07-25_PRE-BID_Meeting_Minutes__6-16-25.pdf
PDF 233 KB Posted
- Attached to
- Collapsed Stormwater Pipe-Summerhaven
- Solicitation number
- 07-25
- Issued by
- Volusia County, Florida
About this file
These are pre-bid meeting minutes for Bid No. 07-25 issued by the City of DeBary, Florida, documenting a pre-bid conference held on June 16, 2025, for two separate pipe replacement projects: 430 Summerhaven Drive and 408/410 N Pine Meadow Drive. The meeting covered key project dates, including Addendum No. 1 issued on June 10, 2025, a cutoff date for questions on June 19, 2025, Addendum 2 to be posted by June 20, 2025, and a bid submission deadline of June 30, 2025, at 3:00 PM at City Hall. The anticipated contract award date is July 16, 2025. The Summerhaven Drive project involves pipe replacement on private property with a drainage easement for a family counseling business, requiring coordination to maintain client access, while the Pine Meadow Drive project involves pipe replacement addressing consistent groundwater flow and requiring bypass pumping.
The document indicates no engineer's estimate will be provided, and bid documents are available on debary.org, vendorlink, and demandstar. General comments outlined requirements for payment and performance bonds for bids over $200,000, safety fencing for excavations deeper than 6 inches, and a 30-day timeline for pipe trench restoration including fine grading and sodding. Additional specifications include coordination with Duke Energy for pole and guy wire disconnection, with the city covering associated costs, and a requirement for contractors to submit questions by the specified cutoff date.
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Text version
PRE-BID MEETING MINUTES – JUNE 16, 2025 – 3:00 PM
Bid No. 07-25 - 430 SUMMERHAVEN DRIVE COLLAPSED PIPE REPLACEMENT
Vendors sign in.
INTRODUCTIONS – Kevin Hare, Project Manager, Susan Perry – Finance -
Purchasing
Key Dates
Addendum No. 1 – Issued June 10, 2025
1. Confirmed vendors received and reminded them to mark their proposal indicating that Addendum 1 was received.
Announced Cutoff Date for Questions – Thursday June 19, 2025 at 5:00 PM
Addendum 2 – to be posted by Friday June 20, 2025
Reminded vendors Bid Due Date June 30, 2025 at 3:00 PM – at City Hall
EXPECTED - Award of Contract – July 16, 2025
ENGINEER’S ESTIMATE – No estimate will be provided. The City is not able to determine an accurate estimate of cost.
DOCUMENTS – available at debary.org, vendorlink and demandstar
Asked if any problems with getting documents, no reply.
DISCUSSED BRIEF OVERVIEW OF PROJECTS:
430 SUMMERHAVEN DRIVE
Pipe replacement – private property – drainage easement – family counseling business – need to maintain access for clients – can coordinate with business to limit access for some clients.
Pole hold and guy wires disconnected by Duke – City will pay Duke – Contractor coordinate with Duke Energy.
408/410 N PINE MEADOW DRIVE
Pipe replacement – consistent flow from groundwater – will have to bypass pump and maybe well point. – Connect to existing 24” HDPE - pre-fabricated joint connect to existing manhole
GENERAL COMMENTS
PAYMENT AND PERFORMANCE BOND – IF BID IS GREATER THAN $200K -INCLUDE
IN MOBILIZATION PAY ITEM – NO SEPARATE PAYMENT –
ALL UNATTENDED EXCAVATION GREATER THAN 6 INCHES IN DEPTH WILL BE
PROTECTED BY ORANGE SAFETY FENCE SUPPORTED ON METALLIC FENCE POSTS
or as ACCEPTABLE TO THE CITY OF DEBARY –
FOR PIPE TRENCH RESTORATION FINE GRADING AND SODDING MUST BE
COMPLETED WITHIN 30 DAYS FROM THE TIME THE PIPE/STRUCTURE IS
INSTALLED.
Reminded vendors to send questions by Cutoff Date for Questions – Thursday
June 19, 2025 at 5:00 PM
Meeting adjourned 3:30 PM
File details come from the government source that posted it. Updated .