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City of Sunny Isles Beach 18070 Collins Avenue Sunny Isles Beach, Florida 33160 Mandatory Pre -Bid Conference Summary Minutes Wednesday, June 4, 2008 at 10:00 a.m. Bid No. 08- 06 -01, Atlantic Isles Utility and Roadway Improvements City Clerk Jane Hines opened the Pre -Bid Conference. Sabrina Baglieri, Construction Services, Calvin Giordano and Associates, handed out Addendum No. 1 which included Plan Sheets that replaces the original Plan given out with the Bid Package, and the North Miami Beach Plan Sheets 1 thru 9 to be part of Alternate No. 1 of the Bid Schedule. Whoever has not picked up plans yet, can pick them up tomorrow from the City Clerk's Office and they will include Addendum No. 1. Deadline for submission of bid documents is Monday, June 16, 2008 at 11:30 a.m. at which time those sealed bids will be publicly opened. Any additional questions are required to be in writing and may be submitted up to five (5) days before the bid opening (Wednesday, June 11, 2008), which will be answered and forwarded to all of today's participants. You may email them to Sabrina Baglieri at sba lg ierigealvin- giordano.com Ms. Baglieri noted that we are looking at awarding this project at the July 17, 2008 City Commission meeting, and after it is awarded, the contractor will have about 30 days to process all the contract documents, bonds, insurance, etc., and we are looking to issue the Notice to Proceed by mid August. She presented an overall description of the project, and encouraged everyone to review Section 500 and Section 100 instructions to bidder regarding insurance requirements. She noted that this is a critical project in time lines, and has very high liquidated damages after substantial completion, and $2,000 per day until final completion, and for the first time, we have an early completion bonus of $2,000 not to exceed $60,000. Ms. Baglieri announced that a revised Section 300 is going to be issued as Addendum No. 2 that we ' are going to fax to everyone, including the summary minutes of today's meeting. She noted that the requirements should not change too much but we do want to make some adjustments based on the ' revised plans, and also we have the North Miami Beach (NMB) Plan Sheets as an alternative item, which is for installation only, NMB has not made a decision as they are coming up with a new water main. We will add an allowance number for doing the layout of the undergrounding for FPL. NMB ' will be separate because it is not part of the base bid depending on how the numbers will come, NMB will decide if they will go with your numbers or if they will do it themselves. ' Ms. Baglier introduced Engineer Ronnie Navarro also of Calvin Giordano and Associates, who went over the technical points of the project. He said Addendum No. 1 has a new set of specifications to be in accordance with DERM and WASA comments, but we are good on the gravity sewer. For the ' drainage system we have taken out most of the swales, you are not going into a drainage swale but a cortex system as a solution for the stormwater system. We are anticipating one old form instead of 08 -06-01 Pre -Bid Conference QA Page 1 Of 7