IFB_41263_Add_1 .pdf

DATE: June 23, 2025

TO: Interested Firms

FROM: Mark Morris, Procurement Specialist

SUBJECT: Addendum 1 to Invitation for Bid 41263– Annual Civil Works Contract 2025-2028

As a result of questions received from potential respondents, please be advised of the following changes to the subject Invitation for Bid:

The time and date for the submittal of responses remains the same: 2:00 p.m., Tuesday, July 1, 2025

1. Question: The District will set the horizontal reference point(s) and vertical control only at the beginning of the job. For interim staking during the job and all staking and layout work not otherwise furnished by the District, is the contractor allowed to hire an outside surveyor and charge under Category 4 -ODC'S "Subcontractors."

It is the District’s intention that the Construction Superintendent be responsible for interim staking during the job and all staking and layout work during the project. For this work an outside surveyor is not required.

2. Question: Is the contractor Responsible for Submitting As-builts on Completed Work Orders if/When required? If so, do we charge for the as-builts drawings under the subcontractor item to hire a certified surveyor?

Should certified (signed) as-builts be required for a project and the Contractor does not have a licensed surveyor on staff, then yes a certified surveyor maybe retained for this portion of the work and paid for under the Subcontractor line item. This requirement will be noted in the SOW and accounted for in the cost estimate prepared by the District. In some instances, the District could provide this service.

3. Question: Are the contractor's machines required to be capable of GPS 3D grading for wet/swamp areas where staking, manual grade checking, or laser grading is not possible??

Not all projects require this level of grading, for projects requiring GPS 3D grading an allowance for this attachment is being added under Category 2 – Equipment, Item No. 2.15. The Hourly Rate Schedule will be modified accordingly. This revised Hourly Rate Schedule shall be submitted with your response.

4. Question: When working on wet or swampy areas, is the contractor allowed to purchase mats and charge the District?

Yes, this will be noted in the SOW and accounted for in the cost estimate.

Invitation for Bid # 41263 Addendum #1

5. Question: On item 20, page 37, a performance & payment bond will be required for WO greater than

$200,000.00, so is the bidder required to provide a letter from its bonding company confirming that he can provide a bond if needed?

The performance and payment bonds are only required for Type 2 work orders and when these are issued, the contractor will need to provide a letter from its bonding company at the time bids are due.

For all Type 1 work orders, no performance and payment bonds are required, these are time and mate-rial work orders.

6. Question: Construction Superintendent and Lead Operator rates should include the cost of a four-wheel drive vehicle, such as an F-150 4x4 pickup truck, not an all-terrain vehicle like a side-by-side or an ATV, correct?

The contract indicates that the hourly rate for both the Construction Superintendent and the Lead Op-erator include four-wheel drive vehicle (fuel, operation and maintenance). It was the intent that this be indicative of a pick-up truck not an ATV type vehicle

7. Question: When an ongoing work order (WO) is on hold or delayed, not due to the contractor's fault, does the District pay for standby time on equipment?

The District does not pay for standby time on equipment. All Type 1 work orders are time and materi-als. For staff, show-up time is limited to 2-hours.

8. Question: During extended periods of rain and/or during significant weather events, is the contractor allowed for any reimbursement for equipment sitting at the job site?

Type 1 work orders are time and materials, no reimbursement is made for equipment sitting at the job site.

9. Question: If the contractor does not own one of the machines listed on the Cost Schedule, can he rent this machine and charge the rent to SJRWMD?

No, for equipment listed on the Cost Schedule the contractor will be reimbursed at the hourly rate provided.

10. Question: If a WO is issued with 120 hours for a large excavator, for example, are these 120 large excavators' hours minimum guaranteed hours on this WO?

No, these are only estimates for the project. The contractor will be reimbursed for the number of hours actually worked.

11. Question: When an equipment operator on a smaller job works as a laborer, can we charge him as a full-time operator even though he was not operating any machine?

No, if an equipment operator is acting as a laborer for that project, they will be billed as a laborer.

However, if the operator is operating equipment for more than 51% of the workday, then their entire time for that day may be billed as an equipment operator.

12. Question: When a contractor works more than 40 hours in a week, is he allowed to charge overtime rates automatically?

No, overtime is only paid by the District when specifically requested by the District. This does not prohibit the contractor from working more than 40-hours in a specific week, but overtime in these circumstances will not be compensated by the District.

13. Question: On large Project Sites, where multiple Mobilizations may be required due to travel dis-tances for tracked equipment, will the Contractor be allowed to charge additional mobilizations under the same work order?

In these instances, yes multiple mobilizations will be allowed. This will be noted in the Statement of Work.

14. Question: Is the Contractor allowed to charge mobilization for Category 2 equipment as well?

No, mobilization of this equipment is incidental to the project.

15. Question: Is the Contractor allowed to work on Saturdays and charge the overtime rate if we exceed

40 hours per week?

See answer to question 12, above.

16. Question: Will fuel cost adjustments be allowed?

The contract will be modified to include a section for fuel cost adjustments as shown below:

6. FUEL COST ADJUSTMENTS

(a) Contractor may request fuel cost adjustments no more than once per quarter if the cost of fuel changes, as determined by the fuel cost indices below, by more than 15%. For these purposes, quarters begin on October 1, January 1, April 1, and July 1. Fuel cost adjustments will be based on one or more of the following or upon mutual agreement, alternate equivalent indices; the Pro-ducer Price Index Commodity Data (PPI) for Series Id: WPU0571; Not Seasonally Adjusted;

Group: Fuels and related products and power; Item: Gasoline; Base Date: 8200 and Se-ries Id: WPU057303; Not Seasonally Adjusted; Group: Fuels and related products and power;

Item: #2 Diesel fuel; Base Date: 8200: https://data.bls.gov/timeseries/WPU057303.

(b) To calculate an adjustment, take the Preliminary PPI at the time of the adjustment request minus the Preliminary PPI for the Reference Date (the initial Reference Date is the Effective Date of the Agreement, subsequently, the date of the most recent adjustment) divided by the Preliminary PPI for the Reference Date, multiplied by the Fuel Cost Percentage (initially, the percentage of cost attributed to fuel on the Effective Date of the Agreement; subsequently, the adjusted percentage of cost attributed to fuel based on the most recent adjusted costs), multiplied by the total cost (ini-tially, the total cost on the Effective Date of the Agreement; subsequently, the most recent ad-justed total cost).

(c) Requests for adjustment shall be submitted to the Project Manager and shall include the data and calculations used to determine the adjustment. The fuel adjustment, if approved, will be effective as of the date the District receives a request that complies with the above.

The District may impose a fuel cost adjustment based on the above calculations. Such adjustment shall be effective as of the date Contractor receives notice of the adjustment, including the data and calculations used to determine the adjustment. The District reserves the right to withhold an amount reflecting a https://nam11.safelinks.protection.outlook.com/?url=https%3A%2F%2Fdata.bls.gov%2Ftimeseries%2FWPU057303&data=05%7C01%7C%7C1c2f33678d804313daff08dac80f9ba3%7Cb0c8375fdaa740b9a01b690d8d3723b9%7C0%7C0%7C638042266613220602%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=0Me%2F9ng9lfSi%2FXXZdZ2vo3qod%2BCk0v4tjBUmoG0tKMA%3D&reserved=0 properly imposed District fuel cost adjustment from payment of any invoice for work performed after the effective date of the adjustment that fails to accurately reflect the adjustment

17. Question: If sampling is required during dewatering of a project site, who is responsible for the monitoring and sampling costs?

If required, the District will conduct the sampling inhouse at no cost to the contractor or make an allowance for this within the Statement of Work and the Cost Estimate for the contractor to complete the work.

18. The following change has been made to the Hourly Rate Cost Schedule under Category 2 –

Equipment.

No. 2.15, GPS 3D Grading Technology – Machine Control has been added.

Please acknowledge receipt of this Addendum on the Bid Form in your submittal.

Also, for your reference, the Non-Mandatory Pre-Bid Attendee list is attached.

NOTE: A revised solicitation document is provided with this addendum and incorporates all changes issued to date.

If you have any questions regarding this addendum, contact Mark Morris at (386) 329-4264 or via email at rmmorris@sjrwmd.com mailto:rmmorris@sjrwmd.com