25-040R 2026 Pipeline CCC-Prebid meeting mintues.pdf

PALM BEACH COUNTY WATER UTILITIES DEPARTMENT

2026 PIPELINE CONTINUING CONSTRUCTION CONTRACT

PROJECT NO. WUD 25-040R

PRE-BID MEETING

July 22, 2026, 9:30 AM

MEETING MINUTES

ATTENDING:

Name Company E-mail Daisy Zheng PBCWUD dzheng@pbcwater.com Henry Melendez PBCWUD hmelendez@pbcwater.com Sebastian Martinez PBCWUD smartinez1@pbcwater.com Wen Fils-aime PBC Wfils-aime@pbc.gov Joseph Tanacredi PBCWUD jtanacredi@pbcwater.com Mike McCarty TLC Diversified mmccarty@tlvdiv.com Jim Amsler Johnson-Davis jamsler@johnsondavis.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 2026 Pipeline Continuing Construction Contract (PBCWUD No. 25- 040R). Palm Beach County Water Utilities Department (PBCWUD) is the Owner. The Contract will include a series of separate Work Orders all related to utility pipeline projects. Engineer’s cost estimate is $32,400,000.00 for construction services. The Contract is for a one-year(12-months) term with an optional two (2) 12-month contract renewal. The County has no obligation to issue any work under this Contract.

The bids will be for furnishing all materials, labor, supervision, equipment, supplies, fees, expertise, and services necessary for the installation of raw water mains, potable water mains, fire hydrants, water service lines, wastewater force mains, reclaimed water mains and all associated appurtenances. The Contract will be awarded to up to two (2) of the lowest responsive and responsible bidder(s).

BID SUBMITTAL DATES:

As shown in Instruction to Bidders Page 11 of the Contract Documents, the bid submittal date is Augst 5, 2026 by 2:30 p.m. Bids will be opened the same date and time.

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 – 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 and Indian Trail Improvement District, as required per Work Order. 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 Bid Form – 18 and 19).

SCHEDULE:

Bids will be opened on August 5, 2026, at 2:30 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: 08/5/2026

• Contract Times Starts: 11/22/2026 (tentative)

• Contract Times Ends: 11/21/2027 (tentative)

LIQUIDATED DAMAGES:

Liquidated Damages: The Contractor shall pay the Owner $500.00 for each calendar day that expires after the time specified for Substantial Completion and $250.00 for each calendar day beyond the date of Final Completion. The liquidated damage amount may change for each work order. This information is missing from the bid document. Will be included through addendum #1.

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.

Reminder: SBE Supplier only contributes 60% of its work to the goal per “Invitation to Bidders”. All executed contracts need to meet the goal at the end of the contract unless an OSBD approval is granted. Please make sure schedule 1 and schedule 2s are properly signed. Schedule 2 needs to state clearly the scope of work, including certified commodity codes.

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). 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 (July 27, 2026 5:00PM) 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:

https://discover.pbc.gov/HED/osbd/Pages/Programs.aspx

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 1-235 on Bid Form 6 through 13. 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 60 to 90 days after execution of each work order.

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.

QUESTIONS:

A new item “Extra/Additional bedding (Beyond standard 12”)” will be added through addendum 1 to address the needs for extra bedding in certain project areas.

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.