FIN_ATCT_Rehab_Pre-Bid_Meeting_Minutes.pdf
PDF 131 KB Posted
- Attached to
- Air Traffic Control Tower Rehabilitation
- Solicitation number
- 26-ITB-018
- Issued by
- Glades County, Brownsville CDP, Florida
About this file
This document is a Non-Mandatory Pre-Bid Conference meeting minutes for Flagler County Board of County Commissioners' invitation to bid (ITB 26-ITB-018) for the Air Traffic Control Tower (ATCT) Rehabilitation project at Flagler Executive Airport. The project scope includes building envelope repair and repainting, structural repairs and improvements to the ATCT structure and tower cab catwalk, tower cab interior replacements (carpet, cabinets, countertops, and ceiling), roof hatch replacement, replacement of air conditioning systems (seven package terminal air conditioners and two rooftop units), interior painting, and consolidation of access control systems under a single card-based security system. Additional optional scope items contingent on funding availability include hand railing upgrades, exterior up-lighting, vehicular gate operator replacement, bollard repainting, and asphalt seal coating and re-striping of the parking lot within the ATCT security fencing. Sealed bid proposals must be submitted electronically through the County's e-Procurement Portal (OpenGov) by 10:00 a.m. on Friday, August 14, 2026, with the bid opening conducted as a live video conference on the same date. Written inquiries and questions must be submitted via the OpenGov portal by Tuesday, August 4, 2026, at 5:00 p.m., with final bid addenda issued no later than Thursday, August 6, 2026, at 5:00 p.m. A non-mandatory site visit was offered immediately following the pre-bid meeting on July 31, 2026. The project duration is 120 consecutive calendar days from issuance of the Construction Notice to Proceed to substantial completion, plus an additional 30 consecutive calendar days for final completion. Bid tabulation will be posted within 48 hours of bid opening.
This project receives federal grant funding from the Federal Aviation Administration Airport Improvement Program and is subject to federal contract provisions including Davis-Bacon wage rate reporting, Disadvantaged Business Enterprise (DBE) goals and reporting, and Buy America requirements, with a DBE goal of 0.00% for this project. Bidders must provide a bid bond, payment and performance bond equal to the full contract amount, and insurance certificates. The contractor must maintain contractor vehicles under its overall insurance, properly identified and lighted, with personal vehicles prohibited inside the fence or on the airfield. Contractor must provide minimum 24 hours' notice to the Owner and Resident Project Representative ahead of any planned working days on site, with the Engineer/RPR required to be present for all major milestone items. The site must remain secured at all times with the airport perimeter fence maintained throughout the project; failure to secure the airport may result in temporary or permanent dismissal from the site. Special attention must be directed to Construction Safety Phasing Plan requirements, and all existing facilities and equipment shall be protected in place unless specifically marked for removal or directed otherwise by the engineer, with any damage repaired by the contractor at no expense to the owner. A Design Criteria Package (DCP) has been provided as the primary design document containing directives, specifications, and details necessary for bid pricing.
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Text version
Non-Mandatory Pre-Bid Conference – MEETING MINUTES for
26-ITB-018 – Flagler Executive Airport (FIN)
Air Traffic Control Tower Rehabilitation
Date: July 31st, 2026 @ 10:00 AM Location: Flagler Executive Airport, 201 Airport Road, Palm Coast, FL 32164
Sign in & Introduction.
Receipt of Bids: Sealed bid proposals for the construction of the FIN Air Traffic Control Tower Rehabilitation project will be received until 10 a.m. on Friday, August 14th, 2026 via the County’s e-Procurement Portal, OpenGov, https://procurement.opengov.com/portal/flaglercounty/projects/275374 . Electronic bids will remain locked until the time of bid opening. The bid opening shall take place as a live video conference on Friday, August 14th, 2026 @ 10 a.m., which will also be recorded (using Microsoft Teams). Bidders may contact the County’s Purchasing Coordinator to obtain information to view the live bid opening. The information is also located on the County’s e-Procurement Portal, OpenGov, under Overview>Timeline. The bid tabulation shall be posted within 48 hours of the bid opening.
Inquiries/Questions must be submitted in writing via the County’s e-Procurement portal, OpenGov, on the
Question/Answer Tab on or before, Tuesday, August 4th at 5:00 pm. When asking questions, please be sure to enter each question separately.
Final Bid Addenda shall be issued no later than Thursday, August 6th, 2026 at 5:00 pm.
Project Overview – This project includes the Rehabilitation of the Air Traffic Control Tower (ATCT) and supporting infrastructure at the Flagler Executive Airport. This may include, but is not limited to; building envelope repair and repainting, structural repairs and structural improvements to the ATCT structure and tower cab catwalk, Tower cab carpet/cabinet/countertop replacement, Tower cab ceiling repairs and repainting, replacement of roof hatches, replacement of air conditioning systems (7 PTAC's and 2 RTU's), painting of the interior of the Tower cab and vestibule, and access control upgrades to consolidate the vehicular access gate, Tower entry door, and Tower elevator under a single card system. Depending upon the availability of funding, the project may also include upgrades to hand railings, the addition of up-lighting on the Tower exterior, replacement of the vehicular gate operator, repainting of bollards, and seal coating/re-striping the ATCT parking lot inside of the ATCT security fencing. A Design Criteria Package (DCP) has been provided as the primary design document for the solicitation. The DCP contains the directives, specifications, and details necessary to provide pricing for this invitation to bid.
The Contractor shall adhere to the requirements of the CSPP and provide MOT in accordance with the Contract.
o Contractor personal vehicles are not permitted inside the fence or on the airfield. Contractor vehicles must be covered under the Contractor’s overall insurance, and the vehicles must be properly identified and lighted in accordance with the Contract Documents.
Operational Safety – Special attention shall be directed to the requirements of the Construction Safety Phasing Plan and Details in the Bid Drawings. The awarded bidder shall adhere to all requirements as written and displayed unless otherwise approved by the Owner or Engineer.
Site Access shall be through FIN Way and through the existing airport security gate. Please refer to the Construction
Safety and Phasing Plan in the Bid Drawings.
Protection of facilities and equipment – Unless specifically marked for removal, or as directed by the engineer, all facilities and equipment on the airfield shall be protected in place. Any damage to existing facilities or equipment shall be repaired by the Contractor at no expense to the Owner.
The site shall stay secured at all times. At no point shall any fence or gate be left open and unattended. Failure to secure the airport may result in temporary or permanent dismissal from the site.
Airport perimeter fence shall be maintained throughout the project. It shall be the responsibility of the contractor to always maintain a secured site. If the contractor's schedule or planned sequence of events results in an unsecured airfield it shall be the responsibility of the contractor to make necessary arrangements to provide temporary fencing or temporary gates, and temporary airfield security plans shall be submitted to the owner and the engineer for review and approval. Failure to secure the airport may result in temporary or permanent dismissal from the site.
The project duration is 120 consecutive calendar days from the issued Construction Notice to Proceed to substantial completion, and an additional 30 consecutive calendar days from substantial completion to final completion. Please refer to the Construction Safety and Phasing Plans for more information regarding the specific requirements of the project and the specific operational restrictions for each work area and phase.
Procurement time shall be allotted to the Contractor as needed prior to the issuance of the Notice to Proceed via the issuance of a Notice to Procure. This time shall be agreed upon by the Owner and awarded bidder, but the intent is to provide adequate time for review and approval of shop drawings and material submittals to ensure that long material lead times do not interrupt or disrupt the expeditious completion of the project.
Minimum 24 hours’ notice shall be provided to the Owner and the RPR ahead of any planned working days on site.
The Engineer/RPR must be present for all major milestone items.
This project is expected to receive federal grant funding from the FAA. The full list of federal contract provisions and requirements are located within the bid documents. Please be advised that projects receiving federal grant funding are required to adhere to specific federal contract provisions including, but not limited to, Davis Bacon Wage Rate reporting, DBE (Disadvantaged Business Enterprise) goals and reporting, Buy America requirements, etc. The full list of federal contract provisions and requirements are located within the bid documents. The DBE Goal for this project is 0.00%.
Site Visit: A site visit will be offered immediately following this pre-bid meeting. No other site visits shall be provided unless requested and approved by the Owner in writing. If approved, additional site visits will be announced via bid addenda and made available to all potential bidders. Questions will not be answered during any pre-bid site visits. All questions must be entered on the County’s eProcurement Portal, OpenGov, and answered via official bid addenda.
Questions?
Any questions asked at this non-mandatory pre-bid meeting shall be answered via future bid addenda.
Questions posted on OpenGov shall be answered with Addendum #1
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