IFB_2502001_-_Non-Mandatory_Pre-Bid_Meeting_Sign-in_Sheet_Minutes.pdf

Non-Mandatory Pre-Bid Conference – Meeting Minutes for

Leesburg International Airport (LEE) – Veterans Road Hangar Infrastructure

ITB Ref # 2502001

Date: July 8th, 2025 @ 10:00AM Location: Leesburg International Airport, 8807 Airport Blvd., Leesburg, FL 34788

Sign in & Introduction.

Receipt of Bids: Sealed bid proposals for the construction of the Veterans Road Hangar Infrastructure project will be received until 11:00 AM on Tuesday, July 29th, 2025 via the City's e-Procurement Portal, Bonfire, found at https://leesburgflorida.bonfirehub.com/opportunities/192176. Electronic bids will remain locked until the time of bid opening. The bid opening shall take place as a live video conference on Tuesday, July 29th, 2025 @ 11:00 a.m. Bidders may contact the City's Senior Buyer, Hosea Goodwyn

Hosea.Goodwyn@leesburgflorida.gov to obtain information to view the live bid opening. The information is also located on the City’s eProcurement Portal, Bonfire. The bid tabulation shall be posted within 72 hours of the bid opening. Bid forms shall be downloaded, appropriately filled out, and uploaded to the Bonfire portal for bid submission.

Inquiries/Questions must be submitted in writing via the City’s e-Procurement portal, Bonfire, on or before, Tuesday, July 15th, at 5:00 pm. When asking questions, please enter each question separately.

Final Bid Addenda shall be issued no later than Thursday, July 17th, 2025 @ 5:00 P.M.

Project Overview – The Leesburg International Airport (LEE) has identified the area north of Veterans Road and east of Taxiway K for development of aircraft storage and maintenance hangars for general aviation aircraft. Construction will include clearing and grubbing for the full project area/parcel, earthwork and grading, construction of new taxilanes and roadways, airfield lighting modifications, storm drainage and utility infrastructure installations, site lighting, MOT, and restoration. Stormwater permit from St. Johns River Water

Management District (SJRWMD) is on hand and will be made available to the awarded bidder. The detailed requirements can be found in the plans and specifications and associated bid documents located in the City’s eProcurement Portal, Bonfire.

This is a towered airfield. Safety is of the utmost importance. Aircraft always have the right-of-way.

Contractors shall not access any active movement area without prior permission and coordination with

Owner, Engineer, and ATCT.

o This project takes place both inside and outside of the aircraft movement area. Barricades must be in place prior to the start of any work, and the Contractor shall yield to aircraft at all times.

o Radio Communication with the Tower is required for elements of this project, and the Contractor shall have dedicated staff that are adequately trained in radio communications with ATCT staff. Training and guidance may be provided for Contractor’s that lack experience necessary.

Operational Safety – Special attention shall be directed to the requirements of the Construction Safety

Phasing Plan and Details in the Bid Drawings.

Site Access shall be via Veterans Road near the existing fire station. The awarded bidder will be provided with a unique gate access code. All contractors and subcontractors will be required to use this access code for accessing the site. The gate must close behind all construction traffic prior to proceeding. Piggybacking is not allowed, and failure to wait for the gate to close behind you can result in permanent removal from the

Airfield. The existing airport security fence traverses the site, and it shall be the responsibility of the awarded contractor to maintain the security of the airfield throughout the construction. If temporary fencing is required to facilitate the construction of the project, it shall be a requirement of the awarded bidder to provide temporary fencing as needed to facilitate their construction operations. Regardless of the access point utilized for the project, the Airfield shall stay secured at all times.

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.

This project includes utility/electrical work:

It is the responsibility of the Contractor to ensure that unscheduled interruptions to utility or power services are not interrupted without prior coordination and approval from the AHJ.

Buried Fiber Optic is located on site, but no connections or impacts are anticipated. All fiber optic lines shall be protected in place. Century Link is AHJ for BFO.

The City of Leesburg is the AHJ for the Water, Power, Reclaimed Water, Sewer, and Gas

It is anticipated that an water line, sewer line, and primary power line will be impacted by the earthwork and utility work planned for this project.

Close coordination with the City of Leesburg Utilities Department will be required for this project.

The project duration is 180 calendar days from the issued Construction Notice to Proceed. 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.

Work Area B and C are to be completed concurrently with Work Area A.

Minimum 48 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 events (material testing, paving, concrete pours, utility connections, etc.).

The intent of the project is to provide pad ready/development ready sites for development by the Airport or

Private Developers. Surveyed locations of underground utility tie in points shall be provided with the closeout and marked on the surface for easy identification in the future.

Site Visit: A site visit is offered following the pre-bid meeting. No other site visits shall be provided unless requested and approved by the Owner in writing.

Questions? (All questions asked shall not be answered at this time due to the non-mandatory nature of this meeting, questions will be logged and answered with the first bid addendum).

CG101 – Detail A4 is missing on CG301. Should reference C1.

• The sheet shall be revised and updated sheets shall be issued via addendum.

There are questions posted in Bonfire that have not been responded to thus far.

• Questions shall be answered via addendum.

Hot Tap/Wet Tap callouts appear to be referenced incorrectly.

• The sheet shall be revised and corrected sheets shall be issued via addendum.

Check quantities for utility connections.

• Quantities shall be reviewed and revised as needed. Updated locked excel bid sheet shall be issued via addendum.

Check detail references for water lines.

• The sheet shall be revised and corrected sheets shall be issued via addendum.

Need to fix references to the borrow source. It will be off-site import.

• Specifications will be revised and re-issued via addendum.

Unsuitable excavation, needs to be exported off-site.

• Specifications will be revised and re-issued via addendum.

Need to request the original topo survey and the geotechnical report.

• Signed and Sealed topo survey and geotechnical investigation report shall be issued via addendum.

Can the SJRWMD permit be made available?

• The permit shall be uploaded to Bonfire and notification shall be made via addendum.