5_EWP_PrebidNotesIssued10132025.pdf

ENGINEERING DEPARTMENT

City Hall Annex • Post Office Box 1125 • 300 N. Lee Street • Valdosta, GA 31603-1125 Telephone (229) 259-3530 • Fax (229) 333-1884

An Equal Opportunity Employer

MEMORANDUM

Project: Emergency Watershed Protection Grant -City of Valdosta Regarding: Mandatory 10/07/2025 Pre-Bid Meeting - Notes Issue Date: 10/13/2025

The following is a summary of key facts and issues covered during the pre-bid meeting:

1. Bid opening is Thursday October 23, 2025 at 10am in the City of Valdosta Engineering offices. Bids will be presented to City Council on October 23, 2025 at their regular meeting session which begins at 5:30 pm at City Hall.

2. Scope of work was presented by Charlie Clark. There are 3 work areas as shown on the construction plans (Sugar Creek, Two Mile Branch and Three Mile Branch). Some stream segments are narrow with shallow water depth and narrow. Angela Bray encouraged bidders to contact her to walk stream segments to view the scope of work.

3. Schedule for work has a complete date of January 16, 2026. (note, the EWP Grant requires that all work must be completed on January 16, 2026.

An addendum is being issued along with these notes correcting the completion date on all documents).

4. The Alternate Bid items listed in the Unit Cost Schedule/Bid Form are to assist in obtaining Right-of-Entry from private property owners. These items will be approved at the Owner’s discretion and direction, and do not apply to direct stream cleaning activities.

5. This is a Unit Cost Contract- quantities are tracked per unit. Stream cleaning is paid on a linear foot basis, and includes all equipment, materials, labor, mulching, grassing and other costs associated with work in and alongside the stream bed.

6. Right-of-way and easement information: Easement/Right-of-Entry to be acquired by the contractor. The City has obtained no rights-of-entry prior to this project’s contract.

7. The EWP Grant requirements set the project time, scope and limitations.

8. Liquidated damages: Although a higher liquidate damage amount was discussed during the Pre-Bid Meeting, liquidated damages are being removed from the contract. Given the January 16, 2026 Grant Completion Date, any areas not cleaned by that date will be left as is.

Engineering Department

Memorandum

City Hall Annex • Post Office Box 1125 • 300 N. Lee Street • Valdosta, GA 31603-1125 Telephone (229) 259-3530 • Fax (229) 333-1884

An Equal Opportunity Employer

9. Based upon the low bid received and upon the available Grant Funding ($1,020,000), the City will adjust the scope of the stream cleaning to bring the project within the Grant Budget.

10. The Utility Contract Licensing requirement is removed from the bidding and contract requirements. Addendum #1 documents reflect this change.

11. Any correspondence for contractual communication must be received in writing. Email is considered “in writing”.

12. No equipment is allowed in stream beds. This is a hard direction received from NRCS. Stream bed and banks must be undamaged. Work must be completed by hand or with hand equipment, and debris must be carried out and pulled out.

13. There were questions regarding the tight timeline discussion. City staff has subsequently contacted NRCS, and there is no expectation for a tiem extension.

14. There is no penalization on the contractor due to inability to obtain property owner rights-of-entry.

15. Disposal: No burning is allowed within city limits. Disposal is the contractor’s responsibility. Mulching is a viable/preferred option.

16. City staff is investigating the option for disposal of wood and vegetative materials at the City’s preferred pricing for the contractor with a local firm (Greenworld). If that information is available prior to the end of this week (10/17/2025), another addendum will be issued with that pricing.

17. There are no requirements for minority business, disadvantages business requirements, etc. in the Grant or in the Contract.

18. Please submit questions and Requests for Information (RFI’s) by email to both Charlie Clark (chclark@valdostacity.com ) and Chelsea Nevels (cnevels@valdostacity.com ). Questions will be received until close of business, 5:00pm local time, on Thursday, 10/16/2025.

These notes are taken from the hand notations and the memory of the writer.

Please report any significant errors or oversights to the writer by no later than close of business, 5:00pm local time, on Thursday, 10/16/2025.

Submitted: Charlie Clark, P.E.

Engineering Services Manager mailto:chclark@valdostacity.com mailto:cnevels@valdostacity.com