Addendum # 1 - ITB # 2024-024.pdf

CITY OF SALEM

PURCHASING DEPARTMENT

114 NORTH BROAD STREET

P.O. BOX 869

SALEM, VA 24153

PHONE (540) 375-3063 FAX (540) 375-4057

DATE: JANUARY 17, 2024

ITB # 2024-024

WATER MAIN REPLACEMENTS ROSE LN., HOME CIR., & PULASKI ST

DATE AND TIME BID DUE: JANUARY 24, 2024, AT 3:00 P.M.

ADDENDUM # 1

This Addendum # 1, dated January 17, 2024, amends or supplements Invitation to Bid (ITB) # 2024-024 as indicated below:

I. Pre-Bid Meeting Sign-in Sheets:

Please see attached sign-in sheets. (Attachment A)

II. Pre-Bid Meeting Agenda & Meeting Minutes:

Please see attached agenda with meeting minutes added where applicable. (Attachment B)

III. Revisions to the Project Manual and Plans:

1. In Section 000410 – Bid Form

a. DELETE Section 000410 – Bid Form (dated 12/19/2023) in its entirety and REPLACE with

Attachment C, revised Section 000410 – Bid Form (dated 01/17/2024).

2. In Section 000520 – Agreement

a. In paragraph 4.03 – Contract Times: Days REPLACE “60 days” with “120 days”.

b. In paragraph 4.03 – Contract Times: Days REPLACE “90 days” with “150 days”.

3. On Drawing C0-01, Sheet 3 of the Plans ADD the following:

Compaction Notes:

1. Backfilling shall follow immediately after construction of the water main and appurtenances and in no case shall there be a finished pipeline left uncovered at the end of the day.

2. All utility trenches under roadway pavement surfaces, shoulders, sidewalks, and curb and gutter shall be backfilled and compacted to 95% of the maximum dry density as measured by ASTM D698 (Standard Proctor).

3. Independent, third-party compaction testing of the backfill shall be provided by the contractor and shall include testing every 400 linear feet of trench. Certified test results shall be provided to the City.

Compaction test results that are below the minimum required shall be scarified, re-compacted, and re-tested until satisfactory results are obtained.

IV. Engineer’s Estimate

Please see attached engineer’s estimate. (Attachment D)

V. Responses to Bidder Questions:

Q1: Are size on size tapping sleeve and valves acceptable in this project?

A1: Yes. Size on size tapping sleeves are acceptable as shown.

Q2: On sheet 10, drawing C1-06, the 45-degree bend rotated downward does not allow adequate space for the tapping sleeve and valve. What type of connection does the City want to make at this location?

A2: Bidders should bid the item in question as a tapping sleeve and valve as called for in the Plans. The City plans to relocate the existing 4-inch sewer lateral so it is not in conflict and the tapping valve can be installed in a horizontal position.

Q3: Will the Salem Water Department consider lengthening the calendar day time period to no less than 120 days?

A3: The City has evaluated the addition of time to the contract. Addendum 1 provides revisions to the project manual that extend the contract time.

Q4: Will the Salem Water Department consider segmenting the 90 day Notice to Proceed period so that the Notice of Award is issued as early as possible to permit the remaining timeframe to be utilized for submission documents(s) approval and materials procurement and delivery?

A4: The City will assess a delayed notice to proceed based on delivery times for materials. The Contractor shall provide timely product submittals and submit documentation from vendors on delivery times.

Q5: Question to the Contractors: What products or materials are experiencing delays currently?

A5: Contractor response: The delays for any given material change regularly and we don’t know which materials are delayed at any given time.

Q6: Please provide the engineer’s estimate as confirmed in our meeting discussions.

A6: The engineer’s estimate is included in Addendum 1.

Q7: Will the Salem Water Department consider establishing a sequencing schedule that dictates the order in which substantial completion of each sub-project is to be achieved in order to consolidate the fewest mobilizations and demobilizations and most effective pursuit of completing the work?

A7: It is acceptable for construction in the three work locations to occur concurrently or sequentially. The Contractor shall submit a schedule showing completion of the work within the contract time, as specified, and communicate work locations with the inspector.

BY SIGNING THIS DOCUMENT, THE BIDDER ACKNOWLEDGES THAT THEY HAVE RECEIVED THIS ADDENDUM # 1 AND

FULLY UNDERSTANDS THESE CHANGES.

***THE SIGNED ADDENDUM SHOULD BE INCLUDED IN THE BID SUBMITTAL***

BIDDER’S SIGNATURE:

COMPANY:

END OF ADDENDUM # 1 TO ITB # 2024-024

ITB #2024-024

ADDENDUM #1

ATTACHMENT A

PRE-BID MEETING SIGN IN SHEET

ATTACHMENT B

PRE-BID MEETING MINUTES & AGENDA

MEMORANDUM of MEETING

N:\46627-005\Bidding\Pre-bid Meeting\MM - Salem WM Replacements Pre-Bid.docx

Date: January 17, 2024

Date of Meeting: January 10, 2024 Work Order Number: 46627-005

Time of Meeting: 10:00 AM Contract Number: 46627-005

Meeting Location: City of Salem Water Treatment Plant, 1300 Tidewater Street, Salem, Virginia 24153

Project: Salem Water Main Replacements – Rose Ln., Home Cir., & Pulaski St.

The agenda is included below; meeting minutes are shown in italics.

Agenda Topics:

1. Sign-In Sheet – Pre-Bid Meeting

2. Introductions

a. Owner

i. Larado Robinson, Director – Salem Water Department

ii. Michelle Cock, Utility Asset Manager – Salem Water Department

iii. Michelle Braxton, Purchasing Manager – City of Salem

b. Engineer

i. Paula Moore, Vice President – WRA

ii. Nathan Damron, Engineer – WRA

c. Inspector

i. Chad McMurray, Construction Manager – WRA

3. Scope of Work / Project Description

a. The Project consists of the installation of approximately:

i. 2,481 linear feet of 6-inch diameter ductile iron water main, including all necessary services and appurtenances in the City of Salem.

4. Bid Schedule

a. Last Day for Questions – Monday, January 15, 2024

b. Addendum #1 Issue Date – Wednesday, January 17, 2024

c. Bid Opening – Wednesday, January 24, 2024, at 3:00 P.M.

i. Sealed Bids will be received at the office of the City of Salem Purchasing Department, 114 North Broad Street, P.O. Box 869, Salem, Virginia, 24153 until 3:00 P.M. local time on Wednesday, January 24, 2024.

ii. The Purchasing Department contact is Michelle Braxton, (540) 375-3063.

January 10, 2024 Page 2 46627-005

5. Pre-Bid Questions

a. Submit in writing by Wednesday, January 15, 2024, at 3:00 P.M

b. Submit to Michelle Braxton at Lmbraxton@salemva.gov

c. Owner may issue an Addenda to clarify, correct, supplement, or change the Bidding Documents.

Only responses set forth in an Addendum will be binding. Responses to questions are not part of the Contract Documents unless set forth in an Addendum that expressly modifies or supplements the Contract Documents.

6. Project Schedule

a. Notice of Award – Within 90 days of bid opening

b. Notice to Proceed – as soon as possible after award

c. Substantial Completion – 60 days

i. Liquidated Damages - $500/day

d. Final Completion – 90 days

i. Liquidated Damages - $250/day

7. Required Bid Submittals Bid submittals shall include the items listed below in a sealed envelope marked with the company’s name and “Attn: Purchasing Department – ITB # 2024-024- Water Main Replacements Rose Ln., Home Cir., & Pulaski St.”.

a. one physical original document

b. two physical copies of the original document

c. one electronic copy (PDF) on a flash drive

Include in the Bid, the following requirement documents.

a. Bid Form;

b. Required 5% Bid security;

c. Evidence to do business in the Commonwealth of Virginia (SCC Certificate);

d. Copy of Bidder’s Virginia Class A Contractor’s License;

e. Completed copy of form entitled “Bidder’s Qualification Statement”

8. Testing Requirements

a. Refer to the Western Virginia Regional Design and Constructions Standards. Testing Requirements include, but are not limited to the following:

i. Trench Backfill & Compaction shall be compacted to at least 95% maximum theoretical density as noted in Section CS-1, Part 2.1.

1. Compaction test shall be performed every 400 LF by independent third-party provided by contractor. To be added by Addenda.

ii. Water Bacteriological Testing as noted in Section CS-2, Part 3.3.

iii. Water Pressure Testing as noted in Section CS-2, Part 3.2.

9. City and Right-of-Way Requirements

a. W-9 Form

b. Traffic Control

i. Contractor shall prepare and submit a maintenance and traffic plan to the City of Salem Engineering Department.

ii. The minimum requirements are provided as notes on the plans, see sheet C0-01.

mailto:Lmbraxton@salemva.gov

January 10, 2024 Page 3 46627-005

c. Pavement Restoration shall be in accordance with City of Salem requirements including, but not limited to the following references:

i. Refer to Detail G-12, sheet C4-01.

ii. Refer to the City of Salem Right-of-Way Permit Application ROW Restoration Standards detail.

d. Contractor shall secure a business license with the City of Salem prior to beginning work.

10. Permits

a. Right-of-Way Permit

b. Land Disturbing Permit

11. Special Considerations

a. Safety

b. City of Salem General Terms and Conditions

i. Section 710

c. Existing Utilities

i. Miss Utility

ii. Contractor shall be aware of potential for unmarked utilities and call in follow up tickets as required.

12. Supplementary Conditions

a. SC-5.04 Differing Subsurface or Physical Conditions

b. SC-7.12 Record Drawings

i. Refer to Section CS-1, Paragraph 2.5 of the Western Virginia Regional Design and Construction Standards

c. SC-7.16 Submittals

d. SC-10.03 Resident Project Representative

i. WRA is providing RPR services for the project.

13. Questions

ATTACHMENT C

REVISED SECTION 000410 – BID FORM (DATED 01/17/2024)

Water Main Replacements – Rose Ln., Home Cir., Pulaski St.

City of Salem, VA Bid Form

EJCDC® C-410, Bid Form for Construction Contract.

Copyright© 2018 National Society of Professional Engineers, American Council of Engineering Companies, and American Society of Civil Engineers. All rights reserved.

N:\46627-005\Design\Spec\Division 0\000410 - Bid Form for Construction Contracts Add#1.docx 1/17/2024

BID FORM FOR CONSTRUCTION CONTRACT

The terms used in this Bid with initial capital letters have the meanings stated in the Instructions to Bidders, the General Conditions, and the Supplementary Conditions.

ARTICLE 1—OWNER AND BIDDER

1.01 This Bid is submitted to:

City of Salem Purchasing Department 114 North Broad Street, P.O. Box 869 Salem, VA 24153 Attn: Michelle Braxton, Purchasing Manager

1.02 The undersigned Bidder proposes and agrees, if this Bid is accepted, to enter into an Agreement with Owner in the form included in the Bidding Documents to perform all Work as specified or indicated in the Bidding Documents for the prices and within the times indicated in this Bid and in accordance with the other terms and conditions of the Bidding Documents.

ARTICLE 2—ATTACHMENTS TO THIS BID

2.01 The following documents are submitted with and made a condition of this Bid:

A. Required Bid security;

B. Evidence of authority to do business in the state of the Project; or a written covenant to obtain such authority within the time for acceptance of Bids;

C. Contractor’s license number as evidence of Bidder’s State Contractor’s License or a covenant by Bidder to obtain said license within the time for acceptance of Bids;

D. Required Bidder Qualification Statement with supporting data.

EJCDC® C-410, Bid Form for Construction Contract.

Copyright© 2018 National Society of Professional Engineers, American Council of Engineering Companies, and American Society of Civil Engineers. All rights reserved.

N:\46627-005\Design\Spec\Division 0\000410 - Bid Form for Construction Contracts Add#1.docx 1/17/2024

ARTICLE 3—BASIS OF BID—LUMP SUM BID

3.02 Unit Price Bids

A. Bidder will perform the following Work at the indicated unit prices:

C on tr ac t

It em

N

o. Description Estimated

Quantity Unit Unit

Price Total Computed

Price

1. Mobilization (5% Max.) 1 L.S.

2. D.I. Water Main and Fittings – 6” Dia. 2481 L.F.

3. Gate Valve & Box – 6” Dia. 9 EA.

4. Tapping Sleeve & Valve – 6” Dia. 4 EA.

5a. Connect to Existing Water Main – 6” Dia. 1 EA.

5b. Connect to Existing Water Main – 3” Dia. 1 EA.

6. Fire Hydrant Assembly 5 EA.

7. Combination Air Release Valve Assembly 3 EA.

8. Water Service Connections 34 EA.

9. Water Service Line 781 L.F.

*10. Replace Meter Box and Setter 18 EA.

11. Pavement Restoration 1,052 S.Y.

12. Record Drawings 1 L.S.

Total Base Bid Price – Sum of Items Above

*Meter Setter provided by the City

A. Bidder acknowledges that:

1. each Bid Unit Price includes an amount considered by Bidder to be adequate to cover

Contractor’s overhead and profit for each separately identified item, and

EJCDC® C-410, Bid Form for Construction Contract.

Copyright© 2018 National Society of Professional Engineers, American Council of Engineering Companies, and American Society of Civil Engineers. All rights reserved.

N:\46627-005\Design\Spec\Division 0\000410 - Bid Form for Construction Contracts Add#1.docx 1/17/2024

2. estimated quantities are not guaranteed, and are solely for the purpose of comparison of

Bids, and final payment for all Unit Price Work will be based on actual quantities, determined as provided in the Contract Documents.

ARTICLE 4—TIME OF COMPLETION

4.01 Bidder agrees that the Work will be substantially complete and will be completed and ready for final payment in accordance with Paragraph 15.06 of the General Conditions on or before the dates or within the number of calendar days indicated in the Agreement.

4.02 Bidder accepts the provisions of the Agreement as to liquidated damages.

ARTICLE 5—BIDDER’S ACKNOWLEDGEMENTS: ACCEPTANCE PERIOD,

INSTRUCTIONS, AND RECEIPT OF ADDENDA

5.01 Bid Acceptance Period

A. This Bid will remain subject to acceptance for 90 days after the Bid opening, or for such longer period of time that Bidder may agree to in writing upon request of Owner.

5.02 Instructions to Bidders

A. Bidder accepts all of the terms and conditions of the Instructions to Bidders, including without limitation those dealing with the disposition of Bid security.

5.03 Receipt of Addenda

A. Bidder hereby acknowledges receipt of the following Addenda:

Addendum Number Addendum Date

ARTICLE 6—BIDDER’S REPRESENTATIONS AND CERTIFICATIONS

6.01 Bidder’s Representations

A. In submitting this Bid, Bidder represents the following:

1. Bidder has examined and carefully studied the Bidding Documents, including Addenda.

2. Bidder has visited the Site, conducted a thorough visual examination of the Site and adjacent areas, and become familiar with the general, local, and Site conditions that may affect cost, progress, and performance of the Work.

3. Bidder is familiar with all Laws and Regulations that may affect cost, progress, and performance of the Work.

4. Bidder has carefully studied the reports of explorations and tests of subsurface conditions at or adjacent to the Site and the drawings of physical conditions relating to existing surface or subsurface structures at the Site that have been identified in the Supplementary

Conditions, with respect to the Technical Data in such reports and drawings.

EJCDC® C-410, Bid Form for Construction Contract.

Copyright© 2018 National Society of Professional Engineers, American Council of Engineering Companies, and American Society of Civil Engineers. All rights reserved.

N:\46627-005\Design\Spec\Division 0\000410 - Bid Form for Construction Contracts Add#1.docx 1/17/2024

5. Bidder has carefully studied the reports and drawings relating to Hazardous Environmental

Conditions, if any, at or adjacent to the Site that have been identified in the Supplementary

Conditions, with respect to Technical Data in such reports and drawings.

6. Bidder has considered the information known to Bidder itself; information commonly known to contractors doing business in the locality of the Site; information and observations obtained from visits to the Site; the Bidding Documents; and the Technical

Data identified in the Supplementary Conditions or by definition, with respect to the effect of such information, observations, and Technical Data on (a) the cost, progress, and performance of the Work; (b) the means, methods, techniques, sequences, and procedures of construction to be employed by Bidder, if selected as Contractor; and (c) Bidder’s

(Contractor’s) safety precautions and programs.

7. Based on the information and observations referred to in the preceding paragraph, Bidder agrees that no further examinations, investigations, explorations, tests, studies, or data are necessary for the performance of the Work at the Contract Price, within the Contract Times, and in accordance with the other terms and conditions of the Contract.

8. Bidder is aware of the general nature of work to be performed by Owner and others at the

Site that relates to the Work as indicated in the Bidding Documents.

9. Bidder has given Owner/Purchasing Department written notice of all conflicts, errors, ambiguities, or discrepancies that Bidder has discovered in the Bidding Documents, and of discrepancies between Site conditions and the Contract Documents, and the written resolution thereof by Engineer is acceptable to Contractor.

10. The Bidding Documents are generally sufficient to indicate and convey understanding of all terms and conditions for performance and furnishing of the Work.

11. The submission of this Bid constitutes an incontrovertible representation by Bidder that without exception the Bid and all prices in the Bid are premised upon performing and furnishing the Work required by the Bidding Documents.

6.02 Bidder’s Certifications

A. The Bidder certifies the following:

1. This Bid is genuine and not made in the interest of or on behalf of any undisclosed individual or entity and is not submitted in conformity with any collusive agreement or rules of any group, association, organization, or corporation.

2. Bidder has not directly or indirectly induced or solicited any other Bidder to submit a false or sham Bid.

3. Bidder has not solicited or induced any individual or entity to refrain from bidding.

4. Bidder has not engaged in corrupt, fraudulent, collusive, or coercive practices in competing for the Contract. For the purposes of this Paragraph 8.02.A:

a. Corrupt practice means the offering, giving, receiving, or soliciting of anything of value likely to influence the action of a public official in the bidding process.

b. Fraudulent practice means an intentional misrepresentation of facts made (a) to influence the bidding process to the detriment of Owner, (b) to establish bid prices at artificial non-competitive levels, or (c) to deprive Owner of the benefits of free and open competition.

EJCDC® C-410, Bid Form for Construction Contract.

Copyright© 2018 National Society of Professional Engineers, American Council of Engineering Companies, and American Society of Civil Engineers. All rights reserved.

N:\46627-005\Design\Spec\Division 0\000410 - Bid Form for Construction Contracts Add#1.docx 1/17/2024

c. Collusive practice means a scheme or arrangement between two or more Bidders, with or without the knowledge of Owner, a purpose of which is to establish bid prices at artificial, non-competitive levels.

d. Coercive practice means harming or threatening to harm, directly or indirectly, persons or their property to influence their participation in the bidding process or affect the execution of the Contract.

EJCDC® C-410, Bid Form for Construction Contract.

Copyright© 2018 National Society of Professional Engineers, American Council of Engineering Companies, and American Society of Civil Engineers. All rights reserved.

N:\46627-005\Design\Spec\Division 0\000410 - Bid Form for Construction Contracts Add#1.docx 1/17/2024

BIDDER hereby submits this Bid as set forth above:

Bidder:

(typed or printed name of organization)

By:

(individual’s signature)

Name:

(typed or printed)

Title:

(typed or printed)

Date:

(typed or printed)

If Bidder is a corporation, a partnership, or a joint venture, attach evidence of authority to sign.

Attest:

(individual’s signature)

Name:

(typed or printed)

Title:

(typed or printed)

Date:

(typed or printed)

Address for giving notices:

Bidder’s Contact:

Name:

(typed or printed)

Title:

(typed or printed)

Phone:

Email:

Address:

Bidder’s Contractor License No.: (if applicable)

ATTACHMENT D

ENGINEER’S ESTIMATE

Item Description Quantity Units Unit Cost Extension

1. Mobilization (5% Max.) 1 L.S. $39,722.80 $39,722.80

2. D.I. Water Main and Fittings – 6” Dia. 2,481 L.F. $185.00 $458,985.00

3. Gate Valve & Box – 6” Dia. 9 EA. $2,000.00 $18,000.00

4. Tapping Sleeve & Valve - 6" Dia. 4 EA. $5,500.00 $22,000.00

5a. Connect to Existing Water Main – 6” Dia. 1 EA. $3,000.00 $3,000.00

5b. Connect to Existing Water Main – 3” Dia. 1 EA. $1,800.00 $1,800.00

6. Fire Hydrant Assembly 5 EA. $7,500.00 $37,500.00

7. Combination Air Valve 3 EA. $4,000.00 $12,000.00

8. Water Service Connection 34 EA. $1,500.00 $51,000.00

9. Water Service Line 781 L.F. $75.00 $58,575.00

10. Replace Meter Box & Setter

(Meter Setter provided by the City)

18 EA. $1,000.00 $18,000.00

11. Pavement Restoration 1,052 S.Y. $98.00 $103,096.00

12. Record Drawings 1 L.S. $5,000.00 $10,500.00

Subtotal $834,178.80

Contingency 10% Subtotal $83,417.88

Total Construction Cost $917,596.68 say $920,000.00

Rose Ln., Home Cir., Pulaski St.

City of Salem

Water Main Replacement

100% Cost Estimate

October 20, 2023

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000410 - Bid Form for Construction Contracts Add#1