ITB_2501401_-_Non-Mandatory_Pre-Bid_Meeting_Minutes.pdf

Non-Mandatory Pre-Bid Conference – Meeting Minutes for

Leesburg International Airport (LEE)

Taxiway A1, A3, & D Reconstruction and Taxiway A2 Relocation Project

ITB Ref # 2501401

Date: April 17th, 2025 @ 2:00PM Location: Leesburg International Airport, 8807 Airport Blvd., Leesburg, FL 34788

Sign in & Introduction.

Receipt of Bids: Sealed bid proposals for the construction of the Taxiway A1, A3, & D Reconstruction and

Taxiway A2 Relocation Project will be received until 11:00 AM on Thursday, May 8th, 2025, via the City's e-Procurement Portal, Bonfire, found at https://leesburgflorida.bonfirehub.com/opportunities/180699.

Electronic bids will remain locked until the time of bid opening. The bid opening shall take place as a live video conference on Thursday, May 8th, 2025 @ 11:00 AM. Bidders may contact the City's Senior Buyer, Hosea Goodwyn, CPP, CPPM, FCCM, (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.

Inquiries/Questions must be submitted in writing via the City’s e-Procurement portal, Bonfire, on or before, Friday, April 25th at 5:00 pm. When asking questions, please be sure to enter each question separately.

Final Bid Addenda shall be issued no later than Tuesday, April 29th, 2025, at 5:00 PM. Bid Addenda will be issued as questions are received and answered to allow adequate time for follow up questions prior to the question deadline.

Project Overview – The Leesburg International Airport (LEE) has identified the need to reconstruct airfield pavement on Taxiway D; and Taxiways A1 and A3 are in need of reconstruction and geometry correction based on the latest FAA guidance. In addition, Taxiway A2 needs to be relocated to eliminate direct access from the aircraft parking apron to Runway 13-31. During the project, airfield lighting and signage will be modified to match the revised geometry and current FAA guidance. The project also includes airfield pavement markings, grading/earthwork, erosion control features, and restoration. A stormwater permit through SJRWMD has been acquired and will be made available to the awarded bidder. Detailed CAD files and design surfaces will be provided to the awarded bidder for assistance in building the project. 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. If access to the movement area, outside of an active work area, is required then the Contractor must request access in writing and have the request approved in writing by the Owner or Engineer prior to accessing any active airfield area.

o This project takes place almost entirely within the 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. The awarded bidder shall have staff or personnel capable of communicating on the radio with the ATCT staff. Training for radio communications may be required to facilitate smooth operational control of the work areas.

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 will be required to provide a signed

Safety Plan Compliance Document confirming receipt and acceptance of the requirements of the FAA approved Construction Safety and Phasing Plan.

Site Access shall be through an existing access gate via Airport View Road. This is a manual gate that shall be closed and locked at all times unless manned with a gate guard to control access on and off airport property. Installation of a temporary construction access route through the center of the infield is a requirement of this project to limit impacts to the ramp and airfield movements during construction.

This project poses significant operational restrictions on the airfield and the movement of aircraft traffic.

Expeditious completion of work areas is paramount to restoring operational capabilities to the airport.

Flag people are required throughout the project to assist with crossing active airfield pavements. Power brooms, sweeper trucks, or hand blowers/brooms shall be used continuously to maintain clean FOD free surfaces throughout the duration of the project. Keeping active airfield pavements clean and clear of Foreign Object Debris will be critical to the safe execution of this project.

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 Contractor is responsible for positively locating and protecting underground utilities. Underground utilities are shown to the extent that they are known from as-built information and previous institutional knowledge.

Damaged utilities shall be repaired by the Contractor at no additional cost to the Owner or project.

This project includes airfield electrical work. The Contractor shall be required, at a minimum, to coordinate the following to properly execute the work.

Install temporary jumpers and temporary airfield electrical circuiting to maintain existing runway and taxiway edge lighting and signage in all active airfield pavement areas.

Lights and signs may be covered or obscured during construction in lieu of installing jumpers.

Light/Sign checks and checks on circuit continuity shall be completed daily when working on or near existing airfield lighting circuits. The Contractor shall not be permitted to conclude the working day until light checks have been positively confirmed with the Airport and ATCT staff.

The project duration is 115 calendar days from the issued Construction Notice to Proceed. This includes a 30 day pause in construction activity prior to placement of final full-rate airfield paint markings.

Work Area A is limited to 28 consecutive calendar days, Work Area B is limited to 42 consecutive calendar days, Work Area C is limited to 12 consecutive calendar days, and Work Area D is limited to

33 consecutive calendar days, under the assumption that no work will take place on the airport until final asphalt cure time is achieved for all phases of the asphalt paving operations. 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.

Due to the impact of this project on the airfield operations, a limited notice to proceed will be issued to allow time for shop drawing/submittal review, and material procurement ahead of the construction start.

A full construction notice-to-proceed will be issued once it is confirmed that materials are on hand.

This project is competing for FAA grant funding. As such, the award of the project will be contingent upon receipt of grant funding from the FAA. The award of the project and execution of the contract is anticipated to occur in September 2025.

Since the project is federally funded, certified payroll/Davis Bacon Wage Rates are required and must be submitted on a monthly basis, at a minimum.

Additionally, DBE goals and requirements apply to this contract. If the DBE is not able to be achieved, good faith effort documentation must be provided to satisfy the Federal requirements.

A full list of federal contract provisions and requirements can be found in the project bid specifications.

A minimum of 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 installations/work.

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).

Questions asked by potential bidders during the preconstruction meeting.

• Q: Will the gopher tortoise relocations be done off-site to a receiving bank? Or can the relocations be completed at the airport under the airport exemption?

• Q: How long will the procurement period be for the awarded bidder in order to acquire all of the materials for the project?

• Q: What is the RAP allotment in the P-401 specification?

• Q: For the construction access route, there is a note that states that the access route shall be improved with millings or similar material. Is this paid separately or included in a bidding item?

• Q: Can the most recent gopher tortoise survey be provided?

• Q: What is the engineer’s estimate for the project?