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City of Sunny Isles Beach 18070 Collins Avenue Sunny Isles Beach, Florida 33160 Mandatory Pre-Bid Conference Summary Minutes Tuesday, September 28, 2009 at 10:00 a.m. Bid No. 08-10-01, Median Closure at 17Sth Terrace & Collins Ave and SR AlA Collins at 183 St Streetscape Improvements Bill Evans, Assistant Public Works Director, welcomed everyone and introduced City staff. He gave a brief description ofthe project, mentioning that the median curbing at 17Sth Street and Collins will include, but is not limited to, curbing and demolition. The landscaping at 1 83rd Street and Collins A venue streetscape will be demolition of trees, demolition of existing of walkways, brick pavers work, street lighting and underground work, etc. The project timeline is as follows: a substantial completion within 130 days and full completion within 160 days. Bill Evans stated that this is a federal aid project, which means that the paperwork is very intensive and involved. He introduced George Fisher, Grants Coordinator, who discussed the federal requirements. George Fisher mentioned that the name of the federal program is the American Re- Investment Recovery Act of 2009. He stated that the contractor must submit required documentation to the City by the 9th day of each month. The City will in turn upload and submit the information to Florida Department of Transportation ("FOOT") on the following day. FOOT will then submit it the federal government by the 20th day of each month. George Fisher also mentioned that among the information that is needed, all subcontractors must provide their Federal Tax 10 Nos. George Fisher stated that for this project, federal law requires the contractors to pay their employees on a weekly basis. The contractor will also be subject to the Davis-Bacon Act, which dictates the federal minimum wage. George Fisher mentioned that the City will have a Resident Compliance Specialist, Diana Williams, who will represent the City in the day-to-day federal requirements. Diana Williams will meet with the successful bidder to ensure compliance with all requirements. Danny Iglesias, Local Agency Programming ("LAP") Coordinator for FOOT, introduced himself and reiterated that all documents and information must be received by the 20th day of every month. The City and FOOT will need the full cooperation of the successful bidder to comply with all the requirements. Danny Iglesias stated that the Federal Government does not allow any contingency items for federal aid projects. All work must be itemized or listed as local funding. He also mentioned that all federal aid money must be reported and spent first. Deadline for submission of bid documents is Tuesday, October 20, 2009 at 10:00 a.m. at which time those sealed bids will be publicly opened. Pursuant to Volume 1, Section 00100, paragraph 09-09-01 Mandatory Pre-Bid Conference Q1\ Page 2 of 3