ITB-2026-01_Effluent_Sprayfields_and_Pipeline_Route_Clearing_Grubbing_-_Addendum_3_Jan_13_2026_Pre_Bid_Meeting_Minutes.pdf
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- Solicitation number
- ITB-2026-01 A
- Issued by
- Santa Rosa County, Florida
About this file
This document comprises pre-bid meeting minutes for ITB-2026-01, a clearing and grubbing project solicited by the City of Milton, Florida. The project involves removal and disposal of trees, snags, logs, brush, stumps, shrubs, and rubbish from approximately 350 wooded acres designated for an effluent sprayfields and pipeline route installation. The mandatory pre-bid meeting was held on January 13, 2026 at 10:00 a.m. at the City of Milton Council Chamber. Sealed bids are due February 4, 2026 at 2:00 p.m. local time, with a public bid opening to follow at the same location. Substantial completion is required within 360 calendar days from the Notice to Proceed, with final completion within 390 calendar days. Contract award is anticipated for the March 2026 City Council meeting. Site visits can be arranged for prospective bidders, and construction drawing sets will be provided to all pre-bid meeting attendees via email pending the City's website becoming operational.
Bidders must submit pricing on a lump-sum basis for general conditions and mobilization (not to exceed 10 percent of total bid) and unit prices per acre for approximately 295 acres of clearing and grubbing work. Bids are valid for 90 days to allow time for agency review. Required submittals include a minimum of three project references, E-Verify compliance documentation, Public Entity Crime Statements, Drug-Free Workplace Forms, Non-Collusion Affidavits, Conflict of Interest Disclosures, and Debarment Certifications. Bonding requirements include a 5 percent bid bond at submission and 100 percent performance and payment bonds upon award. Liquidated damages are assessed at $500 per calendar day for failure to meet substantial and final completion deadlines. Contractors must obtain permits through FDEP and Santa Rosa County, with work on Site 3 contingent upon development order issuance. A phased construction sequence will be issued by addendum. All official questions submitted to the Procurement Director by January 15, 2026 will be answered in a subsequent addendum.
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Meeting Minutes
PRE-BID MEETING MINUTES
10:00 AM, January 13, 2026
ITB 2026-01 EFFLUENT SPRAYFIELDS AND PIPELINE CLEARING AND GRUBBING PROJECT
CITY OF MILTON, FLORIDA
1. Sign-in Sheet is attached.
a. Sign-in sheet is attached to this document
2. City Staff Present:
Engineers Present:
Richard Delp, Project Manager, Baskerville-Donovan
Jake Wiesner, PE, Baskerville-Donovan
3. Scope of Work:
This project consists of clearing and grubbing and disposal of trees, snags, logs, brush, stumps, shrubs, and rubbish from the designated areas.
4. Discuss Invitation to Bid Items: Carefully review 2026-01 Effluent Sprayfields and Pipeline Route Clearing and
Grubbing document for information that is required to be submitted with proposals. Omission of documentation with the bid proposal could be grounds for a non-responsive bid. However, the City reserves the right to accept or reject any bid.
5. Bidding: Bid Date is Wednesday, February 4, 2026, with receipt of eligible bids by 2:00 PM local time
a. Bid is based on items provided in Bid Form
b. Bids good for 90 days in order for all agencies needing to review the project to have ample time.
c. Submittal must include all items stated in the Submittals Technical Specifications, clearly marking pertinent information applied to the project.
6. Disposal of construction debris:
a. Contractor to dispose of excess construction material in accordance with agencies having jurisdiction.
b. Work on private property is not anticipated. The City of Milton has acquired all easements for said work.
7. Contract Time/Schedule:
a. Substantial Completion 360 calendar days from NTP
b. Final Completion 390 calendar days from NTP
Work Hours – 7:00 AM to 7:00 PM
8. Liquidated Damages: $500 per calendar day for failure to meet substantial completion and $500 per calendar day for failure to meet final completion
9. Bonding: 5% Bid Bond and 100% Performance and Payment Bonds
10. Award of Contract: Anticipated for March 2026 City Council meeting.
11. Permit Conditions: The engineers are finalizing the grading plan for Site 3 at which time permits stormwater permitting will be submitted to FDEP and Santa Rosa County. Work on that site may not commence until the development order is issued by the County.
12. Phasing: A sequence of construction will be issued by addendum to prioritize the clearing effort with upcoming projects.
13. Questions/Comments:
A. Is silt fencing required around all of the sites?
Response: Silt fencing will be adjusted to protect wetlands and steep slopes. The bid form will be modified to include a pay item for silt fencing.
14. A Site Visit can be arranged for those who need to see the site in advance of the bids.
1. A site visit will be arranged in the near future for all bidders who showed up to the pre-bid meeting.
15. All questions asked at the prebid meeting to be submitted again to the City of Milton to ensure all questions are recorded.
16. Once the City of Milton website is up and running again Construction Drawing sets will be loaded to the website. Engineer was directed to send drawings to all of those on the sign-in sheet.
17. All questions asked at the prebid meeting and officially submitted to the Procurement Director will be answered in a later addendum.
File details come from the government source that posted it. Updated .