I. General Information. A. Project Team & Contacts: Role Company Name Phone City of Johnson City Jeff Owner Water & Sewer Harmon, PE Department
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1 I. General Information Civil Engineering Surveying Environmental Consulting Tysinger, Hampton & Partners, Inc. OPTIONAL PRE-BID MEETING MINUTES Austin Springs Road Water Line Replacement Project ITB #6190 / TH&P Project No C January 17, 2:00 PM A. Project Team & Contacts: Role Company Name Phone City of Johnson City Jeff Owner Water & Sewer Harmon, PE Department Engineer TH&P Jill Workman, PE (423) jeffharmon@johnsoncitytn.org (423) jworkman@tysingerengineering.com B. Contract Documents: 1. $250 per hard copy set 2. Set must be purchased to submit a bid 3. Free digital set available upon request 4. Available for viewing at City Purchasing Agent, TH&P office, AGC, & Knoxville Builder s Exchange C. Bid Opening: When: 2:00 PM Wednesday, January 31, 2018 Where: City of Johnson City Office of the Purchasing Agent City Service Complex 209 Water Street Johnson City, TN D. Bid Submittal: 1. All bids must be enclosed in a sealed envelope with the State Contractors Licensing Information Bid Envelope Form (Section ) firmly attached to the outside. 2. Do not need to submit entire Contract Documents. Submit the following items to Bid: a. List of Proposed Subcontractors; Tysinger, Hampton & Partners, Inc Bristol Hwy. Johnson City, TN Phone: Fax#1: Fax#2:
2 b. List of Proposed Suppliers; c. Copy of License; d. Drug-Free Workplace Affidavit (Section ); e. General Insurance Requirements of the Utility (Section ); f. Insurance Checklist (Section ); g. Acknowledgement of Requirements for Bids, Requests for Proposals, and Contracts Between the City of Johnson City and Other Parties and the Requirements of the Iran Divestment Act (Section ); h. Bid Form (Section ); i. State Contractors Licensing Information Bid Envelope Form (Section ); j. Non-Collusion Affidavit of Contractor (Section ); k. Bidder s Affidavit (Section ); l. Required Bid security in the form of Bid Bond (Section ) or Certified Check. 3. Please be sure to review all of the Bidding and Contract requirements for this project. Review, complete, sign, and check all necessary documents before submitting your bid. Bid Form must be signed where indicated to be valid. 4. The Owner reserves the right to waive any irregularities or reject any or all bids. The Owner further reserves the right to reject the Bid of any Bidder whom it finds, after reasonable inquiry and evaluation, to be nonresponsible. The Owner may make such investigations as deemed necessary to determine the ability of the selected Contractor to perform the work. E. Contract Time: 1. Substantial Completion: 270 calendar days ($750/day LD) 2. Final Completion: 330 calendar days ($500/day LD) F. Wage Rates: There are no wage rates applicable to this project. G. The project is bid as a unit price contract. The Work may be reduced or increased at the Owner s option. Items not specifically called for on the Bid Form shall be included in the payment for the item with which they are associated. The measurement and payment for all unit price items is included in Section H. No geotechnical exploration was performed for this project C 2
3 II. I. The Contractor is required to have a copy the Contract Documents, easements, and permits in the field, and to reference them. Easements A. Limited easement area outside of public rights-of-way has been acquired for this project. General easement areas are shown on the Plans; obtained easement documents will be provided to the Contractor by the City. The Contractor shall minimize clearing of the site, and limit disturbance to those areas indicated on the Plans. B. No easements were acquired for Tract 62 and Tract 90. Work shall be completed inside the existing ROW or easement areas. C. The Contractor shall not damage existing trees on Tract 63. This will be clarified in an Addendum. D. A right of entry has been obtained for Tract 102. Special conditions for this Tract include: 1. Contractor shall replace damaged landscaping; 2. Contractor shall restore driveway with compacted pug mix backfill only. 3. Homeowner will have driveway repaved after construction. Special conditions for this Tract will be included in an Addendum. E. No easement has been obtained for Tracts 10, 21, and 22. A field realignment may be needed. A field realignment will only be required if the City does not obtain these easements. The City is currently in the process of acquiring. F. The City will not be involved with any work done by the Contractor outside of the Contract (private work requested by property owners such as paving, tree removal, etc.). III. Layout A. TH&P will provide control points for construction. We will also provide a digital file for use in layout upon request. B. The Contractor s surveyor is responsible for laying out the Work, establishing the limits of construction, establishing the no blasting zones, maintaining established control, and providing an accurate record of as-built installations C 3
4 C. The vertical alignment may be adjusted by the contractor in the field. Adjustments shall not result in additional high points or ARVs unless approved by the City. Adjustments shall be approved by the City prior to construction. IV. Permits: V. Installation A. The Contractor shall be required to adhere to the general conditions, special conditions requirements, and laws associated with the permits. The Engineer will furnish a copy of each permit to the Contractor. B. The following permits have been obtained for this project and are part of the Contract Documents: 4. Army Corps of Engineers Permit LRN Tennessee Department of Conservation Aquatic Resource Alteration Permit (ARAP) NR Tennessee Department of Conservation Division of Water Resources Permit DW Tennessee Department of Conservation General NPDES Permit for Stormwater Discharges Associated with Construction Activity (CGP) Permit TNR Washington County Highway Department Right-of-Way Excavation Permit C. The Contractor will be responsible for purchasing a grading permit from the City of Johnson City (reference Permit Application #PRPL ) prior to construction. The fees for this permit will be paid by the City of Johnson City Water and Sewer Department. D. Any fines issued for non-compliance with the permit conditions shall be paid by the contractor. G. Special Permit Requirements: 1. The contractor shall not remove any tree over 3-inches in diameter breast height within 15 feet of stream crossings authorized by the ACOE. 2. There will be no blasting for stream crossings or within 60-feet of the top of bank. H. Inspection: The City of Johnson City Water and Sewer Department to provide construction inspection of the project C 4
5 I. Excavation: 1. All excavation (including rock, which is not a separate pay item, shall be included in the unit price bid for the item with which it is associated. 2. The Contractor shall provide, install, and maintain safety fence around all open trenches and work areas to protect premises from entry by unauthorized persons. J. Access: Access to all local businesses and property owners shall be maintained during the project. K. Services: Utility services shall be maintained during construction. Temporary measures to maintain service shall be included in the unit price bid for other items. The City will provide door hangers to inform customers about the construction project. The City will allow the use of PEX pipe to temporarily tieover service lines. The PEX pipe shall be removed and replaced with copper line to complete service line installations. L. Laydown/Staging Area: The Contractor may use the City of Johnson City property at corner of Oakland Ave. and Austin Springs Road for a laydown/staging area. Site must be kept tidy and cleaned up after construction. Do not store materials or equipment in the floodway. Four properties available at Tracts 1, 2, 3, & 4 as shown on the plans. M. Waste Material: 1. All waste and construction debris shall be removed by the contractor and disposed of in accordance with local and state requirements. 2. All off-site disposal areas shall be permitted in accordance with TDEC requirements. 3. A Disposal Area or Access Agreement is provided for use by the contractor in Section of the Contract Documents. N. Phasing: Initial phase of water line installation shall include completion of LN:W1 Sta (E.O.L.) to Sta and LN:W2 Sta to Sta (E.O.L.). O. Restoration: All work within 3,000 LF of forward progress shall be complete, including all testing, tie-overs, and restoration before construction advances. The City may allow construction to advance while some items are incomplete, such as services lines and some restoration items. The Contractor shall obtain approval from the City on all restoration delays prior to advancing construction C 5
6 P. Connect to Existing 20 Main: 1. The Contractor will be required to contract with Thompson Pipe to complete the tap to the existing 20 PCCP main on Oakland Ave. 2. The Contractor shall coordinate and schedule the work with Thompson Pipe. 3. Items to be provided by the contractor and by Thompson Pipe are listed in the Plans (Detail 9, Sheet C6.2) 4. All items required for the successful completion of the tap shall be provided by the contractor in the lump sum price bid. 5. Contact for Thompson Pipe: Mr. Scott Noonan P.O. Box 101 Coldwater, OH Ph: (419) Fx: (419) VI. VII. Traffic Control: The Contractor shall coordinate traffic control with the Washington County Highway Department, the City of Johnson City, emergency responders, and schools, as applicable. The traffic control plans provided are to serve as a guide only, and other signs, barricades, barrels, or other traffic control devices may be required during various phases of construction. The Contractor shall be responsible for all traffic control and shall submit detailed alternate traffic control plans for approval prior to beginning construction. Questions: 1. The last day to ask questions is Wednesday, January 24, Please submit all questions in writing to Jill D. Workman, PE at jill.workman@tysingerengineering.com 2. If required, a final addendum will be sent to the plan holders by noon on Friday, January 26, Pre-Bid minutes and sign in sheet will be sent to all planholders and attendees. Q: Is fence replacement a pay item? A: No. Fence replacement shall be included in the payment for the item with which it is associated. This will be clarified in an Addendum. Q: At what distance from the edge of pavement (EOP) are trench installations required to be backfilled to the surface with stone in the Washington County ROW? A: Installations within 18-inches of the EOP shall be backfilled with compacted crushed stone. This requirement will be reviewed and clarified in an Addendum, if needed C 6
7 Q: Are there any days that the Contractor is prohibited from working? A: Yes. The Contractor is not allowed to work on City Holidays. This will be clarified in an Addendum. Q: Is work restricted to just the holiday itself? A: Yes. Q: Are there any properties that cannot be tied-over to the new system during the day? A: No. Q: Are the water meters to be supplied by the City? A: No. This shall be included in the unit price bid for water meters C 7
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ACKNOWLEDGEMENT OF RECEIPT OF ADDENDUM
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