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HomeMy WebLinkAboutFINAL Addendum #1 ITB 23-15 CITYWIDE SWALE IMPROVEMENTS (2)Page 1 of 3 Friday, September 15, 2023 ADDENDUM #1 TO THE CONTRACT DOCUMENTS FOR THE CITY OF SEBASTIAN PROJECT NAME AND NUMBER: RFP # 23-15 – CITYWIDE SWALE IMPROVEMENTS IN CONJUNCTION WITH ROADWAY REPAVING FOR THE CITY OF SEBASTIAN FROM: Don Wixon City of Sebastian 1225 Main Street Sebastian, Florida 32958 772-388-8231 dwixon@cityofsebastian.org TO: All Parties Holding Specifications: 1. Due to the nature of the work the City will consider other licensing options other than a General Contractors license? a. Please completely eliminate line #1 of the “Requirements” Section 1.1, and also Section 2.7, Licenses, will now be stricken as follows: “Bidder shall provide a copy of a State of Florida General Contractor license. Contractor must be licensed by the State of Florida as a General Contractor. Contractor shall be registered with the City of Sebastian Building Department;” and Section 2.7 Licenses, shall now read as follows: Bidder shall provide a copy of their business or contractor license and/or business tax receipt for City of Sebastian or Indian River County as part of bid submission. b. After reviewing our Documentation City staff finds requiring a General Contractors license to be restrictive on this type of work. Instead, the City will be focusing on experience as showcased in the bid package. 2. Will the City be replacing Culvert pipes? a. Yes, the City will be completing any repair of culvert pipes required in the work. The City staff and contractors will be working on the driveway culvert pipes and concrete portions of driveways. The selected contractor will have to coordinate with City staff regarding work locations. No driveway or culvert work is required in this bid. 3. Will the City be provided grades? a. Yes, the City will be providing all required grades for the work to be done. All grades can be determined off of the driveway culvert pipes. Those that need to be replaced will be at the proper elevation. All existing that are at the correct elevation will remain. The City inspector can provide all required grades for the road. Administrative Services Department Procurement Division 1225 Main Street Sebastian, FL 32958 (772) 388-8232 Page 2 of 3 4. Is the linear footage of swales provided? a. Yes. On the roadway rehabilitation plans included in the plan, on each individual year sheet at the bottom left of the legend it states “total linear foot of swales in the project zone”. This number excludes all impervious driveways and roads, and only includes the length of the sodded section. 5. How far are the culvert pipes off of the road? a. This depends on each road right of way. Most are approximately 10’ off the road and some areas have them 15’ off the road. We then work 2-3 feet back beyond the culvert pipe to ensure the swale meets the slope of the existing yard appropriately. 6. How many feet from the road's edge into the swale is considered the city's R.O.W.? a. Most interior roads in town have a 50 foot road right of way. Every road right of way includes the road width as well as the swale on each side of road. For the most typical 50 foot right of way, that would leave approximately 15 feet from edge of pavement for each swale. Some roads have an 80 ft right of way and those swales will be set back more than 15 ft off roadway. b. We have included with this addendum Road Right of Way Maps to show the R.O.W. dimensions for each of the roads in the paving plan that have swale work required. The maps have been created according to the year of road work. 7. How do you deal with irrigation or other items in the right of way? a. There should not be irrigation located within the Right of way. If some is found we will coordinate with the homeowner. Typically if something small like an irrigation head is damaged it is a case by case basis, but there should not be the fear of ruining an irrigation system, as it should not be in that location to begin with. City staff can coordinate with the homeowners regarding relocation. Please note there are underground utility lines in the swales within a boring sleeve, and they will need to be located using 811. These should be minimum 3’ below grade. If they are shallower please let City staff now as they may be able to help coordinate their relocation to the appropriate grade. 8. If the property owner has irrigation lines in the city's R.O.W. who's responsibility is it to replace the irrigation system if damaged or in the way of our work? a. If the irrigation is damaged during this work, its best to cap off any damaged pipe if the water is pressurized. If it is broken and does not require immediate attention please notify homeowner and city staff and the homeowner is responsible to either fix damaged irrigation system or move it out of the city Right of Way. 9. The city has spoken about permitting required by the contractor. Are there permits already for the driveway and culverts that will include the swale work? How will this be determined? a. No permits will be required for this bid. Driveways and culverts are not included in this bid. All driveways and culvert work is to be completed by City staff and other City hired contractors. This bid is merely for grading purposes only. 10. Will one permit issuance include the entire scope of work for the term of the contract? Will we have to pull a new permit every certain amount of time? If so, how often will this be required? a. No permits will be required. 11. Is there a scope that includes square footage instead of linear footage since it was discussed that there is anywhere from 10-18 feet of depth needed in certain areas? a. No we do not have a scope regarding square footage. 12. What is the projected budget for this project? a. That is dependent on the bid results received. Page 3 of 3 13. On the BID PRICE sheet (page 34) in the bid package, there is verbiage requiring the total bid amount, however there is nowhere to document this number on the form. Please advise how to proceed. a. The Section 7 Bid Proposal Form as shown on page 34 does not ask for total project cost but instead unit prices. In the paragraph above it, it does refer to the “total bid amount” but does not ask for a dollar amount. This should be considered when formulating the unit prices. 14. The total bid amount seems it may be variable depending on the square footage of sod need for each area, how should this be addressed? a. That is why in the bid sheet we asked for the unit price for a 400 SF section of sod, or a pallet of sod. We are not asking for a total bid amount for all of the swale work completed, but rather the unit costs for each section of swale. That way the contractor is bidding a fair price according to current costs of materials as well as labor. 15. Since we, the contractor, will be working in conjunction with the City's team going out before us to prepare the driveways and the set the grades; has the City's team started the area that the contractor should begin in 2023? And if not, what is the projected time frame for the city to complete their portion of the project? a. No, the city has not begun any work in this area. Our city storm water inspector can lay out elevations for current driveways and mark any to be replaced to allow contractor to work. The City is waiting for the award of this bid to coordinate a schedule with the selected contractor. The work will begin with a focus on scheduling the 2022 and 2023 work. 16. Do the areas designated on the maps for the proposed work include both sides of the road? a. The areas in yellow on the map provided in the bid document are the areas requiring attention. Majority of the roadways will require both sides and work is to be done to the intersecting roadway or the nearest road crossing drain pipe to allow proper flow of water. All sealed proposals must be delivered or mailed to: City of Sebastian ATTN: Procurement Division 1225 Main Street Sebastian, Florida 32958 Date:__________________________________________________________________________________ Company Name:_________________________________________________________________________ Written Signature:________________________________________________________________________ Printed Signature:________________________________________________________________________