ATT. 2
The Public Schools Finance Board
402 - 258 Portage Avenue, Winnipeg MB R3C 0B6
T 204-945-0205 F 204-948-2001
CHECK LIST FOR PSFB ROOF REPLACEMENT PROJECTS
Information For The School Division
Below is an outline of the rollout of PSFB roofing projects including the bidding process, contract award and construction.
1. BID CLOSING DATE AND LOCATION:
As per the “Instructions to Bidders”. The closing date will be coordinated between PSFB and the division prior to tender.
2. MANDATORY CONTRACTOR PRE-BID SITE VISIT
Interested bidders are required to visit the site prior to submitting a bid. Depending on the location, project complexity and staff availability, this will be done by either a scheduled pre-bid site meeting or individual contractor pre-bid site visits, and will be determined in consultation with the division prior to tender.
MANDATORY SCHEDULED PRE-BID SITE MEETING:
A mandatory scheduled pre-bid contractor site meeting will be scheduled with the time anddate as per the “Instructions to Bidders”.
A school division representative should be available to attend.
The selected Roofing Consultant will lead the site meeting.
*Any significant contractor queries or clarifications should be directed to the PSFB to allow for common instruction to all bidders.
OR
MANDATORY INDIVIDUAL CONTRACTOR PRE-BID SITE VISITS:
Individual contractors are required to contact the school division to make arrangements for a mandatory pre-bid site visit during the tender period.
The Pre-Bid site visit form found in the contract documents,shall be signed by the school divisionand will be retained by the contractors to be submitted with their bid package.
The Division should maintain a log of all contractor site visits or a copy of the signed form.
*Any significant contractor queries or clarifications should be directed to the PSFB to allow for common instruction to all bidders.
3. CONTRACTOR ELIGIBILITY AND INVITATION TO BID:
As per the “Instructions to Bidders”, only roofing contractors who are members of the RoofingContractors Association of Manitoba (RCAM) or other CRCA affiliated provincial association are eligible to bid on PSFB roofing projects.
The tender will be advertised on MERX. A copy of the electronic bid documentswill be emailed digitally to all RCAM members listed at, to the Winnipeg Construction Association at , to the Quality Control Consultant, and to the school division.
4. BIDDING ADMINISTRATION:
PSFB will issue addenda as required to all parties prior to tender close.
Bids will be received only at the Winnipeg Construction Association:
Upon closing, bids are forwarded to the PSFB for opening. Results will be summarized and distributed to the school division and all bidders by email.
Original bidder’s documents will be sent to the division; copies will be retained by PSFB for our records.
5. SCHOOL DIVISION LETTER OF RECOMMENDATION AND REQUEST FOR PROJECT SUPPORT:
Once the successful low bidder has been identified, the division is required to submit a letter of recommendation for contract award to the PSFB for review and approval.
Once approved by the PSFB, a Project Support Letter will be issued by the PSFB to the division and a letter of intent issued to the successful low bidder
6. CONTRACT AGREEMENT:
Upon receipt of PSFB Project Support letter, a formalized contract agreement is signed between the school division and the successful contractor.
A copy of the formalized agreement is provided within the Bid Documents. Verification of insurances and bonding will be required prior to signing of an agreement.
7. MANITOBA HYDRO COMMERCIAL BUILDING ENVELOPE PROGRAM:
Ifthe project is eligible for a Manitoba Hydro grant, the PSFB will initiate a hydro application that willbe forwarded to the school division for completion, sign-off and submission to Manitoba Hydro.
The Hydro Grant will be deducted from the Project Support.
8. ROOFING CONSULTANT ASSIGNMENT:
The school division must engage a Roofing Consultant to the project for generaloversight of the construction work and for regular quality control site reviews.
PSFB will provide a list of pre-qualified Roofing Consultants. ATT. Should the division wish to engage a consultant not on the list, PSFB approval will be required.
Fees will be based on the consultant’s fee schedule submitted to PSFB for the current year’s projects. Project Support for the actual consultant fees incurred will be provided at project completion once the division has provided the final costs.
9. PRE-CONSTRUCTION CONDITION ASSESSMENT BY THE SCHOOL DIVISION:
Photographs and documentation of any abnormalities of interior and exterior pre-construction conditions, including all roof-mounted equipmentis recommended in the event of a dispute.
10. CONSTRUCTION START-UP MEETING AND PROJECT COMMENCEMENT:
The Roofing Consultant will take a lead role in a project start-up meeting with the Contractor and School Division to review the parameters of the project (a sample agenda is provided in the biddocuments).
11. CONSTRUCTION REVIEWS, CONTRACT ADMINISTRATION AND PROJECT COMPLETION:
During the Construction Phase, the Roofing Consultant will play a lead role for communicating and reporting to all parties regarding any significant construction issues.
The Roofing Consultant will provide regular construction reviews throughout construction until the project is complete and until deficiencies are acceptably resolved to the satisfaction of the school division.
The Consultant will coordinate with the PSFB about any significant changes to the scope of work: changes to the Contract Value which may require Proposed Change Notices / Change Orders, or significant design changes.
The PSFB will issue Change Orders as required and shall be signed by the contractor, the PSFB, and the Division for approval.
During the course of the project, the division may receive lettersfrom PSFB formalizing the “Additional Project Support” for changes greater than $20,000, otherwise, all other contract changes and/or project costs will be reconciled at project completion for Final Support.
The Roofing Consultant will review contractor progress claims and approve payments for the school division.
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