4-HCE1 Fire Hydrant Pre-Bid meeting Agenda and Notes .docx

Hi-Country Homeowners Association Fire Hydrant Replacement

Pre-Bid Meeting

Pre-Bid Meeting Agenda Hi-Country Homeowners Association Fire Hydrant Replacement Project

DATE: 9/17/2026

NAME OF OWNER

Hi-Country Homeowners association Owner Contact Paul Dahle – Vice President

NAME OF CONSULTING ENGINEER (FIRM)

SUNRISE ENGINEERING, INC.

Consulting Engineer Contact

ANGELA XIA, P.E.

LOCATION OF CONFERENCE

Virtual - Teams

SUBJECTS TO BE DISCUSSED

1. Scope of Work

a. Removal and replacement of fifteen (15) fire hydrants within the Hi-Country Estates Phase 1 water distribution system.

b. Project Location: Hi-Country Estates Phase 1, near Herriman, UT

2. Bidding

a. Bid Opening: Tuesday, September 29th , 2026 @ 3:00 pm.

i. Submitted to the office of Sunrise Engineering 6875 S 900 E St, Midvale, Utah

ii. Bids to be opened and read aloud in the conference room of the Sunrise Engineering office.

iii. Documents to submit with the bid:

Bid Form (C-410) Bid Bond (C-430) Qualification Statement (C-451), including Schedule A, B, and C

iv. If a copy of the bid bond is submitted, we will verify that the bond is active. Bidders must also notify their bonding company that verification may be requested.

v. Contractor is expected to fill in the appropriate fields in each document.

b. Last day for questions: Thursday, September 24th, 2026 @ 5:00 pm.

i. Questions to be directed to Angela Xia

1. Office: 801-523-0100

2. Cell: 385-232-4657

3. Email: angela.xia@sunrise-eng.com

ii. Follow all phone calls of request for information with an email to Angela Xia

iii. Posting of final addenda will be no later than Monday, September 28th @ 3:00 pm.

iv. All bids must acknowledge receipt of all Addenda (if any) in the space provided in the Bid Form (C-410). If you don’t acknowledge the Addendum, your bid will be considered non-responsive and cannot be accepted.

c. Bidder Qualification

i. Bidder needs to demonstrate past experience with fire hydrants and water main projects. At minimum, the bidder needs proof of completing 5 similar projects in size and scope in the last 5 years.

ii. Bidder needs to be in good standing with Hi-Country Homeowners Association and Herriman City

d. Time of Substantially Completed: 100 Calendar Days after date of Notice to Proceed (NTP). The anticipated NTP will be in early October with a finish date around December/January.

e. Contract standards shall use the Herriman City Standards & Specifications Manual (available on the Herriman City website), the 2026 APWA standards/specifications, and the Project Specifications. All bidders are encouraged to have their own copy of these standards and are expected to use these standards when compiling their bid.

f. The awarded bidder must self-perform 51% or greater of the total project value to be eligible for award.

g. Procurement of Bid Documents

i. Complete sets of Bid Documents available for download from State Purchasing Website.

https://utah.bonfirehub.com/opportunities/253131

3. Review Plan Set

4. Project Work Sequence

a. Order/procure all materials

b. Prepare SWPPP

c. Prepare TC Plan

d. Pothole critical utilities, and FH locations and mains

e. Remove and replace FH assemblies

f. Asphalt Patching

g. Concrete

h. Collaring

i. Landscaping/Substantial Completion

j. OWNER defines the project as substantially completed after all water work is completed, and all surface work is completed including all paving, collaring, and concrete.

5. Bid Schedule

a. Project is a Unit Price which is determined from the attached Bid Schedule and Measurement & Payment documents

b. Bid Items to discuss in detail:

i. Tees and connections to existing main (Bid Items 4, 6 and 8)

1. Bid item includes the material and installation cost of the tee; and connecting the newly installed fire hydrant to the existing water main with two Romac couplings. Some new pipe sections are anticipated for the connection, but payment is covered under Bid Items 5, 7 and 9.

ii. Asphalt Removal and Patch (Bid Item 12 and 13)

1. Cut asphalt along water trench line.

2. No T-patch unless approved by Owner and Engineer. Replace asphalt over water trench.

3. The last day to place Hot Asphalt Patch will be October 15th, 2026 (pending weather conditions).

4. Existing thickness is unknown, proposed thickness will be 4”. Area was quantified as shown in the plans with a 4” thickness and 145 lb/cf density. Item will be paid for as the amount of tons used on the project.

iii. APWA Road Base (Bid Item 14).

1. Use APWA specification. In past cases, only the state spec UTBC meets APWA. Commercial road base typically does not meet APWA spec.

2. No payment for temporary road base placed.

iv. Subsurface Investigation (Bid Item 19)

1. This is an estimated hourly rate to perform any unknown utility investigating only as required by the Engineer. The hourly rate should reflect your hourly costs for a half crew (with necessary equipment) work.

v. Traffic Control (Bid Item 20) (Section 01 14 00)

1. Maintain access to homes at all times.

2. Submit traffic control plan to Engineer. Permit not required.

vi. SWPP Plan, Site Cleaning, Dust Control, Watering (Bid Item 18)

1. General Construction (Storm Water): UPDES Permits

2. This will cover BMPs for the site (e.g. inlet protection) and daily maintenance of the construction site to keep the area clean, swept, dust controlled/watered, and to minimize related impacts to the public. The expectation is to keep the work site clean and maintained on a daily basis. After paving, all construction dust is expected to be cleaned up/removed.

3. Contractor is expected to follow all applicable State of Utah stormwater and erosion control requirements for projects disturbing LESS than 1 acre. Contractor shall install and maintain erosion and sediment control measures as required to prevent off-site sediment transport and protect stormwater quality.

4. Trenches need to be maintained at all times.

6. Special Project Conditions

a. This project is funded by the SRF. Minimum wage conditions and AIS (American Iron And Steel) rules apply. Refer to project manual for details.

b. The asphalt repair is expected to be minimal, as the asphalt replacement in the bid schedule is quantified as a trench patch. In the even a T-patch is needed approval must be given by the Owner and the Engineer. Payment for the T-patch will be made by the actual quantity installed.

c. If the temperature drops prior to asphalt placement a temporary patch will be required and a hot patch asphalt shall be placed in the spring.

d. To maintain adequate fire protection to the community during construction no two adjacent fire hydrants can be offline at the same time.

7. Questions

8. Pre Bid Meeting Notes

a. The number and frequency of compaction tests requirements (under Bid Item 17) to be clarified in the Bid Schedule of Addendum 1.

b. An asphalt cold patch line item will be added to the Bid Schedule of Addendum 1.

c. Concerns over the substantial completion and liquidated damages were brough up regarding the placement of hot mix asphalt next spring. Options of extending the number of days to substantial completion or issuing a winter stop were discussed. This will be further clarified in Addendum 1.

d. There is no specific sequencing requirement required for the fire hydrant replacements for this project. Contractor is expected to coordinate with Herriman City on sequencing.

e. Adjacent Fire Hydrants may be taken offline at the same time for efficiency of the fire hydrant replacement and water shutdowns. Coordination with Unified Fire will be made to ensure fire safety. Final decision and clarification will be posted in an addendum.

f. A two (2) day notice of water shut down shall be given to residents impacted, in emergency cases 24 hours may be sufficient with approval from the Owner.

g. Some of the isolation valves in the system are older and may not completely shut off flow. In the case of poor isolation valves, it may be possible to install a new isolation valve via a change order as approved by Owner.

h. The contractor shall not operate any isolation valves on the existing water mains. All valve operations, including opening and closing, shall be coordinated with and performed by Herriman City.

i. The 42 hours of subsurface investigation as shown in the Bid Schedule should be sufficient to identify conflicts. If more time is required that can be coordinated with the Engineer and Owner. All potholing must be approved by the Engineer first.

j. Due to the nature of this project, bacteria testing and pressure testing the main line will be difficult. Several options were discussed, including the swabbing of the pipe. An official decision and clarification will be made in Addendum 1.

k. Open trench with a plate over it is approved by the Owner.

l. To Access the site contact Paul at (801) 243-9144. He will also get a gate code so that Contactors can get on site and see the existing conditions.

m. Hi-Country Estates is a gated community. Access can be coordinated with Owner to leave gate open for a certain period of days for trucking.

n. Question regarding requirements (partnering company?) for asbestos cement pipe removal and disposal will be clarified in Addendum 1.

o. Staging area may be available at Owner’s designated locations inside Hi-Country Estates; details of the locations will be posted to the state purchasing website.

p. Any asphalt removed as part of the work shall be hauled off and disposed of by the Contractor. Fill material may be eligible for storage at designated locations within Hi-Country. Additional details will be provided in the forthcoming addendum.

q. An existing isolation valve plan will be provided on the State purchasing site to help with means and methods for water shutdown, sequancing and isolation activities.

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