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Addendum No. 1
CITY OF SUNNY ISLES BEACH
Bella Vista Bay Park Improvements
CITY RFP NO. 11-05-01
To All Bidders:
Bidders for the above-referenced project shall take note of the following changes,
additions, deletions, clarifications, etc. to the Plans and Specifications, which in
accordance with the Contract Documents shall become a part of and have precedence
over anything shown or described otherwise.
~ The construction budget for this project is $380,000.00.
END OF SECTION
Addendum No.2
CITY OF SUNNY ISLES BEACH
Bella Vista Bay Park Improvements
CITY RFP NO. 11-05-01
To All Bidders:
Bidders for the above-referenced project shall take note of the following changes,
additions, deletions, clarifications, etc. to the Plans and Specifications, which in
accordance with the Contract Documents shall become a part of and have precedence
over anything shown or described otherwise.
1. Wednesday, May 18, 2011 - Pre-Proposal Conference Summary Minutes and
Sign-In Sheet (attached).
2. RFI #1 from Lynx Construction Services: There are not technical specs in the
documents for this project. Please, provide.
All the specifications are available online via Demand Star. Please see the bid
document Section 3.0 and attachments.
END OF SECTION
City of Sunny Isles Beach
18070 Collins A venue
Sunny Isles Beach, Florida 33160
Mandatory Pre-Proposal Conference Summary Minutes
Wednesday, May 18,2011 at 10:30 a.m.
RFP No. 11-05-01, Bella Vista Bay Park Improvements
Gio Batista, Public Works Director/City Engineer, welcomed everyone. Staff present: Acting City
Manager Jorge Vera, City Clerk Jane A. Hines, and Assistant City Clerk Mauricio Betancur. Public
Works Director Gio Batista asked that everyone be sure to sign in as this is a mandatory meeting.
The deadline for submission of Request for Proposals documents is Wednesday, June 1,2011 at
10:00 a.m., at which time those sealed responses will be publicly opened. Any additional
questions are required to be in writing and may be submitted up to five (5) days before the opening
(at the close of business, Friday, May 27, 2011), which will be answered and posted on
www.demandstar.com. You may email themtoCityClerkJaneA.Hinesatihines@sibfl.net. or fax
them to 305-792-1563.
Director Batista gave an overview of the project noting that the Park is located at 500 Sunny Isles
Boulevard and you gain access to it off the bridge, there is a business loop that goes around and into
the Park. There are about 26 parking spaces that are outside the Park which is vacant now but we
currently use it for a dock, and we have a vendor t~at uses that particular dock. It is important to
note on this project that staging and mobilization will have to be limited to some degree to allow
people utilizing that dock, to gain access to it. We understand that there will be a time where the
dock might be closed because according to the contract there are minor repairs that are going to be
performed on that dock, a small area that has some broken boards.
Director Batista said we are planning on putting in brick pavers, a pre-cast structure, and there is an
existing pavilion that is going to have to be completely restored and reconstructed with standing
seam metal roof. There are electrical and irrigation, the utility is the City of North Miami Beach,
and there are impact fees that have to be paid. The City of Sunny Isles Beach will pay for those
impact fees. The contractor will be required to run the plans to all the agencies having jurisdiction.
That means that the plans come to us, we did a dry-run review already, however the qualifier has to
sign off, and pull the permits for the City. We currently have permits in process at DERM, it is a
Class 2 Permit, and that is because we are close to the shore of Intracoastal Bay. That does not mean
that us obtaining that particular permit is going to disallow the contractor from pulling permits. The
contractor/qualifier is required to get all permits in their name. The City of Sunny Isles Beach will
be an applicant for filing but that name has to be transferred back to the qualifier. That includes any
special inspection, include in your proposal a fee for Special Inspectors. If there are any special
inspections required that will be on the contractor's dime.
Director Batista said there are other elements to this, for example in the body of Section 3, some
minor points are Special Inspectors, the proposer is required to fix some portions of the dock. We do
not have the square footage of that however we are going to target 1,000 square feet of dock
replacement, and so in your proposal please put 1,000 square feet of dock replacement. Primarily we
are talking about the boards and one of the beams or rafters underneath those boards, one is broken
11-05-01 Pre-Submittal Conference QA 051811
Page 1 of 4
and so we need to repair that. Also, it is not in the plans but there are two (2) %-inch conduits that
must be placed for AT&T lines, from the right-of-way, the entryway to the pre-cast structure. The
plans are on Demand Star. We will be providing two (2) signed and sealed sets of plans to the
contractor so they can pull permits. If you need more plans for other agencies, just make the request
to the City and we will provide you with additional plans because you will need some for the City of
North Miami Beach. Outside of that, you are all welcome to the site to take a look at it and become a
little more familiar with it. There are a lot of elements that he is not going to discuss now that is part
of the plan, there is drainage in there, signage, landscaping, specialty items, etc. There is a statement
that he makes in Section 3 that says that this project is 100% turn key, it is a fairly simple project, it
is not complicated but what might complicate it may be DERM, we are in the process of getting the
first DERM application in and we are hoping to get their comments back. As soon as that becomes
available to him, and if it is available prior to your submittal, then he will post it on Demand Star.
For the comments that we received from the Building Department, there were not many, and so we
just made those adjustments in the plans that are now on Demand Star.
Director Batista opened the meeting to questions from the prospective bidders.
QUESTIONS AND COMMENTS FROM PROSPECTIVE BIDDERS
1. Regarding the two conduits, how long is the entryway to the structure?
You have to field verify. When you look at the plans you will see the structure, you will
see the roadway coming in and there is only one roadway that is adjacent to the site,
and so just calculate from that roadway up to the structure stub out and put the pull
strings in there.
2. Are specs going to be provided?
The specs are on the plans, the Architect provided a set of plans and a set of specs, and
he said all the specifications or all the information that is necessary to provide a
proposal is on the plan, that doesn't mean you are not going to have an RFI. If you
have an RFI he will be happy to answer it but take a look at the plans. Section 3 of the
Scope of Services on this form are those elements that he personally tries to include to
give people a good sense of what they are looking at in terms of bidding. Nothing is
more important than the plans.
3. Is there a way to get a list of everyone that attended today's meeting?
Yes, it will be posted on Demand Star.
4. Are there any bid forms showing break down prices?
No, there is no bid form. Submit your price in a lump sum, you do not have to break it
down, and that is why he tries to target all the things in Section 3. There will be an
Addendum with Supplemental Provisions which are housekeeping items [Note: The
Supplemental Provisions were already posted to DemandStar as an attachment]. Once a
vendor is selected we will do a Schedule of Values, and that Schedule of Values is going
to be a meeting to discuss item by item, a breakout of the entire project. That is where
we get into the nuts and bolts of what is going to be paid, and how it is going to be paid.
The caveat to that is, everything is inclusive, just because we don't include a particular
item doesn't mean that it is not part of your proposal. The proposal number comes in,
and that number encumbers the entire project as defined by the RFP.
11-05-01 Pre-Submittal Conference QA 051811
Page 2 of 4
5. Can we just write our price on letterhead in our proposals?
The actual RFP will tell you how to break out your submittal, your proposal, and the
price just incorporate it wherever the RFP states. It is pretty straight forward.
6. Do you recommend a vendor?
We used AES in one of our projects, they have an assortment of pre-cast structures.
He believes that AES is the recommended vendor but again, you submit the shops. We
will review it and depending on that we will make a decision.
7. What is the duration of the project?
It may be in the body of the RFP but he typically does not place a timeframe on it
because of the Selection Process. If someone proposes to do it in a shorter period of
time then there is an advantage to that, we let you all take a look at it and depending on
how you visualize your availability and your subs availability and how you coordinate,
that will determine it. You need to incorporate in the body of the RFP how long it is
going to take for you to complete this project. We typically ask for, but we don't
require, a little construction schedule of sorts, but as long as you say how long it is
going to take you, we are good.
8. It says in the RFP 60 days.
We are not going to do the 60 days, we will allow you to formulate your own
construction schedule. He does ask that you consider the time restraints because that is
one of the items that he is going to look at to determine who is going to be the vendor.
And there is a couple of long-lead items in there and 60 days is cutting it close because
you have the standing seam metal roof and the pre-cast that has to be done and those
two elements alone have a fairly long-lead item, some are eight weeks, some are ten
weeks depending on who you are getting it from.
9. The only environmental agency you have applied to is DERM?
Yes, we considered Army Corp of Engineers and the Coast Guard, however he is
leaving that in everyone's capable hands. The presumption was if he submitted it to
DERM, that DERM would say you need to go to Army Corp of Engineers, etc., they
have not told him that.
10. Then DERM has not given you the Completion Summary?
No, and that is going to be key. He is hoping to get it before you all submit so that you
will have an idea as to what is going to be required as part of that Class 2.
11. Is the City going to have a standard contract form?
Yes, we have a standard contract form. The contract will be done when we select a
vendor and we send a form to you.
12. Has there been a dry run?
Yes, and we did an internal for Sunny Isles Beach, and we have incorporated all the
comments back into the plan. We currently have a permit application with DERM and
we are waiting for their response, we sent it about a month ago and they have 60 days
to review.
11-05-01 Pre-Submittal Conference Qi\ 051811
Page 3 of 4
13. Can we have the processing number?
We pay for the fees for the permits.
14. Would that be an additional contingency amount?
Yes, that is our contingency. What we won't pay for is special inspections and the
requirements of the permits, and so he is trying to get that information ahead of time so
we will have a good sense of what we are doing.
If any contractor has experience in constructing adjacent to the Intracoastal he would
like to see it in your qualifications.
When you submit your proposals don't put them in a binder, just put a binder clip at
the top.
The mandatory Pre-Submittal Conference was concluded at 10:50 a.m.
II-U5-01 Pre-Submittal Conference QA 051HII
Page 4 of 4
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f\\~Pre-Proposal Conference Sign-In Sheet
Request for Proposals No. 11-05-01, Bella Vista Bay Park Improvements
18070 Collins Avenue, 1st Floor Meeting Room, Sunny Isles Beach, FL 33160
Wednesday, May 18,2011 at 10:30 a.m.
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Page 1 of 5
Pre-Proposal Conference Sign-In Sheet
Request for Proposals No. 11-05-01 Bella Vista Bay Park Improvements
18070 Collins Avenue, 1st Floor Meeting Room, Sunny Isles Beach, FL 33160
Wednesday, May 18, 2011 at 10:30a.m.
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Page 2 of 5
Pre-Proposal Conference Sign-In Sheet
Request for Proposals No. 11-05-01 Bella Vista Bay Park Improvements
18070 Collins Avenue, 1st Floor Meeting Room, Sunny Isles Beach, FL 33160
Wednesday, May 18, 2011 at 10:30a.m.
Name: E:'dJ-~L ~\: , Title: ~ b 0l~Gclccr
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Page 3 of 5
Pre-Proposal Conference Sign-In Sheet
Request for Proposals No. 11-05-01 Bella Vista Bay Park Improvements
18070 Collins Avenue, 1st Floor Meeting Room, Sunny Isles Beach, FL 33160
Wednesday, May 18, 2011 at 10:30a.m.
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Page 4 of 5
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Pre-Proposal Conference Sign-In Sheet
Request for Proposals No. 11-05-01 Bella Vista Bay Park Improvements
18070 Collins Avenue, 1st Floor Meeting Room, Sunny Isles Beach, FL 33160
Wednesday, May 18, 2011 at 10:30a.m.
Name: LfiAt 6 T. OF~'1.,l
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Addendum NO.3
CITY OF SUNNY ISLES BEACH
Bella Vista Bay Park Improvements
CITY RFP NO. 11-05-01
To All Bidders:
Bidders for the above-referenced project shall take note of the following changes,
additions, deletions, clarifications, etc. to the Plans and Specifications, which in
accordance with the Contract Documents shall become a part of and have precedence
over anything shown or described otherwise.
~ Request for Clarification:
. In plan C-1, the legend refers to the new pavers area as 8" x 8" x 2-3/8"
concrete pavers, and the section A-A in the same plan, calls for 4" x 8" x
2-3/8" concrete pavers. Please, clarify. Also, in the sheet AS2.0, Note 2,
says "New pavers are to match existing public lot adjacent to the north of
the property. Contractor shall attain this information from the City of Sunny
Isles Beach for type used". Please provide us with that information.
The pavers are to be like the ones located adjacent to the public lot North
of the site as noted in the architectural sheets. The size of these pavers
seem to be as noted on civil. The field appears to be 8"x8" with the
borders at 4"x8". Refer to photo shown in sheet AS1.0. The information as
to what manufacturer was used is not known to the architect. The City of
Sunny Isles Beach has been unable to locate the manufacturer's
information related to the pavers; however, the proposers shall ensure that
the pavers included in the proposal are similar to those existing. The
proposed paver information and submittals must be provided to the City
for review and approval prior to purchase and/or buyout. The City will
have final approval on the pavers.
,
. In sheet A 1.0 -1, are given the plant, sections and details for the
kiosk located at the east site of the Park. The plan C-1 says that
building structure and associate components are not in contract.
Please, clarify.
The building is part of the contract as stated in the architectural sheets.
Refer to sheet A 1.0 for building requirements under "NOTES". All
elements related to the precast building is the sole responsibility of the
proposer to ensure compliance with the plans and the intent of the project
as depicted in the same.
END OF SECTION
".
Addendum NO.4
CITY OF SUNNY ISLES BEACH
Bella Vista Bay Park Improvements
CITY RFP NO. 11-05-01
To All Bidders:
Bidders for the above-referenced project shall take note of the following changes,
additions, deletions, clarifications, etc. to the Plans and Specifications, which in
accordance with the Contract Documents shall become a part of and have precedence
over anything shown or described otherwise.
~ Request for Clarification:
. In scope section 3.1, for a bonded job, the 10 years experience
requirements is unusual in a project of this size. Are there plans to issue
an addendum to increase participation and remove this requirement?
10 year experience minimum to remain.
. Please clarify, how the experience requirement will be calculated or
determined? For instance, will any or the following be used?
a) From the date of the qualified first licensure;
b) From the date of Corporate Registration;
c) Based on principals individuals experience;
d) Or other. Please detail.
From the date licensure for the firm was provided by the State of Florida.
. Is require by the City of Sunny Isles Beach the plaque with the logo on the
end arm rest of the benches? Please, see attachment.
All benches shall have the City of Sunny Isles Beach logo.
. Florida Thatch Palm 10'-12'. Our subs said that type of palm grows up to
8'. The height required is very hard to find and the price is very expensive
as well.
Thatch Palm - 8' high required. Delete 10'-12' height requirement.
..
. Red Tip Cocoplum 36" HTG in 3 Gal. Our subs mentioned that this plant
usually comes in 24" HTG in 3 Gal or 36" HTG in 8 Gal.
Cocoplum - 36" HTG in 7 or 8 Gallon container. Delete 3 gallon.
. Is there a project completion date?
Completion date to be provided by Contractor and specified within the
body of the proposal.
. The bid submittal package is requesting dates for the addenda but none of
them were dated by the City. Do I put the dates I downloaded them?
Since no dates were listed on the addendum, please attach each
addendum to your bid package and mark the addendum as received on
the addendum acknowledgement page.
. What is the Bid Bond amount?
5%
. What are the liquidated damages?
$800.00 for each and every calendar day the work remains incomplete.
END OF SECTION