18-064R; Repump Station No. 8310 Upgrades and Improvements - Addendum 2.pdf

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ADDENDUM NO. 2

PALM BEACH COUNTY WATER UTILITIES DEPARTMENT

REPUMP STATION No. 8310 UPGRADES AND IMPROVEMENTS

PROJECT NO. WUD 18-064R

TO ALL BIDDERS AND OTHERS CONCERNED:

Contractors submitting proposals for the above referenced project shall take note of the clarification to the Contract and Specifications that shall become a part of the contract documents.

SEE PAGE 2 OF ADDENDUM FOR ADDITIONAL CLARIFICATION

Note: Bidder must acknowledge Receipt of Addendum on Bid Form - Page 3 of the Contract Documents.

Dated this 23rd day of July 2021

Palm Beach County Water Utilities Department

Gabe Maul, P.E.

PLEASE ACKNOWLEDGE RECEIPT OF ADDENDUM NO. 2 (PAGE AD 2-1) BY SIGNING

BELOW – EMAIL to gmaul@pbcwater.com IMMEDIATELY.

Signature

Title

Company

Bidders are reminded to acknowledge Addendum No. 2 on Bid Form-3

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GENERAL

1. The minutes of the Pre-Bid Conference are attached and are hereby made a part of the Contract Documents.

REPUMP STATION No. 8310 UPGRADES AND

IMPROVEMENTS PROJECT No. WUD 18-064R

Pre-Bid Conference

July 20, 2021 10:15 AM 8100 Forest Hill Boulevard

West Palm Beach, Florida 33413 Administration Building Conference Room 158

MEETING MINUTES

PURPOSE OF PRE-BID CONFERENCE:

Gabe Maul, Project Manager reviewed the pre-construction items below.

This Pre-Bid Conference was scheduled to acquaint the prime contractors and others with the Bid Documents for the Repump Station No. 8310 Upgrades and Improvements (Project).

WORK DESCRIPTION:

The Contract Time is 270 calendar days from Notice to Proceed for Substantial Completion. Final Completion shall be within 30 days of Substantial Completion.

See Section 01 11 00, Summary of Work for project description and general requirements.

The principal features of this contract include furnishing all labor, materials, equipment, supervision, and supplies for the demolition of an existing repump pumping station and abandoned building and construction of a new replacement pumping station, including auger cast pile supported concrete equipment pads; a pole barn; retaining wall; and mechanical and electrical equipment; relocation of an existing generator, portable engine driven pump, and chemical storage and feed equipment; and site grading and site improvements; and all work included in the Drawings (Volumes I and II) and in the Technical Specifications, including temporary bypass pumping.

Engineer’s opinion of probable construction cost is $3,240,000.

BID SUBMITTAL DATES:

Sealed Bids containing all the required Bid Documents will be received by the Board of County Commissioners, Palm Beach County, Florida, until 2:00 PM on Wednesday, August 11, 2021, at the Palm Beach County Water Utilities Department, Administration Building (1st Floor Reception Desk) located at 8100 Forest Hill Boulevard, West Palm Beach, Florida.

As shown in Instruction to Bidders, Page 11 of the Contract Documents:

The following documents must be submitted in a sealed opaque envelope:

1. Bid Form

2. Attachment No. 1 – Bid Bond

3. Attachment No. 2 – Office of Equal Business Opportunity - Schedule 1 and

Schedule 2

4. Attachment No. 3 – Certification of Business Location

5. Attachment No. 4 – List of Subcontractors

6. Attachment No. 5 – Trench Safety

Please submit one original and one copy of your Bid Documents

BID OPENING:

Bids will be opened on or after August 11, 2021 at 2:00 P.M., in the Administration Conference Room (Room 158) of the Administration Building of the Palm Beach County Water Utilities Department, 8100 Forest Hill Boulevard, West Palm Beach, Florida.

Estimated date for the award of the Contract is October 2021.

BID BOND SECURITY:

A Bid Bond Security (in the form, at the Bidders option, cashier's check, certified check, money order or Bid Bond in favor of the County) in the amount of at least five percent (5%) of the bid price must be submitted with the bid. The bidders must use the Bid Bond form provided in the Contract Documents (See Attachment No.1 to Bid Form).

Equal Business Opportunity (EBO) Ordinance:

The Affirmative Procurement Initiative (API) approved by this project by the Office of Equal Business Opportunity (OEBO) was set at a mandatory minimum requirement of 20% participation, see EBO Ordinance Section 2-80.27(1)(c), of which 3% shall be among certified African American and/or Hispanic American owned firms, See EBO Ordinance Section 2-80.27(2)(b).

Contractors that do not meet this requirement will be deemed non-responsive.

Rounding is not allowed and latest Schedule 1 and Schedule 2 must be completed (see Attachment No. 2 of Bid Form). Prime contractors must make sure subcontractors contributing to the S/M/WBE requirement are certified with the OEBO prior to bid submittal, please refer to Instruction to Bidders, Section 5.3 of the Contract documents and OEBO website (http://discover.pbcgov.org/oebo/Pages/Compliance-Programs.aspx) for a list of approved S/M/WBE contractors and additional information.

LOCAL PREFERENCE – CERTIFICATION OF BUSINESS LOCATION

Contractor shall complete Attachment No. 3 to Bid Form.

SUBCONTRACTOR:

The bid proposal requires that subcontractors be identified. The Owner/Engineer may require an experience statement for each subcontractor. Prime contractors must make sure all listed subcontractors are licensed to work in the state of Florida and/or Palm Beach County as applicable. Contractor shall complete Attachment No.4 to Bid Form.

TRENCH SAFETY AFFIDAVIT

Contractor shall complete Attachment No. 5 to Bid Form.

EXAMINATION OF SITE:

Each bidder is responsible for necessary site investigations to determine all conditions and facilities needed to execute the work in accordance with the contract documents. Site visit meeting date and location:

1. Tuesday, July 20, 2021 11:30 a.m.

a. Meeting Location - Repump Station No. 8310 – 1401 NW 1st Avenue, South Bay, FL 33493

PERMITS:

PBCWUD has submitted permit applications for a City of South Bay Building Department permit. Upon submittal of acceptable documentation to PBCWUD, Contractor shall be reimbursed for these permit fees from the Permitting Fee Allowance in the bid form.

PBCWUD has submitted for a permit for the Notification/Application for Constructing a Domestic Wastewater Collection/Transmission system.

Contractor will be responsible for submitting, obtaining, and paying for without reimbursement all necessary Maintenance of Traffic, temporary power, and dewatering permits based on the contractors means and methods. Also, cost of compliance with the regulations of public agencies having jurisdiction, including Safety and Health Requirements of the Occupational Safety and Health Administration of the U.S.

Department of Labor (OSHA). The cost of these fees shall be included in each applicable bid line items on the Bid Schedule.

INTERPRETATION OF ADDENDA:

All questions must be submitted in writing to Gabe Maul, P.E. at gmaul@pbcwater.com or Palm Beach County Water Utilities Department, 8100 Forest Hill Blvd., West Palm Beach, FL 33413. When questions raised are deemed appropriate by the Engineer, they shall be answered in the form of Addenda. All Addenda so issued shall become a part of the Contract Documents. To receive consideration, such questions shall be submitted in writing to the Engineer not less than ten (10) calendar days (4:00 p.m., Sunday, August 1, 2021) before the established date for receipt of Bids. The Bidder shall acknowledge receipt of all Addenda on Bid Form-3.

LIQUIDATED DAMAGES:

The Contractor shall pay the $500.00 for each calendar day beyond the date specified for Substantial Completion. The Liquidated Damages rate is $250.00 per calendar day for each calendar day greater than thirty (30) days beyond the date certified for Substantial Completion.

BID PROPOSAL:

Contract Price is based on the Total Base Bid of bid Item No. 1 – 18 on Bid Form (Schedule of Bid Prices).

AWARD OF CONTRACT:

If the Contract is to be awarded, the Owner will give the Successful Bidder a notification letter within ninety (90) days after the date of the Bid opening. Contract will be executed within one hundred and fifty (150) days after the date of the bid opening.

PRE-CONSTRUCTION CONFERENCE:

A Pre-Construction Meeting will be held within 60 days after execution of the contract by the Board of County Commissioners. The Notice to Proceed will be issued at the Pre-Construction Meeting. The selected Contractor shall submit schedules and shop drawing documents at the Pre-Work Conference.

ESTIMATED SCHEDULE:

This Contract Time is 270 calendar days from Notice to Proceed for Substantial Completion. Final Completion shall be within 30 days of Substantial Completion. Note the following tentative schedule:

a. Bid Opening: August 11, 2021

b. Bid Award: October 1, 2021

c. Notice to Proceed: January 20, 2021

d. Substantial Completion: October 17, 2022

e. Final Completion: November 16, 2022

CONTRACTOR CONSTRUCTION MANAGER:

The Contractor shall designate in writing and keep on the site at all times during progress of work a technically qualified construction manager.

CONTRACTOR'S RESPONSIBILITIES:

• Prior to starting work, the Contractor shall familiarize himself with the location of all existing utilities and facilities within the work area and shall be responsible for repair of any damage to these facilities created during the course of the work included herein.

• Contractor must keep the site as clean and safe as possible.

• The Contractor is responsible for dewatering during excavation and any trench wall stabilization required for the installation of piping. Contractor shall submit a proposed dewatering plan and method of disposal of dewatering discharge. The

Contractor shall be responsible for obtaining any required dewatering permits.

• All required manufacturer testing and certification shall be included in the unit prices shown in the proposal and Contract. Density testing required for compacted backfilling, and concrete strength and materials testing required at the time of construction shall be arranged for by Contractor and paid for by the

Contractor. Water quality monitoring testing required for the dewatering permit shall be arranged for by the Contractor and paid for by the Contractor.

• The Contractor’s construction schedule shall be based upon the inclusion of at least 15 calendar days per calendar year, of inclement weather delays over the length of the contract

• Contractor shall be responsible for coordinating delivery, storage, inspections, warranties, and guarantees of the equipment and or/materials.

• Work hours shall be 8:00 AM to 5:00 PM Monday through Friday, excluding legal holidays. Additional work days and hours may be requested for approval by the Owner.

• The draft Electronic Equipment Data Sheet file must be provided to the Owner for review no later than 30 calendar days prior to startup of the pumping station.

The final Electronic Equipment Data Sheet file addressing the Owner’s comments must be provided for the pumping station no later than 7 calendar days prior to startup.

• All coordination and scheduling with FPL shall be included as part of the Contractor’s means and methods under the appropriate Bid Item.

Additional compensation will not be paid and days will not be allocated for delays that are caused by FPL and all coordination and scheduling with FPL.

• Repump Station No. 8310 is a critical facility, therefore outages and service connections requiring the complete bypass of the pumping station shall be performed during the dry weather season (January 1 to March

31), unless specifically allowed by the Owner to occur during the wet weather season.

• The maximum duration of any outage where complete bypass pumping is not available is 2 hours and shall occur during off-peak operating hours between the hours of 10:00 pm to 5:00 am.

DISCUSSION REGARDING OEBO REQUIREMENTS:

Angie Whitaker from Office of EBO (see business card info attached) handed out sample Schedule 1 and Schedule 2 forms (see attached) that can be used to match the formatting.

Angie discussed that there will be new Schedule 1 forms in the near future available on the Office of EBO website, but they will not be required for this bid. Angie noted the following:

1. Prime contractors must include their own firm on the Schedule 1 regardless of SBE (Small Business Enterprise) status.

2. The subcontractors must match between Attachment 4 and Schedule 1.

3. County-certified MBEs (Minority Business Enterprise) are also SBEs.

4. A Prime contractor that is not a SBE does not need to submit a Schedule 2 for the Prime.

5. If a second-tier subcontractor is used, their information should be filled into the red box on the schedule 2 for the first-tier subcontractor, and a separate schedule 2 should be filled out for the second-tier subcontractor.

A bidder discussed that it is difficult to fill out the forms correctly during the last few minutes before a bid is due and suggested that PBCWUD institute a 1 or 2 day period after the bid to get the paperwork correct. This is a consideration for future PBCWUD policy. All required documents must be submitted as complete by bid date & time (see Invitation to Bid section 5.4.1, 5.4.2, and 5.6.1).

Peggy West from PBCWUD/MCO (see business card info attached), discussed that she will be contacting MBEs for the commodity codes identified during the goal setting meetings for this project. The goal setting meetings, held by Office of EBO, are open to the public. Peggy noted she will share the list of pre-bid attendees with MBEs, and she will share the list of MBEs with pre-bid attendees. The intent is to connect MBEs with prime contractors early enough in the bid cycle that they have enough time to be included in the bid, if the Prime desires.

6/8/2021

MOST COMMON BIDDER’S MISTAKES

BID FORM

1. Math errors

2. Unbalanced bid items

3. Total Base Bid on Bid Form-2 does not match Schedule of Bid Prices and/or SBE

Schedules amounts

ATTACHMENT NO. 1 - BID BOND

4. Bond not submitted on County form

5. Officer titles not listed

6. Signatures not attested

ATTACHMENT NO. 2 – OFFICE OF EQUAL BUSINESS OPPORTUNITY (OEBO) SCHEDULES

7. Schedule 1 must include the Prime– whether or not Prime is SBE

8. Schedule 1 and Schedule 2 dollar amounts and percentages don’t match

9. Schedule 1 and Schedule 2 forms not complete

10. Schedule 1 and Schedule 2 forms not signed and dated

11. Schedule 1 and Schedule 2 don’t utilize Base Bid in calculations

12. Schedule 1 and Schedule 2 incorrect old forms submitted

13. Schedule 2 subcontractors not Palm Beach County OEBO certified

14. Schedule 2 subcontractor’s certification is not for work listed (i.e. certified for paving but not striping)

15. Schedule 2 subcontractors not licensed for work listed

16. Schedule 1 incorrect Total Bid Price listed

17. Schedule 2 Item Descriptions and dollar amounts are missing

18. Schedule 2 discrepancy with price and Item Descriptions listed

19. Rounding of participation percentage on Sch. 1 and Sch. 2 (no rounding accepted)

ATTACHMENT NO. 3/3A – CERTFICATION OF BUSINESS LOCATION

20. Attachment 3/3A not filled out properly or left blank

ATTACHMENT NO. 4 - LIST OF SUBCONTRACTORS

21. Major subcontractor not listed (A major subcontractor is one that is expected to perform 5% or more of dollar amount of the bid or as listed on Attachment No. 4 to the bid form by the Engineer.)

22. Attachment 4 not complete

23. Listed subcontractors not licensed by State of Florida or PBC as required

24. Licenses are expired or inactive

25. Listed subcontractors not licensed for work listed

26. Off-site supplier listed instead of subcontractor

ATTACHMENT NO. 5 – TRENCH SAFETY

27. Form not completely filled in and notarized

*THESE MISTAKES MAY CAUSE YOUR BID TO BE REJECTED AS NON-RESPONSIVE.*