2024-06-04 Airmont Tank Pre-Bid Conference Minutes.pdf

Town of Round Hill Airmont Water Tank 6/4/2024

PRE-BID CONFERENCE AGENDA PB MINUTES - 1

PREBID CONFERENCE MINUTES

June 4, 2024 3:00 P.M.

Round Hill Water System Airmont Water Tank Town of Round Hill, Virginia

Order of Business

Review of Agenda Items Questions and Comments Site Visit

1. Introduction

a. Sign-up sheet. (Attendance list is attached.)

b. Agenda distribution.

c. Identification of Owner and Engineer.

1.) Engineer: Peed & Bortz, LLC (540) 394-3214 Keith Lane, PE keith@peed-bortz.com, (540) 250-8379

2.) Owner: Town of Round Hill Melissa Hynes mhynes@roundhillva.org, (540) 338-7878 Rob Lohr rlohr@roundhillva.org, (540) 338-7878

James High jhigh@roundhillva.org, (540) 338-4772

d. Official Contract Documents: Posted on the Peed & Bortz web site at http://peed-bortz.com/request-for-bids/ .

Addendum #1 was posted on May 28, 2024. Addendum #2 is expected soon, likely on or around June 7, 2024. Addendum #2 will include minutes for the Pre-Bid Conference.

All Bidders are responsible for checking the official site to ensure that they have all documents, including all addenda.

2. Scope of Work

The project generally consists of construction of a new 500,000 gallon elevated water storage tank with related site work, piping, and appurtenances. The tank site is a 1-acre parcel owned by the Town, located to the south of Round Hill near Yatton Road (712).

3. Scheduling

a. Bid Opening: Sealed Bids will be received by the Town of Round Hill, 23 Main Street, Round Hill, VA 20141 until 2:00 P.M. (local prevailing time), June 18, 2024, and then publicly opened and read aloud at the said office, same address as above.

1.) Note that the Town’s eVA listing incorrectly identifies the time of day for bid receipt. 2:00 PM is the deadline.

The eVA site has now been corrected to properly reflect the bid time. Please note that while the contract documents and advertisement have also been uploaded to eVA, the only official website for obtaining documents and addenda is the Peed & Bortz website listed above. (The eVA page also includes the link to the Peed & Bortz website.)

mailto:keith@peed-bortz.com mailto:mhynes@roundhillva.org mailto:rlohr@roundhillva.org mailto:jhigh@roundhillva.org http://peed-bortz.com/request-for-bids/ http://peed-bortz.com/request-for-bids/

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b. Award of Contract: The Town intends to make an award as soon as practical. It is anticipated that the Notice of Award will be issued in July or August, pending any needed coordination due to available funding or other concerns. The Notice to Proceed date will be coordinated with the Contractor.

While award is expected to occur sooner as noted above, please note that the Bid form (7.01) indicates that the bid will remain subject to acceptance for 90 days after the bid opening, or for such longer period of time that Bidder may agree to in writing upon request of Owner.

c. Construction Time: The Work will be substantially completed within 480 days after the date when the Contract Times commence to run as provided in the General Conditions, and completed and ready for final payment within 540 days after the date when the Contract Times commence to run.

1.) The roughly 16/18 month period noted above was selected to allow sufficient time for major onsite work components that may be season/weather sensitive – particularly tank painting.

d. Liquidated Damages: Liquidated damages are indicated in the Agreement to be $500 for each day past Substantial Completion deadline and $250 dollars per day exceeding Final Completion deadline.

4. Bid Form: Form is located in the Contract Documents. The basis of bid is a lump sum price to complete all work.

Information Required to be Included with Bid:

1.) Completed Bid Form (Revised Bid Form to be provided by Addendum #2) 2.) Acknowledgement of Addenda (Page 2 of Bid Form) 3.) Bid Bond/Security 4.) Evidence of authority to do business in Virginia 5.) Virginia Contractor’s License 6.) Information regarding life-cycle cost (optional)

Note that Addendum #1 indicates that a revised bid form will be provided (likely in Addendum #2) to modify/clarify the confusing language regarding base and alternate bids. The intent is that a bidder may provide a bid price on the Base Bid (Composite Tank Style) only, Alternate Bid (Spheroid Tank Style) only, or both. The Bid price(s) is the complete lump sum bid price for the base bid and/or alternate bid including all work.

5. Evaluation of Bids: Article 18 of Instructions to Bidders

6. Qualification Statement

To demonstrate qualifications to perform the work, each bidder must be prepared to submit (within 48 hours of Owner’s request) written evidence, such as financial data, previous experience, present commitments and other such data as may be called for in these Contract Documents. Each Bid must contain evidence of Bidder’s qualification to do business in the state where the project is located or covenant to obtain such qualification prior to award of the contract. Please see Section 00451 of the Contract Documents for the required information.

7. Insurance and Bonds

a. Bid Bond – Each Bid must be accompanied by Bid security made payable to the Owner in an amount of five percent of the Bidder’s maximum Bid Price and in the form of a certified or bank check or a Bid Bond (on form attached in Section 00430 or similar form) issued by a surety meeting the requirement of Article 8 of the Instructions to Bidders.

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b. Bonds – Article 6 of the General Conditions. When the successful Bidder delivers the executed Conditions and the Supplementary Conditions set forth Owner’s requirements as to Agreement to Owner, it must be accompanied by the required performance and payment Bonds.

c. Insurance Required – Section 00800 of the Contract Documents outlines the insurance requirements for this project.

8. Property, Easements, and Existing Utilities

a. Property- The tank will be located on a 1-acre parcel owned by the Town of Round Hill. In addition, the Town has a 100’ access/utility easement where the gravel access drive will be located and a 15’ utility easement for the 12” water main extension from the existing Town water system to the tank site.

1.) Bidders who wish to access the site during normal working hours may contact Rob Lohr at (540) 338- 7878 at least 48 hours prior to visitation.

b. Utilities – The Contractor is responsible for locating all underground utilities prior to construction, including coordinating with Owner and Miss Utility.

c. Permits – The Town has already obtained required zoning and site plan approvals from Loudoun County and a waterworks construction permit from Virginia Department of Health. The Contractor is required to required Loudoun County grading and building (including associated plumbing/electrical) permits and applicable VDOT permits. Loudoun County permit fees will be paid by the Town if applicable. (They should not be applicable – the Town and County has a reciprocal agreement to waive such fees.) The Contractor will be responsible for VDOT fees and the likely permit bond.

A Loudoun County VSMP Permit is also required that is typically submitted simultaneously with the Grading Permit. The final Stormwater Pollution Prevention Plan (SWPPP) is developed as part of the VSMP permit.

See Comments and Questions section below for additional information.

Yatton Road is a VDOT road, however it is an infrequently travelled gravel road with a 30’ prescriptive right-of-way that is not routinely maintained. See Comments and Questions section below for additional information.

9. Staking of Work

a. Work areas will be staked by the contractor and approved by the Owner and Engineer before starting any construction.

The Contract Documents also include a requirement that the Contractor’s surveyor shall perform verification survey work at the Town’s existing Evening Star elevated tank site in an effort to ensure that the overflow elevation of the new Airmont tank will match the existing Evening Star tank overflow. The Evening Star Tank is a 500,000 gallon spheroid style elevated tank and includes a pressure level sensor matching the one specified for the Airmont Tank.

10. Inspection

a. The Owner may furnish an Onsite Representative on an as-needed basis to observe the project.

b. The Contractor will furnish independent testing agency(ies) to provide required inspection/testing services for this project in accordance with the specifications.

c. The Contractor will coordinate with the County building inspector in accordance with the terms of the building permit(s) and will provide any required special inspections.

11. Sales Tax

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a. This project is not exempt from sales tax. Bidders must include all sales tax in their Bid.

As noted in Instructions to Bidders 24.02, the Contractor and applicable subcontractors must obtain a Business, Professional & Occupational Licence (BPOL) from Loudoun County, and shall be responsible for applicable filings and taxes. Additional information may be obtained from the Loudoun County website:

https://www.loudoun.gov/1552/Business-License-Tax

12. Materials: Contractor is responsible for providing all necessary materials to complete the project.

a. SCADA: Note that 16010 Paragraph 2.7 specifies a SCADA Telemetry panel and indicates that the Contractor shall engage the Town’s SCADA provider. A scope of work for the SCADA provider is expected to be included in Addendum #2.

Christopher Smith with Valley Automation was in attendance at the pre-bid conference. His contact information is included on the attendance list.

13. Special Conditions

a. Earthwork: The contractor will provide a cut-to-fill balanced project. No additional payment will be paid by the Owner to the Contractor for excavation required to bring grades to fill or for disposal of excess material within the project area or outside the project area.

b. Contractor shall provide erosion control measures as needed to prevent erosion and sediment transport from the site and in accordance with regulatory requirements and shall maintain them throughout the project until given release to remove by Loudoun County.

Loudoun County is expected to regularly visit the site during construction to inspect the site and erosion control measures.

c. Underground Utilities – The Contractor will contact Virginia 811/Miss Utility and have utilities field located prior to construction. If damage to utilities occurs during construction, the Contractor will report the damage immediately to the Owner and the utility company.

d. Record Drawings: The Contractor will maintain Record Drawings as revisions are made. The Contractor will submit to the Engineer at the Final Completion inspection, record drawings of the project. Record drawing will include one legible set of drawings upon completion of construction (preferably digital PDF format). Final payment will not be paid until suitable “Record Drawings” are provided to the Engineer.

e. OSHA Requirements: The Contractor will be responsible for complying with all OSHA requirements including all tank work and excavation, pipe installation and backfilling in accordance with the OSHA Excavation Standards 29 CFR Part 1926, Subpart P. The Contractor’s responsibility also extends to providing a “Competent Person” as defined by the OSHA regulation referenced above on the job site.

f. Clearing Restrictions: As indicated in 01100 and 02200, there is a time of year restriction for site clearing activities. No clearing is allowed between April 1 and November 14.

g. Plan Sheet Size: Scales are based on “full” size, 24”x36” print size.

14. Comments and Questions:

a. Where is the location of the existing Evening Star Elevated tank? Are there drawings available? The existing Evening Star Tank is located at 17144 Evening Star Drive, behind the Round Hill Elementary School. The tank shares a site with the Town’s Evening Star Water Treatment Plant. It is approximately 2 miles north of the proposed Airmont Tank site. Drawings for this tank are very limited as it was originally constructed in the 1960s and was moved and re-assembled in Round Hill around 2002. A drawing from https://www.loudoun.gov/1552/Business-License-Tax

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Pittsburg Tank & Tower is attached. The existing tank has a pressure level sensor matching the one specified for the Airmont Tank.

b. Will the contractor be required to prepare the county-required Stormwater Pollution Prevention Plan

(SWPPP)? The Contractor is required to complete and submit for the SWPPP, which typically happens concurrently with the required grading permit. However, the largest components of the SWPPP (the Stormwater Management Plan and the Erosion & Sediment Control Plan) were included in the site plan approval process which the Town has already completed. While the Contractor has primary responsibility for the Grading Permit and VSMP Permit application, the Town will assist as appropriate related to the stormwater management plan and erosion and sediment control plan.

c. Access onto and along Yatton Road, which appears to be a lightly travelled gravel drive, will be challenging for large construction vehicles and will require grading/restoration and tree trimming to allow large truck access. Who is responsible for improvements required for construction access? Yatton Road is a VDOT road; however, it is an infrequently travelled gravel road with a 30’ prescriptive right-of-way that is not routinely maintained. While currently capable of accommodating passenger vehicles, modifications will be necessary to accommodate large construction vehicles. It is the Town’s intent that primary vehicular access to the site shall use Yatton Road direct from Airmont Road (719). The Contractor will be responsible for any necessary modifications to Yatton Road to properly accommodate construction vehicles, including entrance improvements from Airmont Road, tree/limb clearing, roadway modifications, etc. The Contractor shall maintain the access and upon project completion shall restore Yatton Road to pre-construction condition or better. Bidders may assume that permission for the Contractor to perform such improvements and road maintenance work within the 30’ prescriptive right-of-way will not be unreasonably withheld by the Town or VDOT. The Town will assist the Contractor with necessary VDOT coordination related to necessary road modifications and restoration.

As viewed during the site visit portion of the pre-bid conference, in addition to primary access from Airmont Road from the west, Yatton Road is also connected on the east side to Ridgewood Place via a recently constructed emergency access connection. Intended as a secondary means of ingress/egress for emergency vehicles, this connection was made to accommodate large vehicles such as fire trucks, etc. See below for a simple sketch of the two access routes. While it may be possible that periodic large vehicular access may utilize this new access connection, for purposes of bidding it should be assumed that all construction traffic will use the primary access via Airmont Road to Yatton Road. No matter which access is used, the Contractor will be responsible for maintenance of and modifications to Yatton Road or the new access connection drive to allow for necessary construction traffic and for restoration of any damage cause by construction traffic back to pre-construction levels or better.

See below for a GIS screen capture showing the primary and possible alternate access routes. Note that the existing Yatton Road entrance from Airmont Road (719) can be seen using Google Maps Street View. A few photos of Yatton Road and the recently constructed access from Ridgewood Place are provided at the end of this document.

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Loudoun County GIS Screen Capture of Tank Site and Yatton Road Area

d. Are there work hour restrictions on the project? The Supplementary Conditions (00800) establishes standard work hours as 8:00am to 6:00pm, Monday through Friday. The Town desires to be respectful of the surrounding residents and to limit noise impacts as much as practical. Exceptions to the standard work hours will not be unreasonably refused by the Town in appropriate cases due to the nature of the work.

Even with exceptions granted by the Town, note that the Loudoun County noise ordinance (654.02) restricts construction activities to 7:00am (9:00am on weekends) to 9:00pm in residential areas.

e. The plans identify future pad sites for cell carriers. Is it anticipated that the cell carriers or their contractors may be performing work on the site during this construction period? No. Any cell carrier work on the site is expected to occur only after this project is complete.

f. Are any archeological or historic structure impacts expected with this project? No. The Town has completed the Loudoun County site plan approval process and has an approved Environmental Assessment with Finding of No Significant Impact (FONSI) from Virginia Department of Health.

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Photos of Yatton Road and Newly Constructed Emergency Access: (Taken 6/4/2024):

Yatton Road looking west. (Tank site access road location is ahead on left side)

Yatton Road looking west from end of VDOT maintenance. Photo was taken from the curve shown in the GIS screen capture above very near the 18209 address marker)

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Newly constructed emergency vehicle access. (The far end of this view is the approximate location that the previous westward-looking photo was taken from.)

90-degree turn in the newly constructed emergency vehicle access

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Newly constructed emergency vehicle access (looking west towards 90-degree turn of previous photo).

Newly constructed emergency vehicle access entrance from Ridgewood Place.

Pre-Bid Conference Attendance List PB Attendance - 1

PREBID CONFERENCE ATTENDANCE LIST

June 4, 2024 3:00 P.M.

Round Hill Water System Airmont Water Tank Town of Round Hill, Virginia

NAME: REPRESENTING: PHONE # EMAIL ENTITY TYPE

Caitlyn Bender McCandlish Lillard (703) 934-1167 cbender@mccandlaw.com Prime/Sub

Glenda Curry Landmark Structures (817) 230-8842 estimating@teamlandmark.com Prime/Sub

Mary Anne Graham Town of Round Hill (540) 338-7739 maryannegraham@comcast.net Town (Vice Mayor)

Caleb Hanneman Kimley-Horn (571) 397-2698 caleb.hanneman@kimley-horn.com

Consultant

Melissa Hynes Town of Round Hill (540) 338-7878 mhynes@roundhillva.org Town (Town Administrator)

Dan Knight CB&I (302) 325-8401 dan.knight@mcdermott.com Prime/Sub

Keith Lane Peed & Bortz (540) 394-3214 keith@peed-bortz.com Engineer

Rob Lohr Town of Round Hill (540) 338-7878 rlohr@roundhillva.org Town (Capital Projects Manager)

Jonathan McClure Peed & Bortz (540) 394-3214 jonathan@peed-bortz.com Engineer

Christopher Smith Valley Automation (540) 551-0541 csmith@valleyautomation.net Sub (Town SCADA Provider)

Martin Workinger Johnston Construction (717) 887-8885 mw@jcc-ri.com Prime/Sub

Existing Evening Star Tank Drawing