Addendum 1 _ RFP_ 26_02_010 Design Build OVP .pdf

Oconee County Board of Commissioners

Addendum 1

DATE: March 13, 2026

TO: All Prospective Bidders

FROM: Procurement Officer

RE: RFP# 26-02-010 Design/Build OVP Tennis Court Expansion

The following changes are to be incorporated into the solicitation documents dated February 27, 2026. All those receiving this addendum should modify their documents to show the below described changes.

Pre-Bid Meeting Minutes & Sign-In Roster

Topography Survey

Hydrology Report

All questions shall be directed to Ms. Jessica Ellis, Procurement Officer via email at ocbids@oconee.ga.us

Jessica: Good morning everyone we’ll go ahead and get started. There's a sign-in sheet going around. I think everybody has had an opportunity to sign it. If not, just make sure you do so before you leave. My name is Jessica Ellis. I’m the Procurement Officer for Oconee County. Also representing the County today, we have Lisa Davol, Parks & Recreation Director, Pat Sebring, Parks & Recreation Deputy Director and Stacy Fowler, Operations Manager. We also have Kevin Hamby with Atlas Technical Consultants. He is the engineer assisting the County with this project and will be the project manager once the contract is awarded.

We are all here today for the pre-bid meeting of RFP# 26-02-010. This solicitation was issued on the County's website and the State's website on February 27th. Oconee County is seeking proposals from design/build firms interested in providing design analyzation, value engineering, and ultimately the construction of a tennis court expansion here at OVP. This meeting was mandatory, so attendance is required to submit a bid.

Before we start on the project, just a few things about the bid process. Any proposals submitted without a valid E-Verify number will be rejected at the bid opening. When you're going through the bid documents, make sure you read through all of section II. It provides a scope of work but also lists the proposal requirements. If you don't provide the information we ask for, we can't properly evaluate your proposal.

The minutes and the sign-in sheet from today will be posted online via addendum. I will also email it to all of the email addresses on the sign in sheet. Any questions that we can't answer today, answers to those will be provided in the minutes.

Any questions that come up after today's meeting must be submitted in writing via email. My email address is in the bid documents, but it's ocbids@oconee.ga.us. The deadline for those questions is going to be 5:00 pm on March 19th.

Responses will be posted and emailed by 5:00 pm on March 26th.

All submissions should be sealed and clearly marked ‘Design/Build OVP Tennis Court Expansion. It should also have your company's name on the outside. Submissions can be hand delivered or mailed in. Hand delivered bids need to be brought to the Finance Department. We are located in the County’s new Administrative Building but are in an area not available to the public. You will need to come to the upstairs lobby and use the phone at the reception desk to call Finance, and someone will come to meet you. We do not consider a bid as received until we have it in hand, and we have both initialed it.

The deadline for those is going to be 10:00 am on April 2nd. Following that deadline, we'll have the bid opening at the admin building in our upstairs North High Shoals conference room. Any questions on that process?

Jessica: All right, I'll go ahead and hand it over to talk about the project and then we'll open it up to questions.

Kevin: In short, this was bid out previously and it came in way over budget. We got a lot of good feedback about ways we could save money and things we could possibly do differently. So, we decided to formalize that process. What we're asking you to do is take a look at the Geotech reports and the design documents provided to you in the RFP and see how we can get this project within a $5 million budget.

Bidder: Do you want actual VE options submitted in the proposal?

Kevin: Yes, we do. This is an RFP and proposals will be evaluated based on qualifications, design suggestions as well as cost.

Bidder: Will the CAD files from the previous bid be available?

Kevin: The CAD files will be shared with the awarded contractor.

Bidder: Is there anything off the table?

Jessica: There are a few elements listed in the scope that are non-negotiables such as maintaining 16 lit tennis courts and a restroom facility. Otherwise, we encourage you to get creative to keep the project within budget.

Bidder: So without doing a full redesign on the site, there's no way to get an exact number on that prior to submitting.

Kevin: Your proposal should include suggestions of how you would redesign based on what we currently have. That's what we're looking to evaluate. How can you get this project down to $5 million?

Bidder: Where did the previous bid come in at?

Jessica: The bids ranged from roughly $6.9M to $8.1M.

Bidder: Are you requiring bonds?

Kevin: During the construction phase yes but not during design.

Bidder: Are we bringing in our engineers/designers to redesign or are we giving input to the County to have someone redesign?

Kevin: You and your team will be responsible for the redesign. There is a line on the cost proposal to list your design fee.

Which is to be included in the $5M.

Bidder: Are we able to get all the design documents and information from the previous design team? Most engineering firms own their documents, so I just want to make sure they aren’t going to block anything.

Kevin: The County owns the documents.

Bidder: What's the reluctancy to give the CAD files out now so our design team can appropriately put something together and value engineer?

Kevin: There is reluctancy on the engineer side. They don't want to send out multiple CAD files under their name and then everything else turns into a liability. There will be a release and all the other legal documents when the awarded contractor gets the CAD files.

Bidder: Can you share the survey CAD files or the hydrology report?

Kevin: We can request them. I can tell you the pond is a big cost. So, the hydrology report is important.

Bidder: The more information we can have now, the more ideas we can come up with.

Bidder: I think this question came up last time, but do both the prime and subcontractor have to have a minimum of 8 years of experience with tennis courts?

Kevin: Just the subcontractor.

Bidder: What kind of documentation is required of a subcontractor to show their experience in tennis court resurfacing?

Kevin: Just list the years of experience. We don’t have a specific form or anything to complete.

Bidder: Did you guys have some sort of programming document? I know with USTA funding being a part of this, you have to meet all their requirements. But beyond that, was there any kind of local input or anything that was used to develop the current design?

Kevin: The current design is pretty much it.

Bidder: Everything does still have to meet the USTA requirements?

Kevin: We are going to try. It’s a typical tennis court build so we should.

Bidder: The extras outside of the actual court dimensions might have some leeway.

Bidder: You could VE down the lighting, but it might no longer meet the USTA requirements.

Kevin: The goal is to meet the requirements.

Jessica: Any other questions?

Jessica: Like I said earlier, if any questions do come up after today, please email them in. I will get the minutes posted as quickly as I can. Y'all have a great day. Thank you for coming.

Oconee County Board of Commissioners Pre-Bid Sign-in Roster

Solicitation Name __________________________________________________________ Solicitation No. _________________

Requesting Department ________________________________________________________ Date & Time _______________________

Name Company Email

Greg Malcom Garland Contractors greg@garlandconstruction.com

Bruno Scarborough H&S Lighting & Electrical bruno@handslighting.com

Brad Horne Bayne Development Group Inc bhorne@baynedg.com

Ryan Dillard Smith & Co Inc ryan.dillard@smithandco.net

Gary Caraway Breedlove Land Planning gcaraway@landplanning.net

Mitch Headley Headley Construction Group mitchheadley@headleyconstruction.com

Ben Price Kevin Price Construction bprice@kpgc.net

Josiah Smith Musco Sports Lighting josiah.smith@musco.com

Harleigh Noland Bayne Development Group Inc harleigh@baynedg.com

Jessica Camp Bayne Development Group Inc jessica@baynedg.com

Stacy Fowler OCPRD sfowler@oconee.ga.us

David Mead GM Construction dmead@guntermead.com

Leonardo Noleto Court Renew leonardo@courtrenew.com

Design/Build OVP Tennis Court Expansion RFP# 26-02-010 Parks & Recreation 3/12/26 at 10:00 am

Lisa Davol OCPRD ldavol@oconee.ga.us

Kevin Hamby Atlas Technical Consultants khamby@oneatlas.com

Jessica Ellis Oconee County Finance ocbids@oconee.ga.us