitted in writing as outlined in the Request for Proposal. (Nixa expressed preference for questions sent via email).
b. The current plan is to have the evaluation committee meet the week of February 26th, with the goal of making a recommendation to the Commission for approval on Monday, March 18, 2024. These dates are subject to change. The selected Contractor will be notified via email. Please make sure your email address is legible in the sign-in log.
c. In order to remain in line with the estimated project schedule, we expect to issue an official Notice to Proceed no later than the end of March. Based on this, the project shall be completed in December 2024.
d. Note that this meeting is non-mandatory; however, seventy-five (75) contractors confirmed receiving the RFP via email.
e. Solicitation Procedures explained by Nixa: Once proposals are received, Purchasing Department will review for responsiveness/compliance with what has been requested. The proposals will then be submitted to an evaluation committee for review and the committee will make a recommendation to award, based on the scoring guidelines established in the RFP. This final recommendation will be presented to the BOCC for approval.
3. Project Description: Jon Moore and Vicki Moore, Moore 2 Design
a.
Project Overview – Mr. Moore thanked the attendees for their
interest in this great project as the first theater of Manatee County and
explained the historic significance of installing an indoor “platform” as part
of this renovation. The site is just over an acre (1.2 precisely) and extends
between 10th Avenue and 9th Avenue, along 6th Street.
Included in the project are 40 new permeable parking spaces (25 along the
street, 15 on the north side of the site). The existing building is
approximately 3900 square feet, which is the building that will be renovated. An
additional 1560sq ft will be added to the north as new construction. The south
portico was added in the 1950s and is not of historical record. The formal
entrance is intended to be relocated from the south portico (not currently ADA-compliant)
to the west, where the original entrance was located.
b. Addressing the historic nature of this building – This building is listed on the historic register. No federal or grant money is included in this project, therefore, historical committees/reviews/conditions will not be required for this project. However, it is the goal to replicate the original 1930’s structure as close as possible, while meeting sustainability standards.
Initially the west side doors were wood construction– they will need to be replaced, with the goal of a similar aesthetic but of a more secure material. For the interior, plan to retain the original aesthetic. There are wire runs across the face of the building currently; plan to “fur out” all exterior walls (retaining the original look) with acoustic material and provide raceways for current electronic needs i.e. data and/or security.
c.
Project Schedule – Preserving the original flooring is of utmost
importance. Please plan to have all materials onsite prior to
demolishing openings to prevent flooring damage. The same goes for the roof;
roofing material should be onsite before the roof membrane is punctured or
moved. Parking Material: Plan to install the pervious pavers preferred by
the City of Palmetto to mitigate ponding and flooding. (See along 5th Street
West and along 9th Avenue West). Contractors are advised to schedule arrival of
pavers before excavation of streets.
Connecting the building to a high-security fiber ring that runs along
10th Ave. Be advised that making this connection will require great
coordination from many entities (contractor, subcontractor, and appropriate
City staff). This fiber line runs under the street and will connect to an A/V
room, as noted on the plans.
4. Questions & Answers
a. What is the scope of exterior stucco work?
i.
Jon Moore: Due to the condition of
the existing stucco, plan to remove all existing stucco and install new stucco.
b. What is beneath the exterior stucco?
i.
Jon Moore: The entire structure of
the 1930’s building is believed to be clay tile, as seen throughout select
repairs of the building.
We have only identified one area where there appears to be a structural-related
crack (at the northwest interior corner where the stucco has been removed and
exposed brick is visible).
There is a major truss that spans the east-west direction and puts load here. See
plans for the structural note pertaining to the remedy of these items. The
contractor must notify the architect when such structural issues are identified
so that a structural engineer can inspect.
Several exterior cracks have been identified that appear to have developed due
to scuffers and roof areas that have developed some leaking inside- especially
near the northwest corner of storage room, and interior southeast corner where
stucco has deteriorated due to water infiltration. It is believed that the
current roof has been repaired and is not currently leaking.
Tennis courts to remain as-is. Please plan to work around these.
c. Will the evaluation committee make a recommendation based on this submission? Or will there be a shortlist and interview process?
i. Nixa Haisley: This depends on the quantity of submittals received. For example, the evaluation committee has been able to make a recommendation in instances where only 3 proposals were received. If their scoring is close, the committee may decide to request interviews prior to making a recommendation. If there are more responses received (e.g. 7 or 8), the committee would likely develop a shortlist.
d. Flooring– Are we authorized to bring scissor lifts or other equipment inside, for access to the ceilings?
i.
Jon Moore: Floor protection is
required.
e. Is the contractor responsible for floor protection?
i. Jon Moore: Yes.
·
Victoria Moore added: Current fencing
will be removed, and the contractor will be responsible for furnishing new
fencing to secure the site.
·
There was a question submitted previously regarding substitutions.
Victoria Moore advised contractors to refer to architectural plans @ sheet
A701, section 01630 titled “Substitutions.”
· Another question previously submitted regarding the opportunity for additional site visits. Nixa Haisley advised that additional site visits will be granted, by appointment only. Please contact Nixa via email to schedule.
5. Conclusion: Nixa Haisley, Sr. Purchasing Agent
a. Addendum:
i. Today’s meeting minutes along with question responses will form Addendum 1, to be posted by January 19th
ii. The final questions received will form the final addendum, to be posted by end of January
iii. Guest question: Is the project in for permitting?
1. Jon Moore: It is not.
iv. Guest question: Will it be in for permitting before contract award?
1. Jon Moore: No, the contractor will be responsible for submitting the project for permitting.
b.
Closing Remarks:
i. Nixa Haisley advised that any additional questions can be submitted to Nixa via email and she thanked everyone in attendance.
ii. Meeting adjourned at 10:57am