NAT24001-DAMCONST-pb.pdf

1/5 Doc ID / Version

F:\DRAINAGE\Dam Safety\Projects\Griffith Lake\3 Pre Bid Meeting\final\Final Griffith Pre-Bid Meeting_ Meeting Minutes.docx Confidential

Meeting Minutes

Project Name Improvements to Griffith Lake Dam Contract No. NAT24001 - DAMCONST Meeting Date December 4, 2025 Time 11:00AM Location Griffith Lake Dam –

6284 Williamsville Road, Milford, DE 19963 Called by Janice Shute, PE, CFM Participants See attached sign-in sheet

1 Introduction & General Information

A. Led by Janice Shute B. General Pre-Bid Information

a. This is the mandatory Pre-Bid Meeting for the Improvements to Griffith Lake Dam project, Contract No. NAT24001 - DAMCONST

b. Participants were reminded to sign the sign-in sheet to document their attendance

c. Pre-Bid meeting minutes to be posted to http://bids.delaware.gov

C. Project Participants

a. DNREC Div. of Watershed Stewardship - Dam Safety Program

i. Janice Shute

ii. John Moyle

b. Dam Owner: DNREC Fish & Wildlife

i. Ashlee Stewart

c. Project Engineer – Ramboll Americas Engineering Solutions, Inc.

i. Jim Quinn

ii. Johan Anestad

iii. Mark Natale

D. Site History

a. 2006 sinkhole/seepage incident emergency repairs to the structure were discussed.

Repairs included concrete “blocks” poured upstream of the spillway and possible concrete under spillway

b. 2023 seepage incident was discussed.

c. Summary and photos of repairs will be provided in the Addendum.

2 Bidding Package Requirements

A. Led by Janice Shute B. Sealed bids are due January 21, 2026, at 2:00 PM EST

a. Bids will be received at reception desk of DNREC Div WS office at 285 Beiser Blvd Suite 102, Dover DE, 19904, Attn: Janice L. Shute, P.E.

b. The outer envelope should clearly indicate: “CONTRACT NO. NAT24001-DAMCONST-

SEALED BID-DO NOT OPEN”.

http://bids.delaware.gov/

2/5 Doc ID / Version

F:\DRAINAGE\Dam Safety\Projects\Griffith Lake\3 Pre Bid Meeting\final\Final Griffith Pre-Bid Meeting_ Meeting Minutes.docx Confidential

c. Bids will be opened immediately after 2:00 PM in the DNREC Conference Room.

d. Bidder bears the risk of late delivery.

e. Any bids received after the stated time will be returned unopened.

C. Bids MUST include ALL attachments

a. Subcontractor List- if bidder intends to do work list your name and address do not put

“NA”.

i. Note that a bidder cannot add a category to their form, all forms must include the same categories. If you wish to add a subcontractor not listed, please submit the request during the question period.

b. Summary Control of Water Plan (See Spec 31 52 00 Section 1.4.A)

c. Non-collusion statement

d. Affidavit of Employee Drug Testing Program

e. Affidavit of Contractor Qualifications

f. Bid Security

D. Bidders Questions

a. Questions must be submitted in writing via email to Janice Shute, DNREC

i. janice.shute@delaware.gov

b. All questions are due by December 15, 2025, no later than 5:00 PM EST

c. A compilation of responses to any received questions will be issued to all plan holders as an addendum and posted by January 8, 2026 by 5:00 PM EST at http://bids.delaware.gov.

E. Completion time: 520 calendar days F. Prevailing Wage discussion

a. Prevailing wage rates apply to this contract.

b. Note: The project is located in Kent and Sussex Counties. Where the prevailing wage differs between County, the higher wage, as highlighted in Section 00 73 43, shall prevail, regardless of where the work was performed.

G. Permits

a. DNREC has obtained all necessary environmental permits.

b. Contractor to obtain all other permits e.g. construction dewatering.

c. Contractor is responsible for ensuring that all permits have been obtained and that copies are available on the Project Site (Appendix A of the Specifications).

d. Refer to “Erosion and Sediment Control Notes” on Sheet G-6 of the Contract Drawings for your (Contractor) responsibilities regarding permits, such as notification of appropriate agencies prior to start of work.

3 Project Overview

A. Led by Johan Anestad B. Project Goal

a. Replacement of existing structure due to active seepage and voids under the spillway

b. Providing a safe, fully functional spillway and outlet structure

C. General Scope of Improvements

a. Selective demolition

i. Concrete spillway

ii. Training walls

iii. Runout apron http://bids.delaware.gov/

3/5 Doc ID / Version

F:\DRAINAGE\Dam Safety\Projects\Griffith Lake\3 Pre Bid Meeting\final\Final Griffith Pre-Bid Meeting_ Meeting Minutes.docx Confidential

iv. Submerged emergency repairs

1. Includes a significant block of concrete and additional concrete that flowed below/into the dam. Placed in 2006.

2. Also includes sandbags, expansive grout and tarps placed in 2023 in an attempt to cut off seepage through spillway foundation.

b. Construction

i. In-kind cast-in-place concrete spillway.

ii. Outlet control system/structure:

1. New multi-leaf self-contained weir gate – not proprietary but must meet specifications.

2. Stoplog slots (DNREC to provide stoplogs).

3. Steel access platform.

4. Trashracks, miscellaneous handrails & signage.

5. It was noted that the contractor will be instructed to provide a

“universal” operator crank that DNREC will be able to use at any/all of their dams. Contractor will not be expected to figure out the correct crank, it will be specified in the Addendum.

iii. Pile foundation – it was noted that the pile type and length will be revised via an Addendum.

iv. Cast-in-place concrete training walls.

v. Runout apron.

vi. Riprap.

vii. Sheetpile cutoff wall w/concrete cap. And tie in to existing aluminum sheeting.

viii. General site improvements, including regrading and stormwater control.

c. Dam warning buoys upstream of the spillway.

D. Key Constraints

a. Control of Water - plan needs to be submitted and approved. Mark Natale will provide an in-depth discussion.

b. Support of Excavation - plan needs to be submitted and approved. Requirement that plan is prepared by a Delaware licensed PE will be added by Addendum.

c. DelDOT approved detour plan. If the Contractor wishes to deviate from the approved plan they need to submit request to, and receive approval from, DelDOT.

d. Bridge load restrictions – Contractor to coordinate with DelDOT for approval.

e. Minimize damage to parking and laydown areas; restore to preconstruction conditions.

4 Connections to Existing Infrastructure A. Led by Johan Anestad B. Connection to Aluminum Sheeting. See Detail B, Sheet S-9 of the Contract Drawings.

C. Connections to Bridge. See Sheet S-11 of the Contract Drawings.

5 Control of Water Plan A. Led by Mark Natale B. Summary Control of Water Plan to be submitted with Bid.

a. For the purposes of bidding, the Contractor is obligated to follow the Control of Water plan as outlined on the Contract Drawings.

b. Alternative approaches may be submitted as a value-engineered initiative by the winning bidder post-award. Acceptance is solely at the discretion of DNREC.

4/5 Doc ID / Version

F:\DRAINAGE\Dam Safety\Projects\Griffith Lake\3 Pre Bid Meeting\final\Final Griffith Pre-Bid Meeting_ Meeting Minutes.docx Confidential

C. Plan needs to be submitted and approved. Prepared by State of Delaware licensed PE with minimum of five (5) years of experience.

D. Requirements are shown on Sheets G-12 through G-15 of the Contract Drawings and Section 31 52 00 of the Specifications. NOTE: Specifications incorrectly reference Contract Drawing Sheets, to be addressed in Addendum.

a. Note that Griffith Lake shall be maintained at a minimum of EL 19 except during Stage 1 when the Lake shall be lowered to EL 15.

b. Time period for lowering during Stage 1 will be specified in the Addendum.

E. Contractor may request to temporarily lower the Lake below EL 19 in anticipation of potentially adverse rainfall events and is subject to approval by DNREC.

6 Support of Excavation Plan

A. Led by Mark Natale B. Plan(s) needs to be submitted and approved. See Notes on Sheet C-4 of the Contract Drawings.

C. Again, it was noted that a requirement that the excavation support plan be prepared by a

Delaware licensed PE will be added by Addendum.

D. Excavation support is required to facilitate safe excavation due to limited space. Noted that there are relatively deep excavations in a limited space, next to water.

E. Critical to protect Bridge and Roadway infrastructure during reconstruction. See Notes on Sheet

S-2 of the Contract Drawings.

7 Payment Process: Lump Sum, Unit Prices, and Allowances

A. Led by Jim Quinn B. Lump Sum

a. This is a Lump Sum project. Includes all specified work.

b. Note the administrative limit on the Mobilization value.

C. Unit Prices (reimbursement for cost is established in the Bid Form, authorized per appropriate field order modification and as directed). Includes:

a. Pile related work.

b. Riprap.

c. Excavation related work.

d. Coarse aggregate.

e. Earth fill related work.

D. Allowances

a. Are to be used only to address additional work that is NOT indicated on the Contract

Drawings and is NOT a Unit Price Item. Issued by Change Order. This is generally to cover work that will not be visible until Control of Water measures are in place.

8 Subcontractor List

A. Led by Jim Quinn B. List of subcontractors identified in the Bid Form:

a. Traffic control

b. Structural steel fabrication

c. Structural steel erection

d. Misc. Metal fabrication

e. Control of Water

5/5 Doc ID / Version

F:\DRAINAGE\Dam Safety\Projects\Griffith Lake\3 Pre Bid Meeting\final\Final Griffith Pre-Bid Meeting_ Meeting Minutes.docx Confidential

f. Concrete, incl. pump truck

g. Water Control Gate Manufacturer/supplier –

h. Pile driving/installation

i. Paving

C. Excavation support to be added to Bid Form via Addendum.

D. Any other subcontractors requested by Contractor to be added to the list in the Addendum.

9 Contract Length A. Led by Jim Quinn B. 520 calendar days based on:

a. Contractor field verifying, submitting shop drawings and ordering gates after award so that field work can be started as soon as time of year restrictions are over.

b. Calendar days assumes approximately four (4) months for gate fabrication.

c. Time of year restrictions – No in water work from April 1 – July 15

C. Work behind a previously installed cofferdam may proceed during the restriction period.

10 DelDOT approved detour plan A. Led by Jim Quinn.

B. Advance notice of detours is required – contractor will be responsible for coordination with

DelDOT.

C. Contractor requested revisions will require DelDOT approval.

D. Detours shall only be in place when active work is being performed on the site.

E. Traffic controls require daily inspections.

11 Parking Lot & Floating Dock Closure during Reconstruction A. Led by Jim Quinn.

B. Advance notice of Parking Lot / Floating Dock Closure is required – contractor will be responsible for coordination with DNREC. See Note 13, Sheet G-3.

C. Three weeks notice for Fish & Wildlife is required for them to issue Public Notice.

12 Field Office A. Led by Jim Quinn.

B. Successful Bidder to furnish field office trailer for the Engineer.

C. Requirements included in Section 01 51 50.

13 Additional Information

A. Led by Janice Shute B. All bidders must acknowledge receipt of Addenda.

C. There is a DEOS water level gage on site. Location noted on the Contract Drawings. The gage provides real time readings every 5 minutes and can provide notification alerts of water levels.

Readings are located at https://deos.udel.edu/station/index.php?station=DGRF

D. An Addendum will be issued. It will cover:

a. All bidders questions (received by December 15, 2025, 5:00PM).

b. Change in specified piles.

c. Requirement that operator crank handle can be used at all DNREC dams.

d. Miscellaneous items not yet identified.

https://deos.udel.edu/station/index.php?station=DGRF