TABLE OF CONTENTS COVER PAGE 1 NO TABLE OF CONTENTS ADDENDUM ACKNOWLEDGEMENT

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2 TABLE OF CONTENTS Sections Description No. of Return with Pages Submittal COVER PAGE 1 NO TABLE OF CONTENTS ADDENDUM ACKNOWLEDGEMENT 1 YES SECTION A CHANGES TO THE CONTRACT DOCUMENTS 1 NO SECTION B PRE-BID CONFERENCE AGENDA 1 NO SECTION C PRE-BID MEETING MINUTES 7 NO SECTION D QUESTIONS AND ANSWERS 2 NO SECTION E PRE-BID CONFERENCE SIGN IN SHEETS 2 NO SECTION F REQUIRED RICHLAND COUNTY FORMS (* IF SUBMITTING PAPER BID) 16 YES * APPENDIX 1 NO RESPONSE FORM 1 NO APPENDIX 2 BID EXPRESS SET-UP GUIDE 2 NO APPENDIX 3 HARD COPY OF BID FORM 2 YES APPENDIX 4 REVISED SPECIAL PROVISION FOR HANDRAILS 2 NO Returned sections will be incorporated with executed agreement Acknowledgement of Addenda Offeror acknowledges receipt of the amendment(s) to this solicitation. (show amendment(s) sign and date of each) Addenda # Date Signature Date 1 04/30/18 ADDENDUM 1, Page 2

3 Section A Changes to the Contract Documents ADDENDUM 1, Page 3

4 CHANGES TO THE CONTRACT DOCUMENTS 1. See Appendix 1 of this Addendum for the included No Response Form. The County is interested if any bidders choose not to participate in this bid process. Accordingly, a NO RESPONSE FORM is included in Appendix 1 of this Addendum to allow non-participants to indicate why they would not issue a bid. This data will be used to analyze how the County s procurement efforts could be modified, if allowed within County Ordinances, to assist bidding. 2. See Appendix 2 of this Addendum for directives on the use of Bid Express 3. See Appendix 3 of this Addendum for Hard copy of Bid Form a) The attached hard copy of Bid Form as requested during Pre-Bid Conference 4. See Appendix 4 of this Addendum for a revised special provisions for handrails ADDENDUM 1, Page 4

5 Section B Pre-Bid Conference Agenda ADDENDUM 1, Page 5

6 MANDATORY PRE-BID MEETING Dirt Road Package G Agenda Items April 25, Introductions 2. SLBE Participation 3. Project Description & Performance Period 4. Contract Requirements/Documents a. IFB Documentation b. No allowance c. Bond requirements 5. Specifications and Special Provisions 6. Quality Assurance Testing 7. Project Safety 8. Questions ADDENDUM 1, Page 6

7 Section C Pre-Bid Meeting Minutes ADDENDUM 1, Page 7

8 DIRT ROAD PACKAGE G Project Bid No. OET-588-IFB-2018 Pre-Bid Conference Minutes April 25, :00 A.M. THOSE IN ATTENDANCE: Sign-In Sheets are attached 1. INTRODUCTIONS The Purpose of this meeting was to provide a general overview of the project and to allow potential bidders to ask questions prior to the bid opening. The minutes of the meeting are included herein. At the start of the meeting, Dale Collier allowed all present to introduce themselves. This included representatives of the Program Development Team, Richland County representatives and interested bidders. 2. SLBE PARTICIPATION Collier directed all contractors attention to Richland County s SLBE (Small Local Business Enterprise) Program encouraging the use of County Approved local businesses. He noted that the project has an established goal to utilize Certified SLBE s and outlined requirements for this Package as outlined in the table below. DIRT ROAD PACKAGE G SLBE PERCENTAGE GOAL PROJECT SLBE PERCENTAGE GOAL Dirt Road Package G 4.98% Collier gave an overview of the County s OSBO and SLBE programs and stressed the importance of the Richland County SLBE Program as established by Richland County Council ordinance. He introduced Melissa Watts of the OSBO Office and allowed her to give the following directives with regard to the program. As noted, the SLBE Percentage Goal for this project is 4.98%. 4.98% of the work must be completed by the SLBE prime and SLBE subcontractors. ADDENDUM 1, Page 8

9 The SLBE Office will be tracking a number of variables during the project utilizing their B2G Now Software to include the following: o The number for subcontractors assigned to the project o The actual SLBE percentage achieved during the project o Prompt Payment to SLBE s (within 7-days of GC receiving payment) as required per the Contract Documents. The SLBE Office will be monitoring SLBE/Subcontractor contracts associated with the program The SLBE Office is responsible for completing compliance reporting for the program SLBE vendors are required to self-perform all work necessary to meet the required participation goal. SLBE vendors cannot sub-contract more than 49% of their work SLBE vendors must perform a commercially useful function in accordance with the County s SLBE Ordinance and should be fully licensed to complete the work being performed. Only current Certified SLBE firms (per their approved NAICS codes) can be identified as SLBE participants on required bid documents. Firms with pending certifications should make every effort to insure their applications are finalized prior to the bid opening. A listing of Certified SLBE Firms can be found on the County s website at : Enterprises.aspx. Bidders should check the website periodically as it is updated frequently by the County. General Contractors who are unable to meet the indicated SLBE goal must submit documentations outlining Good Faith Efforts utilized in their attempts to secure Certified SLBE firms. SLBE Unavailability Form U is provided for use in the event that a Contractor in unable to meet the indicated goal. Bidders should make sure that they are specifically certified to complete work items in their approved area of work as indicated on their SLBE Certification Certificate. SLBE contractors should contact the SLBE office prior to the bid opening to secure additional NAICS Codes on their Certification Certificate if necessary for the project. The County SLBE office will conduct monthly compliance audits to verify that SLBE firms are paid for completed work All SLBE Firms are encouraged to update their contact information with the SLBE Office and designate a Contract Compliance person who will coordinate with the agency. Firms should contact the SLBE office for assistance as needed at The County s Prompt Payment Clause will be enforced by the SLBE Office to see that firms are paid in accordance with the County SLBE Ordinance. Richland County has entered into a relationship with McCartha Cobb & Associates of Columbia, SC to assist bidders who may have bonding concerns when contracting with the County. McCartha Cobb can be reached via phone at All sub-contractors must be legitimate and provide a commercially useful function for the project. All contractors should be fully licensed to complete the work being performed. Contract documents are available as noted in the Invitation for Bids at: a. The Print Machine (for purchase) b. The Richland Penny Website (for electronic download) ADDENDUM 1, Page 9

10 c. The Richland Penny PDT Office (hard copies for viewing only) Collier clarified for the record that there are no DBE Participation requirements for the project. 3. PROJECT DESCRIPTION AND PERFORMANCE PERIOD Ben Lewis of the PDT introduced himself as the Project Manager for the Penny Program, assisting Richland County with the dirt road program, and described the work as the paving of existing dirt roads in Richland County. He gave the following general overview, which follow the project description as it appears in the Project Manual. Dirt Road Package G: The work consists of complete site work and traffic control including, but not limited to: clearing and grubbing, demolition, unclassified excavation, borrow excavation, sub-base, earth base and aggregate base courses, hot mix asphalt, pavement markings, signage, storm drainage piping and structures, grassing and erosion control measures located within Richland County: La Brew Drive London Avenue Lewis indicated the following regarding required work for this portion of the project. Work consists of two (2) dirt roads to be paved; La Brew Drive and London Ave. Total length of roads to be paved is approximately miles La Brew Drive is located in North Columbia London Drive is located in the St. Andrews area Graded aggregate base is required as denoted on plans Standard bid items are indicated on Bid Form as done on other County paving projects Drainage improvement work is required Resetting of existing fencing is required within the project Typical sections indicate valley gutter, ditch sections and curb and gutter installations The engineer of record for each project in contract is Dennis Corporation All bidders are directed to the Project Manual for Construction where it is required that all work be substantially completed in 180 days after a Notice to Proceed is issued. The County s procedure with regard to issuing a Notice to Proceed will be to reach consensus with the successful bidder prior to establishing this date. Liquidated Damages for late completion of the work will be assessed in accordance with an SCDOT chart as provided in the Sample Contract included in the Project Manual. 4. CONTRACT REQUIREMENTS / DOCUMENTS Collier gave a general overview of Contract Requirements and noted the following in accordance with the provided meeting agenda. He also noted that Richland County will be offering an electronic bidding platform, Bid Express, which can be used by bidders in addition ADDENDUM 1, Page 10

11 to accepting standard paper bids as done on prior procurements in the program. Collier and Wladischkin outlined the requirements for submitting both paper bids and Bid Express. a. IFB Documentation: Collier gave the following update of bidding requirements Bid Date: June 6, Bids will be accepted at 2:00PM. Bid Location: Richland County Procurement Office, 2020 Hampton Street, Suite 3064; Columbia, South Carolina Bidders should allow ample time to enter the facility as parking is metered in the area and limited. All bids must be enclosed in a sealed opaque envelope, bearing the name, address of the bidder, South Carolina Contractors License number, identification of contract being bid and the name of project. Along with the Bid, provide a Bid Bond or Cashier s Check for 5% of the Bid, Acknowledgement of Receipt of Addenda, Performance Bond and Labor and Material Bonds in the amount of one hundred percent (100%) of the Contract Amount will be required. The Bid Form should be filled out in its entirety to avoid being deemed nonresponsive. The Bid must be signed and comply with all South Carolina laws. Bids received after the noted time will be rejected and returned to the bidder unopened. Contractors will be required to hold their bid pricing for 120 days All contractors should be properly licensed for the work being contracted All required taxes should be included in contractor bidding The sample contract to be executed with the low bidder is included in the project specifications. Questions should be forwarded in writing to the attention of Richland County Procurement Manager, Jennifer Wladischkin at procurement@rcgov.us. The last day for questions will be May 16, 2018, at 12:00PM. At least one addendum will be issued to include the minutes of the current meeting and designer clarifications. Contractors should check the County and PDT websites for addenda. Include all required checklists and forms with bids as required Insurance and Bonding requirements should be provided by contractors per specification requirements. Bidders submitting paper bids must submit hard copies of required Standard Richland County Affidavits along with their bid. See Section F of Addendum #1 for required forms to be used by bidders submitting paper bids. b. Bid Express Requirements ( Wladischkin gave the following update prior to Collier reviewing the system on-line with attendees. Bid Date and Time: June 6, 2018 at 2:00PM While acceptable to submit paper bids, electronic bids are preferred The County will transition to accepting only electronic bids during the current year. It is anticipated that fewer bidding errors and/or protests will occur when utilizing this process. ADDENDUM 1, Page 11

12 A key component to completing the electronic bid process is securing a Digital I.D. The Digital I.D. must be submitted seven (7) days prior to the bid The Bid Phase of this project has been expanded to 45-days to allow bidders to get acclimated to the new system and resolve any questions. Instructions on the use of Bid Express will be issued via Addendum. See Appendix 2 of Addendum #1. This I.D. will allow bidders to provide a single signature to acknowledge required County Forms Bid Express is similar to electronic bidding currently used by other agencies including SCDOT Bid Express has alerts to denote incomplete items in the bids and will not allow submission until alerts have been cleared Bidders will have to upload Power of Attorney documents. Bid Bonds can be uploaded via Bid Express electronically utilizing services such as Surety 2000 or Sure Path; however, if a bidder submits a Cashier s Check, it must be physically turned into the County s Procurement Office prior to the Bid Opening Bid Express Website has Documents and Addenda similar to PDT Website Bid Form included at Bid Express Website will also be uploaded to PDT Website for use by those submitting paper bids Standard Richland County Forms are included on Bid Express Website and will require only one electronic signature for all items included. Bid Express will not calculate the SLBE Goal for contractors submitting bids. c. Allowances: Collier noted that as of the meeting, there were no Allowances or Alternate Pricing included in the project. d. Site Visit: Collier said that due to the project encompassing a number of streets, a formal site visit would not be held to review various roads included in the work. He specifically stated that the submission of a bid by a contractor will be deemed as evidence that the contractor has visited each site and is fully aware of project site conditions. e. Collier continued by noting other bidding requirements contained in the Specifications of the Project Manual. He indicated that Standard Richland County Forms must be submitted with all bids. He stated that the Project Manual has been streamlined and does not include these forms; however, they are included in the Bid Express platform for bidders submitting electronic bids. Bidders submitting paper bids must submit hard copies of required Standard Richland County Forms. See Section F of Addendum #1 for required forms to be used by bidders submitting paper bids. f. NOTE: The County is interested if any bidders choose not to participate in this bid process. Accordingly, a NO RESPONSE FORM is included in Appendix 1 of this Addendum to allow non-participants to indicate why they would not issue a bid. This data will be used to analyze how the County s procurement efforts could be modified, if allowed within County Ordinances, to assist bidding. ADDENDUM 1, Page 12

13 g. Collier said that Unit Prices will govern when the Owner evaluates received bids. He noted that each contractor s math will be verified during the Owner s evaluation prior to a recommendation for award being made. An electronic bid form will also be uploaded by Addendum for each bidder s use prior to the due date for bids. 5. SPECIAL PROVISIONS AND SUPPLEMENTAL SPECIFICATIONS Jamie Kendall of the PDT noted that PDT CEI Inspectors will be monitoring the progress of the work and will be responsible for Quality Assurance and Quality Control Testing for the project. However, the contractor will be required do QC for asphalt. Inspectors will also verify installed quantities during the work. Based on quantified installations, monthly Pay Applications will be generated by the PDT for contractor review and concurrence prior to final approval and payment. Kendall cautioned that Traffic Control must be installed per SCDOT requirements as contained in the encroachment permit at SCDOT portions of the roads only. Lewis added that traffic control and flagging must be installed per SCDOT requirements when working within the SCDOT rights-of-way, and per the encroachment permit. The contractor should be attentive to any lane closure restrictions / requirements in accordance with the approved encroachment permits. Kendall advised contractors to note holiday work restrictions outlined in Project Manual. He also noted that the Contractor will be required to notify residents of pending work in their area. Lewis noted that handrails and concrete steps are to be installed at London Avenue as shown on plans. The contractor will have to submit shop drawings for County approval of this item prior to installation. 6. UTILITY COORDINATION Kendall stressed that contractors should contact locator services to identify potential conflicts within the work area. He highlighted other utility coordination efforts that will be required as related to the relocation of three (3) SCE&G poles on London Avenue and additional poles indicated at La Brew Road by Fairfield Electric. Lewis clarified that a utility agreement with Fairfield Electric will be executed after contract award. 7. PROJECT SAFETY Collier said that the PDT will have a Safety Inspector that will visit the project periodically to review safety issues. All bidders are advised that a Safety Plan will be required of the low bidder for review by the PDT. It was noted that safety will be paramount on the project as the work will be in active areas of the County. Coordination with residents and visitors will be a contractor requirement to insure that the public is not adversely affected. Specifications require the contractor to prepare notifications for residents in the areas of the work to alert ADDENDUM 1, Page 13

14 them of upcoming work activities. It is stressed that the contractor(s) will be required to remove debris so as to limit concerns from the public. All contractors that are reminded that all work is in public areas of Richland County and that the safe-keeping of all materials and equipment will be the responsibility of the contractor(s). It is further noted that contractors should not engage with the public or take direction from anyone other than the PDT. 8. QUESTIONS See Questions and Answers provided during the meeting at Section D of Addendum #1 CLOSING REMARKS Collier thanked all for their attendance and encouraged contractors to submit their questions in writing as previously noted. ADDENDUM 1, Page 14

15 Section D Questions and Answers ADDENDUM 1, Page 15

16 QUESTIONS AND ANSWERS Q: Pease clarify whether the SLBE percentage requirement is a goal or a mandate. A: The SLBE subcontract participation goal is mandatory. If the established goal cannot be met, the bidder must include, in their bid submission, their Good Faith Efforts and Unavailability Form. Acceptance of the Good Faith Efforts is at the discretion of the County. Failure to meet the established goal or to provide Good Faith Efforts and Unavailability Form with your submission will result in the bid being deemed non-responsive. Q: Are fence resetting of fences indicated as bid items on the Bid Form? A: Yes. Q: Is a Power of Attorney document required with the Bid? A: Yes. Provide as stipulated in bidding requirements. Q: It is preferred that the listing of Bid Items be included in the Project Manual. Can this be provided? A: Yes. A hard copy of the Bid Form will be issued via Addendum. See Appendix 3 of Addendum #1. Q: Topographic surveys indicated on drawings are over 2 years old. Have there been any changes at various sites? A: Bidders should assume no changes have been made and should provide pricing for the documents as issued. If there are any discrepancies in site condition, cost adjustments will have to be made post bid. Q: Is this a 9AM 4PM job? A: SCDOT work time restrictions will only be in effect when working within SCDOT rights-of-way. Contractor to follow encroachment permit requirements specific to any restrictions. Q: Are handrails required in this project? A: Yes. Q: Are specifications provided for handrails? ADDENDUM 1, Page 16

17 A: The project manual includes a special provision for aluminum pipe handrails; this provision will be resubmitted with addendum #1 to include the necessary design / installation details for handrails. Q: Who will be responsible for any 3 rd Party Testing? A: The General Contractor. Q: Who will test stone base material? A: Richland PDT personnel. Q: I wanted to confirm that the above projects are lump sum bids. I did not see a unit price bid form in the specs. A: The projects are lump sum as done for prior Richland County Penny Projects. Bid items are indicated on plan sheets. Bid Forms are in the Bid Express electronic bidding system website; however, we will be issuing hard copies of the Bid Forms via addendum. See Appendix 3 of Addendum #1. ADDENDUM 1, Page 17

18 Section E Pre-Bid Conference Sign-In Sheets ADDENDUM 1, Page 18

19 ADDENDUM 1, Page 19

20 ADDENDUM 1, Page 20

21 ADDENDUM 1, Page 21

22 Section F Required Richland County Forms (If Submitting Paper Bid) ADDENDUM 1, Page 22

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39 APPENDIX 1 No Response Form ADDENDUM 1, Page 39

40 ADDENDUM 1, Page 40

41 APPENDIX 2 Bid Express Set-up Guide ADDENDUM 1, Page 41

42 ADDENDUM 1, Page 42

43 ADDENDUM 1, Page 43

44 APPENDIX 3 Hard Copy of Bid Form ADDENDUM 1, Page 44

45 ADDENDUM 1, Page 45

46 ADDENDUM 1, Page 46

47 APPENDIX 4 Revised Special Provision for Handrails ADDENDUM 1, Page 47

48 (1) SECTION 705: ALUMINUM PIPE HANDRAILS: The contractor shall be responsible for the coordination and development of shop drawings for the layout and design of the handrails needed for the London Avenue dirt road paving project. The contractor shall provide the shop drawings to the RCE for review and approval prior to construction of the steps. The contractor shall follow SCDOT Standard Drawing No (dated March 3, 2008) for the necessary design and detail requirements for handrail. There is no specific preference for handrail cross-section - circular or square; contractor to specify and install the most cost-efficient. Contractor to follow SCDOT Standard Drawing No for the necessary cross-sectional dimensions specific to circular and non-circular handrails. No painting or specific surface finishing s are required unless specified by manufacturer s requirements. The cost of the aluminum pipe handrails shall be inclusive of all coordination, design and development of shop drawings, installation and all workmanship, hardware and materials necessary for installation. The bid item, description and unit are as follows; Item No. Pay Item Unit ALUMINUM PIPE HANDRAILING LF ADDENDUM 1, Page 48