Prebid Minutes.pdf

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PRE-BID CONFERENCE AGENDA

FORT AVENUS SEWER REPLACEMENT

TOWN OF BLACKSTONE, VIRGINIA

April 30, 2026

1. PARTICIPANT INTRODUCTIONS AND SIGN-IN

• Owner: Town of South Hill Represented at this meeting by: Philip Vannoorbeck, Town Manager Town of Blackstone

100 West Elm Street Blackstone, Virginia 23824

Phone: 434-292-7251

• Designer/Owner’s Representative: B & B Consultants, Inc.

Represented at this meeting by: Freeman “Randy” Jones, P.E., Project Manager 212 East Ferrell Street, P.O. Box 429 South Hill, Virginia 23970 (434)-447-7621 (office) (434)-447-4257 (fax) (434)-865-2507 (cell) Email: rjones@bandbcons.com

• Funding: Virginia Clean Water Revolving Loan Fund Project No. C-515895 Represented at this meeting by: Hannah Rowlette, Piedmont Region Project Manager Virginia Department of Environmental Quality Clean Water Financing & Assistance Richmond, Virginia 23219 Phone: 804-653-2342 Email: Hannah.G.Rowlette@deq.virginia.gov

Shanell Forehand, Project officer

• Participant Introduction All attendees must sign-in mailto:rjones@bandbcons.com mailto:Hannah.G.Rowlette@deq.virginia.gov

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2. PROJECT DESCRIPTION AND CONSIDERATIONS

• Scope of Work

a. 145 LF of 10-inch SDR-35 PVC Sanitary Gravity Sewer

b. 135 LF of 10-inch SDR-18 PVC Sanitary Gravity Sewer in Casing

c. 37 LF of 10-inch SDR-18 PVC Sanitary Gravity Sewer

d. 131 LF of 18-inch Bored Casing beneath Railroad

e. 1 EA Manhole Replaced in Place (> 5 Ft. to 10 Ft.)

f. 1 EA Manholes (> 5 Ft. to 10 Ft.)

g. 1 EA Manholes (> 10 Ft. to 15 Ft.)

h. 2 EA Manholes Abandonment

i. Asphalt Removal

j. 8 Tons of 2-inch Asphalt Surface Mix Restoration

a. Notable Contract Conditions or Work Scope

a) Town will provide those properties and/or easement for construction which are shown in drawings.

b) Town will provide geotechnical services and incur cost for scope of work as described within the specification document.

c) No E&S Permit. is required

d) A VSMP Permit is NOT required

e) Bonds: 100% payment and performance bonds are required.

f) Staking: Construction staking can be performed by B & B Consultants, Inc., and the cost of services shall be provided in Section 012200 Unit Prices paragraph 3.1 C and the cost of scope of services shall be included in the Bid. If a bidder prefers to use another surveyor, they must be licensed in the State of Virginia.

g) This Project will require Wage decision, Davis-Bacon Payroll Certification.

h) This Project must meet the American Iron and Steel (AIS) Requirements.

There will be Certification Forms for the Contractor to file for manholes, frame and cover, and any other product having iron or steel.

b. Contract Time and Damages

a) Total Contract Time is 90 calendar days to Substantial Completion and 120 days to Final Completion.

b) Contract allows 60 days to award project but due to the collapse sewer line the town and DEQ will work to expedite the award process.

c) Damages for late completion beyond Substantial Completion will be liquidated at $300/day.

d) Damages for late completion beyond Final Completion will be liquidated at $300/day.

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3. QUERIES AND ADDENDA

• Formal Questions Requiring Written Response:

All questions must be received by 5:00 p.m. on May 4, 2026, and include contact information for those submitting the questions. Addenda will be issued as necessary, with the addenda issued by 2:00 p.m. on May 5, 2026. Direct all questions in writing to:

Randy Jones B & B Consultants, Inc.

212 East Ferrell Street South Hill, Virginia 23970 Fax: (434)-447-4257 Email: rjones@bandbcons.com

Questions shall include:

• Reference for the document section and/or drawing sheet number in question.

• Bidder’s name, address, phone, fax numbers, and email asking the question.

• Date

• Question(s) to be answered.

• Addenda

Addenda will be issued in writing as deemed necessary by the Engineer and Owner. Each Addenda shall be noted on the Bid Form in the space provided.

4. BIDDING INSTRUCTIONS AND PROCEDURES

• Time and Place for Bids to be Received and Opened

Separate sealed Bids from qualified Bidders for the Fort Avenue Sewer Replacement will be received by the Town of Blackstone at the Town Hall located at 100 West Elm Street, Blackstone, Virginia 23824 until 2:00 p.m. (local prevailing time) on May 12, 2026, at which time the Bids received will be publicly opened and read. BIDS CANNOT BE SUBMITTED VIA EMAIL ONLY THROUGH eVA OR MAIL.

• Bid Form A Bid Form is included in the Contract Documents. This form can be photocopied for use in submitting a Bid. All information entered on the Bid Form; however, must be original.

• Additional Documents to Accompany Each Bid All Bidders must enclose signed, completed originals (notarized or witnessed as described) of the following:

• Bid Form

• Bid Bond (5% of Bid Price)

• List of Subcontractors and Suppliers

• Contractor’s License Number mailto:rjones@bandbcons.com

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• Bidding Format

• The Base Bid will be based on the total of all unit prices and lump sum items (Parts A, B, and C).

• Review and Award

• Engineer will review bids to confirm Responsiveness, check values submitted, then complete and issue a Certified Bid Tab within 2 business days of the bid opening, noting the apparent low bidder.

• Engineer will request and review Bidder’s Qualifications and references, evaluate the Responsible nature of the Bidders, compare Base Bid against funds, then make written recommendation of Award to the Owner within 2 business days after receipt of the Bidder Qualification as addressed in Article 3 of ITB.

• The owner will review the Engineer’s recommendation, act to award contract, and notify the apparent low bidder, Responsive and Responsible within the time allowed in the Contract Documents.

5. COMMENTS BY OWNER & DEQ

• R/W has been cleared and grubbed by the town.

• At the dead end of Fort Ave. there is an area that can be used for laydown of piping.

• B&B is to verify 10 days prior to Bid opening that the wage rates have not changed but if it has an addendum must be issued.

• The Bidders are to make a Good Faith Effort to solicit DBE. There is no percentage requirement that must be done by DBE.

• The town will have to do process the Bidder weekly payroll.

• The Low Bidder will have to provide once Awarded the Contract the American

Iron and Steel (AIS) Initial Certification Statement.

6. ENGINEER COMMENTS

• Once the award is issued to the lowest responsible Bidder, the Bidder shall submit the required Bonds within fifteen (15) days, or sooner, if possible, to facilitate the issuance of the Notice to Proceed. The Bidder is expected to expedite all actions necessary to ensure a prompt start to the sewer replacement project.

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7. BIDDER QUESTIONS

• Q: Will Bypass Pumping be required?

A: Yes

• Q: Will there be a lot of flow to the project area?

A: The sewer line just has a couple of houses on it so that it will have little flow; however, there is a force main dumping into the manhole at 200 gpm every 25 minutes.