21-025 Pre-Bid Meeting Minutes.pdf

PALM BEACH COUNTY WATER UTILITIES DEPARTMENT

Belle Glade Water Main Improvements;

Golfview Heights of Westgate Water Main Replacement

PROJECT NO. WUD 21-025

Pre-Bid Meeting Minutes

ATTENDANCE: Jacob Lee/PBCWUD Amir Keshavarz/Keshavarz Ethan Ramos/Keshavarz Jim Amsler/Johnson- Daivs Kerry Williams/CES/PBCWUD

PURPOSE OF PRE-BID MEETING:

This pre-bid meeting has been scheduled to acquaint the prime contractors and others with the bid documents for the Golfview Heights of Westgate Main Replacement, Palm Beach County Water Utilities Department project WUD 21-025.

PREPARED BY: Kerry Williams/CES/PBCWUD

DESIGN ENGINEER

Palm Beach County Water Utilities Department (PBCWUD) is the owner and Keshavarz & Associates, Inc. is the design engineer for this Contract.

COST ESTIMATE

Engineer’s cost estimate is $7,869,881.27.

SCOPE OF WORK

The bids will be for furnishing all materials, labor, supervision, equipment, supplies, fees, expertise, and services necessary for the replacement of 22,000 linear feet of water mains within the Golfview Heights residential community and along Ohio Street located in West Palm Beach. The construction services consist generally of but are not limited to, installation of potable water mains, installation of 2 sanitary sewer manholes, installation of 824 linear feet of gravity main, installation of 36 sanitary sewer laterals, fire protection improvement, and replacement of water service lines with associated appurtenances and site restoration of affected areas within Golfview Heights and along Ohio Street.

BID SUBMITTAL DATES:

As shown in Instruction to Bidders Page 12 of the Contract Documents, the bid submittal date is July 16, 2026, by 2:30 PM. Bids will be opened the same date and time.

BID SUBMITAL

The following forms, together, comprises a Bid and must be submitted by this date and time:

• Bid Form

• Attachment No. 1 – Bid Bond

• Attachment No. 2 – List of Major Subcontractors

• Attachment No. 3 – Trench Safety

PERMITS:

The Contractor shall obtain and pay for all Federal, State, licenses and other authorizations if required for the prosecution of the work, including the cost of all work performed in compliance with the terms and conditions of such permits, licenses and authorizations, whether by the Contractor or others. However, PBCWUD will acquire the Health Department and Fire Marshall, and any required right-of-way utility permits (PBC Land Development).

Contractor shall provide MOT plans as required and abide by all the requirements of such permits from start to completion of the work and closure of the project. The contractor will be responsible for all other permits including dewatering permits, if required.

BID SECURITY:

A Bid Bond, in the form of Money Order or Certified Cashier’s Check in the amount of 5% of the base bid must be submitted with the bid. The bidders must utilize the Bid Bond form provided in the Contract Documents (See Attachment 1 to Bid Form – 13 and 14).

SCHEDULE:

Bids will be opened on July 16, 2026, at 02:30 PM, 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 33413. Tentative project schedule is as follows:

• Bid Opening: July 16, 2026

• Bid Award: August 18, 2026

• NTP: December 4, 2026

• Substantial Completion: April 27, 2028 (510 days from NTP)

• Final Completion: May 27, 2028 (540 from NTP)

LIQUIDATED DAMAGES:

Liquidated Damages: The Contractor shall pay the Owner $1500.00 for each calendar day that expires after the time specified for Substantial Completion and $1000.00 for each calendar day beyond the date of Final Completion.

GRANT REQUIREMENTS

This project is funded by the State of Florida administered through the Florida Department of Transportation (FDOT). Davis-Bacon & Related Acts, including wage rates, will not apply to all construction work performed on this project. Buy America, Build America (BABA) will not apply to any construction work performed on this project.

LOCAL PREFERENCE

No Local preference will be given for this project.

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.

INTERPRETATION OF ADDENDA:

All questions during bidding must be submitted in writing via e-mail to Jlee@pbcwater.com. When questions raised are deemed appropriate by the Engineer, they shall be answered in the form of Addenda. All Addenda issued shall become a part of the Contract Documents. To receive consideration, such questions shall be submitted in writing to the Engineer no less than ten (10) calendar days (July 6, 2026) before the established date for receipt of Bids. The Bidder shall acknowledge receipt of all Addenda on Bid Form-3.

CONSTRUCTION PHASING

The Contractor is expected to construct the shown improvements in four (4) Phases as shown and described on the Construction Phasing Plan sheets (C-26 & C-74), as well as within the rest of the plan sheets. The phased work as shown is how PBCWUD and the Engineer expect the sequence of improvement installations to occur. All phased improvements are expected to be coordinated with PBCWUD and the Engineer. Each Phase’s improvements are expected to be completed fully prior to commencing the next phase, including Partial Health Department Release, connections, conversions, deactivations, grouting, abandonment, removals, and restoration as required by PBCWUD and the Engineer.

CONTRACTOR SUBSTITUTIONS AND PRODUCT OPTIONS:

Proposed substitute equipment and material will be subject to acceptance or rejection by the County after contract award and shall not be utilized by the Bidder in the preparation of their base bid.

SUB-CONTRACTOR:

The bid proposal requires that subcontractors performing more than 5% of the work be identified (see Attachment No. 2 of Bid Form, Bid Form-15). The Owner/Engineer may require an experience statement for each subcontractor. Prime contractors must make sure that all listed subcontractors are licensed to do work in the state of Florida and/or Palm Beach County as applicable and prior to bid submittal.

BID PROPOSAL:

Contract price is based on the total of bid items on Bid Form 6 through 12. The Contract award shall be made upon the basis of the lowest, responsive and responsible bidder.

Contractor unit prices shall be held firm without adjustment, and the County reserves the right to increase or decrease the quantities.

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.

PRE-CONSTRUCTION CONFERENCE:

A pre-construction meeting will be held within 30 to 60 days after execution of the Contract by the Board of County Commissioners. The Contractor shall submit to the Engineer copies of schedules, shop drawing submittals, etc. at the pre-construction meeting. The Notice to Proceed may be issued at the pre-construction meeting.

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 RESPONSIBILITY:

• Contractors are responsible for submitting the Plan Holder Registration Form in order to obtain a copy of the bid plans. Completed forms can be sent via email to bids@pbcwater.com. This registration form will allow County to build/maintain a database of interested bidders. This database will be used by County to notify bidders of project information updates.

• Prior to construction, 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 described in the Contract.

• Contractor must keep all construction sites as clean and safe as possible.

• Contractor shall restore disturbed areas in kind to equal or better condition.

• 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.

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

• Working hours are typically 7:30 AM to 4:30 PM except on holidays (MOT requires 9:00 am – 3:00 pm).

• For flushing/cleaning of water/wastewater pipe the Contractor shall employ operational hydrant meters to be obtained from the County or shall use other approved water supply, at the Contractor's expense.

• Door hangers are required to be placed at the residents at least 7 days before beginning of work.

• The County will initiate requesting Temporary Construction Authorizations from residents or property owners where work must be performed within private property. The Contractor is expected to continue all efforts to secure any remaining Temporary Construction Authorizations for private property work as necessary upon commencement and throughout completion of the work.

QUESTIONS AND COMMENTS:

1. Are there any SBE requirements on this project?

No, due to grant funding for this project, we don’t have SBE requirements. The grant we received covers a lot of the sanitary sewer work in the Golfview Heights and Ohio Street areas, including the removal of local preference and SBE requirements. This is a state-funded grant, not federally funded, therefore, Davis- Bacon and BABA do not apply.

Comment by Amir – a reminder of the contractors’ responsibility associated with contractor dewatering and installation: bidders and the awarded contractors are responsible for understanding if any registered or identified contaminated sites are near proposed dewatering or pipe installation areas, if applicable as of the time of the bid submittal and at the time of performing the work. Any contaminated sites may affect planned dewatering permits and activities.

MOST COMMON BIDDER’S MISTAKES

BID FORM

1. Math errors

2. Unbalanced bid items (See Section 1.19, Instruction to Bidders)

3. Total Base Bid on Bid Form-12 does not match Schedule of Bid Prices and/or SBE Schedules amounts

4. All Contractors (prime, subcontractor, and suppliers) must be registered with Palm Beach County

ATTACHMENT NO. 1 - BID BOND

5. Bond not submitted on County form, Attachment 1 of the Bid Form.

6. Officer titles not listed

7. Signatures not attested

ATTACHMENT NO. 2 - LIST OF SUBCONTRACTORS

8. 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.)

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

10. Licenses are expired or inactive

11. Listed subcontractors not licensed for work listed

12. Off-site supplier listed instead of subcontractor

ATTACHMENT NO. 3 – TRENCH SAFETY

13. Form not completely filled in and notarized

*THESE MISTAKES MAY CAUSE YOUR BID TO BE REJECTED AND

DEEMED NON-RESPONSIVE.*

PALM BEACH COUNTY WATER UTILITIES DEPARTMENT