HomeMy WebLinkAboutITB 20-09-01 - Mandatory Pre-Bid Minutes
City of Sunny Isles Beach
Minutes for ITB No. 20-09-01
Golden Shores Street Lighting
18070 Collins Avenue, 1st Floor, Sunny Isles Beach, FL 33160
Mandatory Pre-Bid Conference: Tuesday, October 27, 2020 at 11:00a.m.
PRESENT: Christopher J. Russo, City Manager
Susan Simpson, Assistant City Manager
Paul Abbott, Consultant, HPF Associates, Inc.
Tim Hall, Engineering Consulting Services, Craven Thompson & Assoc., Inc.
Genesis Cuevas, Purchasing Agent
Marline PierreSaint, Assistant City Clerk
Audience: Interested Parties
Sign in sheet (attached)
11:05am
Introduction:
PAUL:
• Explanation of map
o Yellow/red dots concentrating where equipment is planned/tight knit, narrow,
single Family Street.
• Bid plans are exactly how they are
• Addendum will be published by Thursday, Oct. 29th
• Take to Commission next Commission meeting on Thursday, Nov. 20th
• Along Collins completed and moving to Golden Shores
o trench dig in asphalt – yet to come
o 48 existing FPL lights within community needs to stay active throughout life
• New lights up/new service points
o Successful contractor will be responsible for taking down, but needs to stay
functioning until new lights are up
• Working rules
o 8 a.m. earliest (single family residential)
o Daylight savings: to 6 p.m./sunset
o No working after dark
o End at 4 p.m. on Fridays, equipment off streets
• Staging Area
o 186th and Collins
o Larger items stored under Lehman William, 192nd Street
• Permits
o Job not permitted, city reviewing plans/no permit fees & costs
• Craven Thompson and HPF Assoc. will inspect project
• Maintenance of traffic is crucial
o Police required if street is blocked from thru traffic
• Contractor to include potential cost for details in bid based on how they manage project
• Never interfere with resident’s access to home
o Have steel plates available to cover a trench if necessary – to allow access to
neighborhood as needed
o Sandra Block, from police, will manage all details
o Prefer to use City police but (3) other cities assist: Golden Beach, Bay Harbor, &
Indian Creek.
o Available on website for charges, or reach out to City Clerk, Mauricio Betancur
• 1 Addendum for this process
o Revised bid form
o Line item: value engineering not to be included in base bid/but interject value
engineering into it
o Represent to City what value engineering idea you have - materials, means &
method etc.
• Sealed separate envelope, included in bid for value engineering
• Allowance
o Contingency set amount, not based on % of construction, need City’s approval
first
o Service points – overhead power to undergrounding – there may be an alternate to
service point construction
• Line item: spread footing
o Will be presented in Addendum, understand unit price for spread footing
o Bid to include sales tax
o Utilize direct Purchase Order process to release tax savings
o Administer cost impact
o Addendum will include bidder’s lists, minutes with directions
• Schedule (if need to pick-up 6th day)
o If need to work to meet schedule on Saturdays, need to request from City, have to
have permission first
o Cannot be holidays or other events that may be going on in the City
TIM: Ask if we defined the schedule?
PAUL: No we did not.
• Once awarded and delivery of fixtures & lights is confirmed a schedule will be required
from successful bidder, contract time will be “of the essence”
o Conduit, boxes, decorative fixtures, are many weeks away
o Start layout, identify & confirm right-of-way
o The City will not set control points
o Adamant about maintaining field red line – as built conditions - all of installations
Q & A:
Q: Is there a probable cost?
A: Unable to determine a specific budget amount for the street lighting at this time.
Q: How about the layout?
A: We’re waiting input from utility companies.
Q: Will the City bid for the underground project?
A: Yes, end of 2020, would like it to be 1st quarter of 2021, very soon about (3)
months out to bid.
Q: Are we placing poles behind the houses?
A: Front of, no rear of, everything needs to be front of houses. Service point (4) – all
fed off existing overhead lines off of Atlantic.
Q: Do we put the asphalt back in?
A: Yes, entirely new asphalt. Similar to Collins Ave project, Easy Street as
manufactured by General Asphalt would be a reasonable suggestion, but not
required, temporary asphalt, use substantial materials.
Q: How about the water/sewer/drainage throughout the street?
Not being changed, water services are in the rear of, all street lights & conduit
serving neighborhood in front of.
Q: How about all the utilities?
A: Common trench configuration will be FPL/Atlantic Broadband/ATT, FPL on
bottom & all other utilities on top, 48 inch depth of excavation.
Q: How about conduits trench?
A: A detail will be provided in Addendum as to know what restoration requirements
are. Generally, the back fill consist of – base general fill, 1 lift of typical road
base, and then asphalt – no friction course, only structure base of asphalt.
Q: It’s 24 inch coverage, only 24 inch deep?
A: Correct, we will also define that.
Q: How is trench filled?
A: We will give details.
Q: Redlines signed and sealed?
A: No signed and sealed are required, only redline mark ups.
No pay request approved without current redline plans
Q: FPL hard to work with?
A: None, some are on FPL service poles, those will be disconnected but not
removed, others on individual poles to be removed later, they are City lights
Q: Are they concrete or wood?
A: Most wood, some concrete.
Q: Alternative poles?
A: To be submitted as Value Engineering suggestions Bidder to provide more details.
Q: Service goes back to alley?
A: Go to rear of, Paul will handle FPL, work great w/ ppl from FPL.
Q: New light poles do not have to come from specific brand? (Luminaire) etc.?
A: Meeting details on plans.
Q: Is wind load requirement 175 mph calculation?
A: Correct.
Q: Bid on specification?
A: Multiple manufacturers on poles, needs to meet standard of specifications.
GENESIS: Please remember:
• Submit bid questions to Mauricio Betancur, City Clerk, tomorrow, by 5pm
• Addendum by Thursday On-Demand Star
• Be certain Submission is signed
• Pg. 29 Addendum
• Proof of insurance/bonds
• Add Bid Proposal cost numbers electronically (typed) (easier to read)
• Section 4, Response format provide (1) original, (4) copies and (1)
electronic copy (USB or CD)
• (3) references
• Bring Bids to 4th floor, Bid Opening is Tuesday, November 10, 2020, 1st
floor
• Supporting documents & qualifications
• Indicate exceptions
• Affidavit signed
• Follow the instructions on Section 4.0, Bid Response Format, in efforts to
have a responsive bid upon review.
• Not going to extend bid date
• Sub list & minutes will be on Addendum
THANK YOU ALL!