71-Pre-Bid Meeting Minutes.pdf

FREDERICKSBURG SEWER & WATER AUTHORITY

PUBLIC WATER SYSTEM UPGRADE PROJECT

PRE-BID MEETING MINUTES

DATE: September 16, 2026

TIME: 9:00 A.M.

LOCATION: Future Filter Building Site (2529 US-22, Fredericksburg, PA 17026)

FREDERICKSBURG SEWER & WATER AUTHORITY / ENGINEER REPRESENTATIVES IN ATTENDANCE:

Dot Stubblebine – Fredericksburg Sewer and Water Authority Dusty Keller – Fredericksburg Sewer and Water Authority Paul Lutzkanin, P.E. – Steckbeck Engineering & Surveying, Inc.

Alex Kauffman, E.I.T. – Steckbeck Engineering & Surveying, Inc.

Gerik Urban, E.I.T. – Steckbeck Engineering & Surveying, Inc.

PLAN HOLDERS / CONTRACTORS IN ATTENDANCE:

Garden Spot Electric, Dane Good AEI, Rob Brenner Greencoast Site Prep, Leon Martin Arthur Pat Aungst, Inc., James Rissler E.K. Services, Inc., Jeff Gibb Manada Electric, Ryan Ballerstein Manada Electric, Ken Stumpf Eastern Environmental Contractors, Wayne Stoltzfus Pact Two, LLC, Carlos A. Costa Pact One, LLC, Carlos A. Costa J. Phillips Excavating, Greg DiGiacomo BGC, Lucky Yerkes M. F. Ronca & Sons, Inc., Henry Staller H&K Group, LLC, Zachary Visgarda DESCCO, Mike Sacco Kriger Pipeline, Andrew Davis AH Moyer, Inc., Elizabeth Ditchcreek BGCWW, James Welsh BGCWWS, Jim Kosuner Blooming Glen Contractors, Inc., Cameron Purdy Funk Construction, Travis Freed Schipsi Electric, Sean Ott Dutchland Inc., Brian Groff

DISCUSSION:

1. Paul Lutzkanin began the meeting by giving a brief history of the project and the site of the filter building.

2. Paul Lutzkanin reviewed the prepared agenda (see attached) and the bidding procedures. All bidding documents and specifications are available at no cost through PennBid, and all Bids and questions must be submitted electronically through PennBid.

3. Paul Lutzkanin reviewed the critical project dates. Bids for Contract Nos. 1 through 5 are due Monday, October 5, 2026 at 2:00 p.m. Signed Agreements, Performance Bonds, Payment Bonds, and Certificates of Liability Insurance are to be submitted by Friday, November 20, 2026. The Notice to Proceed is expected in late December 2026, after closing on the PENNVEST funding offer which is expected to take place on December 15, 2026.

4. Paul Lutzkanin reviewed the Owner and Engineer contact information and reminded bidders to use the project contacts identified in the Bidding Documents and PennBid for project communications and bidding questions. Paul noted that if attempting to contact him via the information on his business card, they should only use his cell phone number as his office phone is no longer in use.

5. Paul Lutzkanin reviewed the Bid Security requirements. Each Bid must be accompanied by a bank cashier's check or Bid Bond in the required form for ten percent (10%) of the total Bid. Paul also noted that there were several different allowances identified throughout the bid forms.

6. Paul Lutzkanin reviewed the Summary of Work and Contract Drawings. The project is primarily located at 2529 State Route 22, Fredericksburg, Lebanon County, PA 17026 and includes seven (7) contracts, generally as follows:

a) Contract No. 1 - Pipeline Construction: Construction of approximately 1,135 l.f. of 10-inch, 6,570 l.f. of 8-inch, and 876 l.f. of 6-inch PVC water mains; demolition or reconfiguration of water mains at multiple locations; pipeline disinfection; and related incidental work. Contract No. 1 is also responsible for excavation related to piping at the North Wells and South Wells and for the meter pits at Wells 7 and 8. Paul also drew attention that there is already an existing line installed near the treatment plant to connect the South Wells and that the contractor will connect the treatment building to this line and connect the wells into this line as well. Paul also noted that DEP Permits to turn the system on will also be required so water quality conditions are to be met.

b) Contract No. 2 - General Construction: Construction of the manganese filter building;

rehabilitation of the existing office building and garage; physical installation of process, chemical feed, sludge wasting, water recycling, and backwash equipment; physical modifications at Well 6 and the water storage tanks; process piping; chemical spill drain piping; and related incidental work. Contract No. 2 is responsible for excavation work at the filter plant site and for furnishing and installing the project bollards identified on the Contract Drawings. The General Contractor will develop and coordinate the overall project schedule among the prime and subcontractors and manage periodic project progress meetings as required. Paul also noted that Fredericksburg’s datum is abnormal and that SESI Surveyors can be contacted to provide benchmarking.

c) Contract No. 3 - Electrical Construction: Electrical power supply and distribution equipment;

standby power generation; conduits and wiring for process and other powered equipment provided under the other contracts; electrical upgrade of Well 6; well controls at Wells 7 and 8; electrical installation of a mixer at the West Water Tower; demolition of the existing mixer electrical services at both water towers; and the specified underground conduit between the Electric/Utility Room and Water Filtration Bay for the IT installation.

d) Contract No. 4 - Plumbing Construction: Domestic cold and hot water piping, fixtures, accessories, point-of-use water heaters, sanitary waste and vent piping, and related incidental work.

e) Contract No. 5 - HVAC Construction: Heating and ventilation equipment for the proposed filter building and refurbished office building, including air-conditioning and heating equipment, compressor, electric unit heaters, gas unit heaters, propane tank and piping, and related incidental work.

f) Contract No. 6 - PA COSTARS Purchase - Dutchland, Inc.: FSWA will purchase the concrete basins for the filter building through the PA COSTARS program. Dutchland will perform the specialized basin installation and post-tensioning work through an allowance under Contract No. 2 - General Construction.

g) Contract No. 7 - SCADA Upgrades - GES Automation Technology: GES will provide, program, debug, and condition control panels, VFD drives, and related equipment to integrate the water system upgrades into the existing FSWA SCADA system. FSWA will contract directly with

GES.

h) Paul noted that there will potentially be an additional contract added for IT work. If this is the case this will be addressed via Addendum 1.

7. Paul Lutzkanin reviewed the Bid Forms. Contract No. 1 will be bid as a Unit Price Contract using Sections 00511-00515. Contract Nos. 2 through 5 will each be submitted as an individual Lump Sum Bid, including the labor, materials, and equipment required to complete the Work except for Owner-furnished materials and equipment and work provided under Contracts 6 and 7 as indicated in the Contract Documents. Add Alternates shall be included as required for the individual Contracts.

8. Paul Lutzkanin reviewed the Contract Times and scheduling requirements and noted that project schedules will be established by the successful Bidders after the Contracts have been awarded, in accordance with the Contract Documents.

9. Paul Lutzkanin reviewed the post-bid Agreement, bond, and insurance requirements. Separate forms of Agreement, Bid Bond, Performance Bond, and Payment Bond are included in the Project Manual for each bid contract. Certificates of Liability Insurance meeting the limits in Section 00800 - Supplementary Conditions are due no later than November 20, 2026. Timely receipt of these documents is required in connection with closing on the PENNVEST financing award.

10. Paul Lutzkanin reviewed Contractor use of the Site and premises. Staging areas and use of the premises are to remain within Authority-owned property and rights-of-way, including any designated portion of the Site parking lot approved for staging. Contractors are responsible for cleaning staging areas and repairing damage to pavement or curbing at the end of the project. Work is to be limited to the areas indicated and Contractors shall remain within the limits of disturbance shown on the Contract Drawings.

11. Paul Lutzkanin reviewed Record Document requirements. Each Contractor must maintain accurate records and submit As-Built drawings showing field changes at the end of the Project. An annotated redline copy of the Bid plans, as amended, will be accepted for the As-Built drawings.

12. Paul Lutzkanin reviewed Field Engineering responsibilities. The Engineer will provide project benchmarks required to establish control. Contractors are responsible for maintaining stakes and markings, and additional stakeout required due to loss or disturbance will be at the Contractor's expense.

13. Paul Lutzkanin advised bidders that Davis-Bacon prevailing wage requirements apply to the project and referred bidders to Section 00830 for the applicable wage determination and requirements.

14. Paul Lutzkanin reviewed Site Security requirements. The General Contractor is responsible for overall site security, and each Contractor is responsible for taking appropriate measures to protect its own equipment and property.

15. Paul Lutzkanin reviewed Construction Facilities and Temporary Controls. Contractors may provide field offices and storage facilities at their own expense and are responsible for removing them when the Work is complete; no field office is required for the Engineer. The General Contractor is responsible for implementing the construction facilities and temporary controls required by Section 01500. Unless specifically listed on a Bid Form, these items are incidental to the Contract.

16. Paul Lutzkanin reviewed the Contract Drawings, including the Process, Existing Building and Site Improvements, Piping, North Wells, South Wells, Treatment Building, Hungerford & Terry filter, Electrical, GES Automation SCADA and control panel, Plumbing, HVAC, and Filter Building E&SC drawing series. Bidders were reminded to review the complete drawing package together with the Project Manual and applicable vendor drawings.

17. Paul Lutzkanin reviewed permit responsibilities. The General Contractor will obtain building permit approval, and other Contractors are required to cooperate and provide requested information within five (5) business days to facilitate the building permit process. The Pipeline Contractor will obtain the Bethel Township road cut permit for the open-cut trench across Airport Road.

18. Paul Lutzkanin reviewed other bidding and construction requirements. Work is anticipated during regular business hours, typically 7:00 a.m. to 5:00 p.m. All bidding questions must be submitted through PennBid by 4:00 p.m. on Monday, September 28, 2026. Addendum No. 1 will be posted after the meeting and is expected to include the pre-bid meeting agenda, minutes, attendance sheet, and any other changes warranted by bidder questions and clarifications.

19. Paul Lutzkanin reviewed coordination of earthwork responsibilities among the prime contracts at the filter plant site and reminded bidders that the allocation of excavation and earthwork responsibilities is governed by the Contract Documents and any written Addenda.

20. The discussion was opened for questions from those in attendance. Questions, responses, and any resulting clarifications are to be documented below. Bidders were reminded that only written Addenda modify the Bidding Documents.

a) A contractor asked to clarify the notice to proceed and notice to award.

• Paul clarified that the Notice to Award was expected to take place on October 20, 2026, and the Notice to Proceed was expected to take place near late-December 2026.

b) A contractor asked who is responsible for the disinfection and pressure testing of the installed pipelines between the contract #1 and contract #2 holders.

• Paul replied that each contractor would be responsible for the testing of their own line.

c) A contractor asked if the demolition of the utility pads are the electrical contractor’s responsibility.

• Paul replied that this demolition was not the electrical contractor’s responsibility and was the responsibility of the general contractor (Contract #2)

d) A contractor asked if any of the process piping was the responsibility of the plumbing contractor.

• Paul replied that all process piping involved was not the responsibility of the plumbing contractor and was the responsibility of the general contractor.

e) A contractor asked what happens if a contract doesn’t get bid but all others get bid.

• Paul replied that they would award what they could and fill in spots as needed.

f) A contractor asked how they would bid on IT Component setup if they don’t know what is required.

• Paul replied that this would all be laid out in the Addendum 1 plan set.

g) A contractor asked can the engineer create a layout area for trailers and staging.

• Paul replied that the engineer will look into a layout area.

h) A contractor asked if each contractor was responsible for power to their own trailer.

• Paul replied that this will be coordinated once contracts are awarded and it is known who will require electrical connection to their trailer during construction.

i) A contractor asked if the general contractor is required to pay for and obtain required permits for their work.

• Paul replied that each contractor was expected to obtain and pay for required permits, including the holder of contract #1 who would be required to obtain an open cut permit from the township.

• Paul also said that the engineer can attempt to gain this permit pricing, so it is available for the bidders.

j) A contractor asked can the engineer put in an allowance for permits.

• Paul replied that he would add an allowance for permits.

k) A contractor asked is this a BABA Job.

• Paul replied that this is a BABA and an AIS Job, and that more information on this would be uploaded to the project manual as part of Addendum 1.

l) A contractor asked what sections of the pipeline contract holder #1 would be required to come back to the site later on in the project to complete after their initial installation.

• Paul replied that there is a section in the alleyway of well 6 that can only be installed towards the end of the project due to the water quality requirements set by the

DEP.

m) A contractor asked what the DEP Permit was for.

• Paul replied that the DEP permit for construction has already been obtained, however, towards the end of this project they will need to acquire an interim operations permit to ensure water quality requirements are met prior to activation of the complete system.

n) A contractor asked if the general contractor is responsible for temporary facilities and controls.

• Paul replied that they are responsible and this includes things like filter sock, other E&S controls, bathroom facilities, and things of that nature.

THE MEETING WAS ADJOURNED AT ABOUT 10:30 A.M.