2-2025-08-26 Pre-Bid Meeting Minutes.pdf

PRE-BID MEETING AGENDA August 26, 2025

PROJECT NAME: Penn Hills 2025 Storm Sewer Repair Contract

PROJECT NUMBER: C-68014-0023

PROJECT MANAGER: Adam W. Gephart PHONE: 814-418-3504

MEETING LOCATION: 102 Duff Road, Pittsburgh, PA 15235

MEETING DATE: August 26, 2025

PROJECT LOCATION: Multiple Locations BID OPENING: September 11, 2025

PROJECT DESCRIPTION:

Contract A – Base Bid This project involves two (2) storm sewer repairs in various locations in the Municipality of Penn Hills including, but not limited to: storm sewer point repair; inlet replacement associated site and pavement restoration; utility coordination and protections; resident notifications; site access and restoration; pre-repair and post-repair CCTV; and all traffic control and restoration of disturbed areas, complete in place.

Contract A – Add Alternate #1 – Duff Road This project involves the inlet replacement of a storm sewer inlet on Duff Road, including but not limited to: inlet replacement associated site and pavement restoration; utility coordination and protections; resident notifications; site access and restoration; pre-repair and post-repair CCTV; and all traffic control and restoration of disturbed areas, complete in place.

Contract B – Base Bid This project involves two (2) storm sewer repairs in various locations in the Municipality of Penn Hills including, but not limited to: removal of excess soil and sediment at various locations; utility coordination and protections; resident notifications; site access and restoration; and all traffic control and restoration of disturbed areas, complete in place.

PROJECT TEAM / CONTACT LIST:

ROLE NAME PHONE MOBILE

Public Works Superintendent Scott Shepard 412-798-2151

Public Works Assistant Superintendent John Scaglione 412-798-2151

Gateway – Municipal Engineer Richard D. Minsterman, P.E. 412-409-2310

Gateway – Project Manager Adam W. Gephart 412-409-2309 841-418-3504

Gateway – Project Engineer Joseph A. Santorine 412-489-6847 570-428-3877

CONTRACT DELIVERABLES / MILESTONES:

DELIVERABLE / MILESTONE: COMMENTS: DUE DATE:

PRE-BID MEETING August 26, 2025

BIDS DUE September 11, 2025

AWARD OF CONTRACT September 22, 2025

NOTICE TO PROCEED Pending Council Approval October 7, 2025

SUBSTANTIAL COMPLETION 30 calendar days

FINAL COMPLETION 45 calendar days

NOTICE TO CONTRACTORS:

Each general contractor and sub-contractors used for the completion of this project shall be responsible for having their own competent OSHA compliance person on site. The contractor and sub-contractors will be responsible for having a hazardous free safe workplace for their employees. Employees of the Gateway Engineers are not the OSHA inspector or compliance person on site for the contractor. Employees of the Gateway Engineers are only responsible for their own safety while on the job sites.

ADDITIONAL DISCUSSION ITEMS:

1. Bidding Requirements:

• Bid Opening: September 11, 2025, 10:30 AM

• Bid Bond: 10% of Bid

• Notarized Non-Collusive Affidavit

• List of Proposed Subcontractors

• List of Proposed Suppliers

• List of three (3) project references of similar type construction projects

• Public Works Employment Verification Form

• Bid Form must be completely filled out with all unit prices for the option(s) the contractor is bidding on.

• Prevailing Wages Job

• 1-year, 100% Maintenance Bond at the conclusion of the project

• Questions: Submitted through PennBid o Last day to submit questions on PennBid: 5:00 pm on Friday, September 5, 2025

2. Review of Bid: This is a “Unit Price Bid”. The “Bidding Schedule” must be submitted on the Bid Form and Proposal for the Bid to be considered as responsive. Only the Bid Form and Proposal, Bidding Schedule and required Attachments need to be submitted. Bidders do not need to submit the entire Contract Document book.

It is intended that the Contract Documents provide a “complete-in-place” installation.

Contract is written as a lump sum unit price contract. Contractor shall price unit prices to cover all overhead, profit, and all other project costs.

3. Bids are being accepted and opened on PennBid. Please acquaint yourself with submission procedures for

PennBid so that there are no issues with your bid during opening.

Bids will be opened on PennBid. There will not be a physical Bid Opening. Bid Results will be displayed on PennBid shortly after the opening.

4. Contractors that are interested in bidding the project must submit a price for the Base Bid and all Alternate Bids.

The Municipality has the right to award the contract to the lowest responsive and responsible bidder based on the Base Bid price and any combination of Alternate Bids.

A contractor can bid on one or both Base Bid Contracts but must bid on Add Alternate No. 1 for Contract A if submitting a bid for Contract A.

5. The Contractor shall acquaint themselves, by personal examination of the location of the proposed work and shall inform themselves of the actual conditions and requirements of the work, including risks, means of access, character of the soil and subsoil, restrictions, and regulations.

6. The Contractor shall coordinate with, and accommodate all reasonable requests made by the Municipality of Penn Hills for vehicle and pedestrian access, noise concerns, and any other topics brought forth by the Municipality of Penn Hills.

7. Contractor is responsible for securing the work area at the end of each day and during active construction.

Contractor to ensure pedestrian safety control measures are in place prior to construction and maintained throughout the project.

8. Contractor is responsible for reviewing unit price quantities & plans and notifying Gateway Engineers of any discrepancies prior to bidding.

9. Contractor is responsible for hauling and disposal of all waste material to a fully permitted offsite facility.

10. Scope Discussion Items:

• Contractor is responsible for pre-televising to locate storm sewer pipe repairs.

• Contractor is responsible for providing all site access, as needed per repair location.

• Contractor is responsible for all Traffic Control per PennDOT Pub 213.

• Contractor is responsible for notifying all residents affected by the repair work forty-eight (48) hours prior to starting any work on or adjacent to their property.

• Contractor to restore repair areas to pre-repair conditions (Contract A and Contract A Add Alternate No. 1)

• Warranty CCTV is required 2 months before the expiration of the maintenance bond (1-year, 100%)

11. Most houses/properties have security systems with cameras and microphones. Contractors are advised to watch their language and subject matters while working.

12. No item of material or equipment will be considered by the Engineer as an “or-equal” or substitute unless written request for approval has been submitted by the Bidder and has been received, reviewed, and approved at least 15 days prior to the date for submission of bids.

13. Penn Hills will permit the low bidder to utilize the yard at the DPW facility for storage of equipment.

14. Contractor is responsible for providing temporary restroom facilities.

OWNER COMMENTS:

CONTRACTOR COMMENTS:

• DOES THE ENGINEER HAVE A CONSTRUCTION ESTIMATE? THE ESTIMATE IS $65,000 TO $75,000, INCLUDING THE ADD ALTERNATE

• ARE CERTIFIED PAYROLLS REQUIRED AND IF SO, DO THEY NEED TO BE SUBMITTED ON THE STATE FORM? CERTIFIED PAYROLLS ARE REQUIRED AS THIS IS A JOB THAT REQUIRES PREVAILING WAGES.

• IS NASSCO CERTIFIED CCTV REQUIRED? POST REPAIR CCTV PRIOR TO THE EXPIRATION OF THE

MAINTENANCE BOND IS REQUIRED.

• WILL THE CONTRACTOR BE HELD TO THE SUBSTANTIAL AND FINAL COMPLETION DATES IF THE CLEARING OF EXCESS SOIL AND SEDIMENT IS DELAYED DUE TO WET WEATHER? THE MUNICIPALITY UNDERSTANDS THAT INCLEMENT WEATHER CAN INHIBIT THE CONTRACTOR’S ABILITY TO COMPLETE THE WORK SPECIFIED. THE CONTRACTOR SHOULD MAKE A GOOD FAITH EFFORT TO COMPLETE THE

WORK WITHIN THE COMPLETION DATES.