PALM BEACH COUNTY WATER UTILITIES DEPARTMENT

South County Reclaimed Water Transmission Pipeline Phase 2 and Lyons Road Force Main Between Yamato Road and L-38

PROJECT NO. WUD 23-053 & 24-028

PRE-BID MEETING

April 22, 2026, 10:00 AM

MEETING MINUTES

ATTENDING:

Name Company Email Wen Fils-Aime PBCWUD wfilsaime2@pbcgov.org Daisy Zheng PBCWUD dzheng@pbcwater.com Henry Melendez PBCWUD hmelendez@pbcwater.com Sebastian Martinez PBCWUD smartinez1@pbcwater.com Suzanne Dombrowski Chen Moore sdombrowski@chenmoore.com Daniela Martinat Chen Moore dmartinat@chenmoore.com Robert Palma ITG Communications Robert.palma@itgcomm.com Fernando Hernandez Johnson-Davis fhernandez@johnsondavis.com Gerhard Koenderink Centerline Inc gerhard@centerlineinc.com Noah Adams Isco Industries noha.adams@isco-pipe.com Carl Mozch Florida Engineering carl@floridaengineering.net Chris Bloom Isco Industries chris.bloom@isco-pipe.com Steven Rosbach Timberline CG srosbach@timberlinecg.com

PREPARED BY: Daisy Zheng/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 South County Reclaimed Water Transmission Pipeline Phase 2 and

Lyons Road Force Main Between Yamato Road and L-38 (PBCWUD No. 23-053 & 24-028).

Palm Beach County Water Utilities Department (PBCWUD) is the Owner. Engineer’s cost estimate is $27,800,000.00 for construction services.

The bids will be for furnishing all materials, labor, supervision, equipment, supplies, fees, expertise, and services necessary for 23-053: Construction of approximately 3 miles 24-inch reclaimed water main to connect existing phase 1A and phase 1 B. One section will start from the end of Phase 1A on Glades Road and continue travelling east along Glades Road till the intersection of Glades and SR7, then the pipeline will turn north, travel along SR7 and ends at new development Lotus Edge entrance (E.F. Johns Pkwy). Another section is from the end of Phase 1 B (Yamato & Lyons) to L-39 Canal along Lyons Road. 24-028: Construction of approximately 2 miles 24-inch new force main from Yamato Road to L-38 Canal along Lyons Road. The Contract will be awarded to one (1) of the lowest responsive and responsible bidder.

BID SUBMITTAL DATES:

As shown in Instruction to Bidders Page 11 of the Contract Documents, the bid submittal date is May 6, 2026, by 2:00 p.m. Bids will be opened on the same date and time.

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

Bid Form Attachment No. 1 – Bid Bond

Attachment No. 2 – Office of Small Business Development (OSBD) – Schedule 1 and Schedule 2

Attachment No. 3 – Certification of Business Location Attachment No. 4 – List of Major Subcontractors Attachment No. 5 – Trench Safety

PERMITS:

The Contractor shall obtain and pay for all Federal, State, County, or City permits, licenses and other authorizations 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. PBCWUD will apply for permits from Palm Beach County (PBC) Public Health Department, Florida Department of Environmental Protection, Florida Department of Transportation, PBC Environmental Resources Department, PBC Land Development, South Florida Water Management District as required. The Contractor will be responsible for all other permits including dewatering permits, if required.

Current permit status:

Florida Department of Transportation: Issued Lake Worth Drainage District: Submitted and under review Palm Beach County Land Development: Submitted and under review

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 Bid Form – 18 and 19).

SCHEDULE:

Bids will be opened on May 6, 2026, 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 33413. Tentative project schedule is as follows:

• Bid Opening: 05/06/2026

• Contract Board Approval: 8/12/2026 (tentative)

LIQUIDATED DAMAGES:

Liquidated Damages: The Contractor shall pay the Owner $2000.00 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.

Substantial Completion: 540 Calendar days from Notice to Proceed (Reclaimed pipe is 500 Calendar days from Notice to Proceed) Final Completion: 60 calendar days from Substantial Completion

OFFICE OF SMALL BUSINESS DEVELOPMENT (OSBD):

The Affirmative Procurement Initiative (API) approved for this project by the Goal Setting Committee, mandatory minimum of 15% participation, See EBO Ordinance Section 2-80.24(1)(a).

Rounding is not allowed and the latest Schedule 1 and Schedule 2 must be completed (see Attachment No. 2 of Bid Form). Prime Contractors must make sure that Subcontractors contributing to the SBE requirement are certified with the OSBD prior to bid submittal, please refer to Instruction to Bidders Section 5.3 of the Contract documents and OSBD website (https://discover.pbc.gov/HED/osbd/Pages/Programs.aspx) for a list of approved SBE contractors and additional information. 15% is the minimum SBE participation. Contractors that do not meet the requirement will be deemed non-responsive.

Comments from Wen: SBE15% is minimum and is enforced. Schedule 1 and schedule 2 (signed) are needed. Make sure on schedule 1 and 2 specify the sub work. Any sub on schedule 1 needs a schedule 2 to go with it. SBE needs to be certified by PBC before the bid is due.

Allen Gray: waiver process: documents need to be submitted on bid open date. OSBE decision on waiver only apply to the bidder who submitted the waiver. Bid open date will not be extended.

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 for each Work Order.

INTERPRETATION OF ADDENDA:

All questions during bidding must be submitted in writing (dzheng@pbcwater.com and smartinez1@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 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 (April 26, 2026, 5:00 PM) before the established date for receipt of Bids. The Bidder shall acknowledge receipt of all Addenda on Bid Form-3.

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. 4 of Bid Form). 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 6-7 . The Contract award shall be made upon the basis of the lowest responsive and responsible bidder.

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 60 to 90 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:

• 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.

• 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 is responsible for all soil compaction tests at no additional cost to the

COUNTY.

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

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

• Working hours are typically 8:00 AM to 5:00 PM except on holidays.

• For flushing/cleaning of water/wastewater pipe the Contractor shall employ operational hydrant meters to be obtained from the Owner 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.

• Contractors are responsible for submitting the Plan Holder Registration Form to obtain a copy of the bid set 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.

COMMENTS:

QUESTIONS:

1. Can you share goal setting documents?

Yes. Will include it in the next addendum.

2. 27.8M is that county budget? Does it include any allowance, contingency?

It is the estimated construction cost from the design, no contingency, allowance included.

3. Any traffic condition may shut down parts of the project?

MOT is contractor’s responsibility. PBC land development started review this project.

4. Is there any BABA, AIS requirements?

No.

5. How does the county handle price inflation for asphalt, oil, pipe?

County does not pay for price inflation in general but we can ask upper management to consider this request.

6. Can contractor be paid for stored material not on site but in a warehouse?

To be answered in the addendum.

7. Are local municipals aware of this project?

The project scope is in PBC service area. During construction, owner will work with contractor to notify the impacted communities. The project road is either FDOT road or County road.

DISCLAIMER:

Any statements, drawings, graphical representations or technical references in this presentation are for information purposes only. The originally issued Bid Documents, and any subsequent Addenda modifying the Bid Documents, are the definitive documents for this Bid and shall control over any conflict with the provisions of this presentation.