Pre-bid Meeting Notes New Haven Projects 2026.docx

NEW HAVEN SECTION 3, NEW HAVEN SECTION 4, NEW HAVEN SECTION 31-33, AND NEW HAVEN SECTION 5-10 AND PLANK 1-1 WELL PLUGGING PROJECTS

PRE-BID MEETING CONTRACTOR SIGN IN SHEET

July 7, 2026 (Started at 10 am)

QUESTIONS GENERATED DURING PRE-BID MEETING

1. How do you invoice water truck operators, dump truck operators with the new laborer line item? We answered that some line items still say w/operator. For those items you would not invoice at the Laborer rate.

2. How does the 3-man rig crew factor into the Labor rate? We answered that when the crew is working on the rig they will be invoiced as part of the rig with 3-man crew rate but if they are not working on the rig, if they are running other equipment like a skid steer or if they are doing manual labor like prepping a site, then they would be invoiced at the ‘Laborer’ rate.

3. Are flowlines included? We answered that flowline flushing and removal are not included in these four projects. The vendor will disconnect the flowline at the wellhead and secure it with a cap. The flushing, purging, or removal will be part of the facility project.

4. How are we to determine what to bid out for wireline? We answered to review the plugging instructions and determine where wireline is needed based on our proposed plugging instructions. We know these typically change during the actual plugging and this is where amendments will be made to the DO per the changes made on the actual plug job.

GRMD Staff Present: Madeline Jazdzyk and Jim Armbruster (both ran meeting) Madeline – opened meeting at 10:00 am and covered:

1. Stated that this pre-bid covered all four New Haven well plugging projects

2. Asked if all vendors had reviewed the RFP – Yes

3. Went over deadlines for questions, bid due date

4. Informed vendors to review ACOWs and RFP for any changes from original

5. Went over Schedule B pricing matrix and informed vendors of:

a. Give a price for all line items even if $0

b. Be accurate in pricing and lump sums

c. State will choose best value over lowest price

d. State allows only 1 site supervisor per day

e. Described what the new ‘Laborer’ line item covers and how it works

f. Described the new ‘stand-by rates’ for some equipment

g. Described that lump sum items are the maximum allowable for that task unless we have a change in scope and state gives prior approval.

h. If vendor puts 0 or NA for Overhead % we will not allow them to markup items or subs for anything not covered in the original scope of work pricing.

6. Stated that vendors must include Schedule B with their invoices and that Schedule B should clearly mirror their invoice and depict which line items are being invoiced.

7. Described the DBPW applies, is mandatory, and pay certs need to be done correctly.

8. Project timeline should be very detailed and clearly describe proposed work activities. It is a factor in determining ‘best value’ when selecting a winning vendor.

Jim Armbruster spoke about:

1. Re-iterated that this project the vendor and its subcontractors are all subject to DBPW laws, weekly pay, pay cert submittal. This is non-negotiable.

2. It is the vendor’s site supervisor’s responsibility to accurately track what people are doing on site, which equipment is being used, and communicating that to their supervisor so accurate invoices and pay certs can be completed.

3. Re-iterated that project timeline is critical. Review the scope of work and ACOWs, give us an accurate description of what the vendor thinks it will take to complete the project. Give us extra details. This will be used to determine ‘best value’ and winning bid.

4. Spoke about Schedule B changes including:

a. Bidders should fill in something for every line item even if $0

b. Laborer line items cover all classes of labor including roustabout, tool hand, floor hands, etc. The state has tried to make it easier for the vendor to invoice for the work being done and this is a spot where the vendor can get creative to submit a lower price. Also, DBPW still applies. Just because someone is invoiced at the Laborer rate, they must still be paid the correct wage for the work they were doing, and it must be reflected on the pay certs. Gave an example of a rig hand, hopping on a loader and loading pipe then laying mats. That person would be invoiced at the ‘Laborer’ rate but on the pay certs it must accurately show what task they were doing, and they must be paid the Department of Labor approved wage rates for that work.

c. Re-iterated that line items in the bid that are Lump Sum, Job, or Site include labor and materials to complete that task and must be invoiced that way.

d. Re-iterated that Lump Sum prices are maximum and will not be changed unless the scope of work changes significantly and the state gives prior approval.

e. Described Stand-by rates again.

f. Re-iterated that invoices must include Schedule B and accurately mirror the invoice for tracking purposes, and that is a good thing for both the vendor and the State.

g. Told vendors that the orphan well program staff and Jim Armbruster are not accountants, financial staff, or DBPW experts and that any money, pay cert or DBPW questions need to go to GRMD Administration Section staff.

h. Informed vendors that this is the day to visit every site, that Madeline and I would be around for several hours, and can assist in site access if needed.

i. Asked vendors to not drive over crops and stated that they may have to walk to several of the wells.

j. Discussed that we plan to start this project after the crops come off the fields. Sometime in late fall/winter.

k. Discussed that whoever wins the bid, if amendments were needed, it’s up to the company to determine if they will go over budget and bring it to the attention of the finance team (Kathy and Patty). They will then work with Kathy to get an amendment approved.

Vendors left location around 10:35 am to get a look at all the wells. Jim and Madeline waited until 11:30 am in case there were access issues before leaving location. Discussed with all vendors about closing gate before leaving.

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