Asheville, North Carolina City of Asheville, 10 Jun 2021

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From YouTube: Public Works – Pre-Bid, Sulphur Springs

Description

June 10, 2021

A

So if you have any questions, please please please ask us um before you submit the bid.

A

So when I look at the uh bid documents, um I'm looking at page 25 and that's where the abi documents start, the very first page um describes each one of the forums and what needs to be done in each form. In order for us to consider you responsive, if you are going to self-perform, you need to submit only affidavit 2 and have it notarized.

A

If you're not going to self-perform, then you need to ensure that all the other documents are um filled out and signed. For example, um this uh project has a 4.6 aspirational goal. Since the goal is aspirational, we um we cannot demu because you do not meet that goal. But if the document does not prove or show to us that you have done a good faith effort outreach, um you may be deemed non-responsive. So that's what we're trying to avoid.

A

uh It will be lovely if you could meet that goal. uh Four point six percent is is rather low, um but um we're really concerned that you will submit the paperwork uh completely. So I'm, like I said, the first form of the api is instructions.

A

The second form uh you will tell us what you've done uh in order to to show good faith efforts. You have to select at least uh five of the boxes. You can select more, but you need to select at least five.

A

um The second formats for the affidavit two is like, like I said, if you're gonna sell perform, and that means uh self-performing a hundred percent of the work. I had someone else um we're just going to have about a thousand dollars worth of electrical work done by someone else. Do I need to do outreach, or do I just do the self-performing?

A

um The answer is, you do have to do outreach if you're not perfect, self-performing 100 of the work and then um the next affidavit is affidavit 3.. um This is where you will fill in um your utilization and then affidavit. Four we've had a lot of issues lately with affidavit. Four people leave it um because they've sent mass emails right and they say I was told by someone. Well, I only have seven spaces.

A

I cannot put every email that every person that I contacted in there. Well, you don't have to put every person that you contacted you're, welcome, to uh write in here, see attached list and include the list or you're welcome to fill out as many spaces as you can and then submit the rest on a list, but do not leave it. Blank.

A

And then affidavit five is whoever um wins, the the bid, whoever is the lowest responsive responsible bidder, will need to submit uh affidavit five with each payment application. One thing to remember is that being an mw, mbe does not preclude you from doing outreach.

A

That is very important to know if you're, a woman owned or a minority owned business. If that does not prevent you from doing outreach poli, the policy applies to everyone. So if there's any questions, uh um I'll gladly answer them now or you can ask um the public works team to email me.

B

Okay, thank you rosanna uh again a housekeeping. If anybody does have questions, you're welcome to ask those questions or you can place them in the chat, and we will make sure that all the questions that are asked or written will be included in the addendum as well as any that you think of after and you email us as long as you get it in on time.

B

We'll get that out in the addendum and make sure that uh we have all the issues addressed, questions that came up, I'm going to pass it now to valerie welburn and she is going to walk through the project itself kind of make sure everyone is aware of a few of the highlight areas, and this is kind of the meat and potatoes of the meeting and the project.

C

All right, hi everybody hi eric, I'm valerie, I'm going to share the screen.

C

Thank you for bearing with me.

C

All right, okay, here, are plans.

C

All right, so um this project really is pretty straightforward for storm water system installation. There are a few little things. We want to point out, um it's a big area and it does drain about 65 acres.

C

There are a lot of utilities, that's once in a while, we'll be dealing with other utilities and if you've been to the site eric have you been to the site.

D

Not at this time, I have not we'll probably go into it uh sometime next week.

C

Okay, well, when you go you'll notice, that msd is there and they are going in ahead of us and replacing the clay sewer pipes that are out there now, and I think they were six inch and I think they're going up to eight inch so um they're, taking advantage of this our project to redo their sewer.

C

So some of the sewer locations that you're going to come up against may be a little bit different than is shown on the existing conditions right now, but we will get an ass built from them and share that with you as well, or you know, share it with them. The contractor who gets this good so to start with one of the trickier parts.

E

And they do have our plans, so we've been working with them uh back and forth to make sure everything that they're doing is still going to work with our plan.

D

C

Thank you yeah, and lee and russ, please chime in at any time, especially on this particular portion. So, on the the right hand, side here that you'll see this is the downstream side of an existing box culvert.

C

We are not going to be doing a lot to this color we're not putting any more apertures in it, no more holes. We are going to rehab the bottom of it with concrete, because it's kind of got some spots that need it, and this exists thing right here: there's a 24 inch, storm drainage, pipe that comes into the wall of the culvert and we're going to plug that, and that's it with there now on top of the culvert dog housing into it are two existing boxes with grates.

C

On top that you can see from the road- and this is at the low point and we're going to be replacing those boxes, and we have some details here, um kind of what we're expecting for.

F

C

And this is going to be. This is like three grates, but then a one piece frame and one piece hood. um So this is the part that might be something to pay particular attention to, and this is um sheet c8 lee arrests. Y'all have more comments on that. At the moment.

C

Okay and and this over here on the left, lower left, is kind of the plan, view of that existing culvert, with our proposed new boxes or new grates on top of it and replacement boxes. Okay, so that that's a particular place to note another one that might be worth noting is on c6 a.

D

C

So this is kind of upside down view, but this over here is the existing box culvert. We were just looking at and this is the the west side, the west leg of the storm system. It's kind of like here's, a high point and it's slowing down to the box culvert- and this is another kind of high point on belmont at ramlet and it's coming down and flowing to this box culvert and over on this side, which is on sheet.

C

6C is like the eastern leg of the storm system and we'll look at that in a second. But I just want to kind of zoom in on the belmont.

F

C

Area- I guess not particularly tricky, but there is like here at the intersection of bramlett and belmont there's an existing like open throat structure which will replace and what's existing, is a pipe that goes over here and you can see it comes down to private property and outlets on sulphur springs in this big pvc that shoots right out into the road and and that's problematic. So um we can't mess with this pipe on the private property.

C

So we're gonna, replace this open throat structure here, insert a structure here and take all that water down in a pipe system and then we're going to take this this pvc here that's coming in we're going to put a junction on that and then take it out here and there's going to be a great bear and we have easements to access this portion of the private property.

C

But so that's a little um different because we don't know this pipe exactly what it's doing in here and we don't know like right here exactly the depth of that pipe and we've interpolated the best we can. But that's just it's just something to be aware of. Don't have any more comments on that section.

C

Okay and let me just zoom.

A

C

Out and we'll just look at the eastern leg a little bit and there's nothing really tricky on it.

C

So again, here's the existing box culvert we started out with this- is the eastern leg, so here's kind of a high point on clinton and we're just bringing that water down and down here, and this is covington, it's not the highest point. That's as far as we're going with this particular project. It's covington kind of a high point on covington bringing that water down and in um water.

C

Our water department is going to relocate, there's a water line right through here and they're, going to relocate some of that to help us with some work, we're doing with this the box that's sitting on top of the existing culvert. I.

A

Don't think there's.

C

A lot of issues there, except for some utility dodging but russ, will talk later about transportation and clinton, will will factor into that because there's a school like right over here, which you'll see.

B

One thing I will add on this plan: this is a stormwater project, so we are focused on replacing and adding the pipes in the road behind our project. The streets division is using some of the bond funding to repave the entire sulphur springs road.

B

So, along our project in sulphur springs, we will just be pavement patching where we are putting in the storm pipes, except for those three legs that go up into the neighborhoods.

B

So the the shaded portions that you can see here on belmont bramlett, covington and clinton those we will repave side to side just like any other pavement patch project, but the portion that is in sulfur springs road. Those we will just we will leave because they will come behind us and nil that and repave the.

C

Entire roadway, thank you that was that was on my list, I'm so thankful.

A

D

I thank you for.

C

Clarifying that it's very well done, so I think that's that's all I I had to point out. What did you have.

E

Can you point um to the outfall.

C

Right here so here's the outfall okay.

E

E

So, on the end of this, I know she mentioned this already just uh kind of reiterating it. The end of that box called existing box culvert. We are putting a larger structure there that will fix up to the existing uh box. Culvert then run a short piece of box culvert and then that end wall and just pay whenever you go out to the side, just pay a particular attention to that. There's some overhead lines and we've done everything that we could do to help you be able to make that constructable.

E

So we've got constructed construction, entrances on each side of that and acquire those easements for that just so we can get out in there and do all that work. So these property owners know that we're coming, but just just pay that extra attention just to make sure you're.

E

You know you have a good plan of how to set all that in there.

C

And do that good idea, so that is, that is a tricky spot all right. So.

D

C

Unshare my screen, I was going to turn it over. Do you leave to continue with like unit price, then so forth is? Are you okay with that everybody ready for that? How do I.

A

E

First time here, um so this is a unit price bid, um so you'll in the contract you'll find a bid schedule with uh all the line items that we anticipate for the project. um There's several on there trying to incorporate everything that uh we'll run into.

E

Hopefully, we've accounted for everything and if not, we can work through that.

E

um The uh so just make sure that whenever you see that bid schedule you're putting your unit price in there and then the math works to the right of those totaling out there and it's different there's lump sums and uh inches and linear feet and square yards, and all that so just like pay close attention to all those uh e-verify uh employs more than 25 uh employees need to fill out e-verify, that's in the contract and there's a link right there at the bottom of that number. Eight, the.

B

E

Requirement for this project is a north carolina highway contractor license.

E

So whenever you submit your bid, just make sure that you put your number um highway classification on there or your license number and I'll turn that for us for just a.

B

B

A little bit of musical chairs in here both because of the camera and trying to soak the distance a little bit um so the bin opening itself. This is still currently. We are not doing in-person bid openings.

B

These will be virtual and they're, easily accessible via youtube kind of the city of asheville channel, there's a good instructions and the link how to do that um we've already advertised the bid today is the pre-bid.

E

B

Questions in any in writing. Formal questions need to be given to us by five o'clock tomorrow. We will turn those right back around put the addendum out um except monday monday. The addendum will go up um and then it is a couple weeks until thursday june 24th, that is the absolute deadline for the virtual bid. Opening elizabeth will go into a little bit how that works, um but there are three different ways to get your bid to us, but three o'clock is the deadline.

B

We cannot accept anything after that right now, we are on schedule to be in one of the two council meetings this summer and we are anticipating the start of construction on august 9th um that will float a little bit according to when the final contract can get signed by everyone and work out any final details, but this again this this is spelled out in the contract and um if you've done any work with the city, this is this is how we've been doing it for a little. While now, I'm going to ask.

A

B

Now to talk a little bit for purchasing and how we are doing bids and how those need to be delivered along with bit bonds in the city, elizabeth.

F

Hello, can you hear me yes, yes um and valerie, can you share your screen of what the um envelopes I'm talking about? Are.

C

Sure I'm sorry I forgot to bring that up. Let's see.

F

Great thank you so good morning my name is elizabeth o'shea and I'm with the purchasing department for the city of asheville. So for formal construction bid openings, the city must receive at a minimum of three sealed bids that include bid bonds. So um the best practice is to submit your bids utilizing a two envelope system.

F

One envelope should contain your your bid bond. The bid bond envelope should be labeled clearly to say bid bond with bid. Number bidders are required to submit cash, a cashier's check or a certified check in the amount equal to five percent of the proposal in lieu of money. The bidder can submit a bid bond executed by a corporate surety licensed in north carolina to execute, said bond.

F

There should be a second envelope which contains your bid, documentation. The envelope should be labeled, clearly bid documents and bid number. The bid envelope should be securely sealed if these envelopes are the. If these envelopes are the only mailers, then you should be, they should be taped together securely.

F

Both envelopes should have the address and any other information listed in the ifb, such as contractor, license number bid, number project, manager, etc, etc.

F

If we're forwarding by ups and fedex and um the document, let's the address that you'll use for that, where sealed envelopes contain the bid and the bid bonds, they must be enclosed in an outer envelope, be sure the outside is addressed, as listed in the invitation to bid and, most importantly, ensure the outside mailing envelope lists that there are two envelopes inside.

F

So let me re enforce that so the outside envelope, most importantly, ensure the outside mailing envelope lists that there are two envelopes inside if the bid documents and the bonds are not in two equals two separate envelopes. The package may be considered non-responsive and may be disqualified for opening it. If it's not clear that the bid bit open, if it's a bit opening, if it is not clear that the bid package contains a bid bond, the package may be considered non-responsive and may be disqualified for opening.

F

Are there any questions.

F

And what you're seeing is the fedex package with the two sealed envelopes and that fedex package again needs to have um the fact that there's two envelopes.

F

Enclosed you've got the on the in the details of the um of the bid or the three ways to submit the bids, one putting it in the water physically putting it in the water drop one with the two sealed bids, um one mailing it by ups and one um fedex, there's three different addresses. Are there any.

F

Questions: okay. Thank you.

C

All right, thank you, elizabeth. I appreciate that. Okay, let's see where are we now miscellaneous requirements of the bid? All bids must be submitted on the bid proposal form provided the deposit shall be retained if the lowest responsible bidder fails to execute the contract within 10 days of notice of the award or fails to give satisfactory surety, as required in the nc general statutes, um until bid opening time the city may return the bid to the bidder for modification or change out of bid.

C

No bid may be withdrawn after bids have been opened, except, as provided in the nc general statutes, the successful bidder you will have to um do a 100 performance bond and 100 payment bond.

C

If you, um if you get the contract and we have the right to reject any or all bids and to waive informalities so on in your contract, you'll see on page well, it's not the contract. It's like the the bid documents, the invitation to bid documents, and that includes a draft contract. The page four is your invitation to bids page eight or the instruction to bidders so pay attention to that.

C

Please um 16 through 19 has your big proposal form that you have to fill out and submit, and it has the bid schedule, which is you know, crucial and we kind of pointed out make sure you're paying attention to the types of units that are being asked for. You have to have your big bond in a separate envelope, as elizabeth was just talking about.

C

There is a subcontractor listing form on page 24, where you list all your proposed subcontractors, and that is separate from the abi forms that rosanna was talking about, where you're listing um subcontractors that you're outreaching to to reach your aspirational goals. So that was separate.

C

um There's a bid checklist on page 31 that you need to fill out everything you know make sure everything that's on, that big checklist is enclosed and the bid checklist itself needs to be enclosed. With your bid and any addendums, you need to print those out and include them, and we know there's going to be at least one addendum which will be out on monday um and just keep your eyes out for others.

C

But you have to include those just to prove that we know that you saw them, and I think that is it for like some little. You know housekeeping on that and I'm going to turn it over to lee.

E

Okay, the anticipated start date, availability date is monday august. 9Th work shall be substantially complete within 300 days after notice. You proceed, we will. uh The winning contractor will sit down with a pre-construction meeting and we will decide on a mutually agreeable date for no supersede and all work is to be completed and ready for final payment within 330 days after the notice to proceed.

E

The payment application is something that monthly. We want you to turn in and we want to review that. The contractor and the inspector will review that together and make sure all the line items that being billed for and amounts and quantities are agreed upon.

E

There's several uh tax forms and the uh like schedule, values and the payment application and support and documents that the contractor the inspector will work with you on.

E

And then usually, the city has 30 days that will get that back to you. Sometimes it's quicker, but that clock really does not start until that pay application is approved.

E

So the the better you work with the inspector and uh and have all your dutch in a row, the quicker your payments will be a couple contract specifics.

E

um Project construction should be continuous, don't go to the bahamas or anything mid project.

E

Once you start to limit the inconvenience to the school to property owners, anybody traveling through the area, we try to keep out there as much as we can, where they're dependent.

E

um The typical work schedule is monday through friday, 7 a.m to 7 00 pm unless otherwise approved.

E

So as far as that, if you have some reason to work saturdays uh or in the evenings later than that or earlier for that, just talk to us about it, tell us what's going on and if we agree that there is pause to go outside that schedule, then we'll approve that there's holiday restrictions on page 6162 of the contract and it's basically just stating what city.

A

E

uh That we uh that we have, um if, if it is something very small like you're cleaning up or something like that, that also might be waived or there's no inspector needed that might get waived and you could work those days, but you just need to make that request.

E

Liquidated damages. Of course we do not want to have liquidated damages on this project. So as long as there's open communication and continuous work, we shouldn't have a problem, but.

D

The liquidated damages for this project are a thousand.

E

Dollars per day for every day after the completion date, that the project is not complete and you can review that a little bit better on page 42 for more detail, uh you have any questions about that so far, all right! Well, I will.

B

Pass it back to those.

B

I love the sliding chairs.

B

um Okay, the last thing we want to mention is um kind of the stakeholders in the community, the one primarily that I want to make sure everyone is aware of is lucy s herring elementary school, formerly vance elementary at the corner of clinton and sulphur springs road. They have a um their schedule, they will start in august.

B

They will be in session, maybe a month before this project gets going. So they will have a good chance to alert all of parents students, everyone- that this project is about to happen, but it will occur during their entire school year.

B

They have 11 buses that come to that school twice a day every day and they have a tremendous number of students that walk out of that neighborhood, as well as bus stops in the neighborhood.

B

We've been working with sue tripp with asheville city schools she's been great to help us kind of prepare for this and make sure that we can have a successful project.

B

The purple arrow shown on the screen, that is where lucy herring elementary, is located and all of those red lines are roads where the buses cannot travel the black lines, they can travel the red lines. They cannot the critical path besides. Sulfur springs. Road itself is clinton avenue, which goes straight up from the school to haywood road.

B

So that is a critical path. The buses can't make. uh If they go south on clinton, they can't make the left turn to go to haywood road, so they have to be able to get through clinton. There's not much construction on clinton itself.

B

It's just uh you know a few days to get that work done, but we just need to make sure when that work is going on. They have a clear route on covington or another way to get to haywood road, we're going to make sure that we have ada accessibility for pedestrians throughout the project. That is a requirement.

B

We want to make sure that we have an adequate number of flaggers signage, that we there may be multiple traffic control permits through david kite at the city. It is it's not a complicated project, but if we don't make sure that we are thinking of these things early, they can become significant during this whole school year. So I just want to make sure everyone is paying enough attention and puts enough effort into the bid for traffic control and any detouring that needs to occur.

B

um Obviously, there are other stakeholders, emergency services, um sanitary trash, pickup and.

B

You know police and fire, they need to make sure that they can get through there. Well, um there's overhead underground power guardrail um a lot of things that need to be worked around protected and we have acquired easements for the project and there's a city of asheville right away. You need to make sure those are located and staked, and you.

D

B

To stay inside those limits for the entire project, we have, we have enough room to do the project. We've got temporary easements, um where we have excessive work and permanent stormwater easements, where we can, um where we can do that work um for an ongoing range, but again um I think that kind of wraps it up for us.

B

We really appreciate your time and appreciate you coming to this.

B

If you have any questions now verbally, let us know we'll write them down, we'll have to record it, but otherwise, if you think of something a little later, please email lee we'll make sure that we get it inside the inside the addendum and that we have this ready to go when um uh for monday, when the addendum comes out.

B

uh Any other questions right now.

D

um This is eric sims with teraflex group. I guess my only question. I'm a little confused by there's a note on in the lower right hand, corner on c 0 7 a regarding no bar or fill material to be used. It says that borrower waste fill materials generated an approved grading. Permit must be secured. Does that apply to the material that you'll I mean there'll, obviously be some some dirt, because you're putting pipe in the ground and then there's going to be material left over.

D

Does that does that apply to that, or is that is this more of a if we're doing any grading, I'm a little confused by that.

B

D

B

We'll we'll make sure that we include the question, but generally there is there's not a grading permit required for the project.

D

B

The state permit for the work that we're doing in the road I mean in the stream area, the uh the 401 state permit, and we did not need a 404 for that.

B

Yes, you will have haul off that will be associated with waste material that comes out where the pipe and stone is, but there there's not a separate grading permit required for the product.

D

Okay, that that answers the question then thank you.

E

uh We see that um miss walt you just joined if, uh if you can sign in to the bottom right hand, corner is a comment area and if you can just kind of follow suit, with everybody and kind of sign, in name who you're with a phone number and email and uh we're going to be putting out a uh denim on of monday and we'll have this agenda, this meet agenda on there and uh I'll go ahead and send you the agenda today.

E

Just so, you can start looking at it like send it out to this group already, but you'll you'll get all the questions that was asked and uh anything as far as the first addendum on monday. uh But do you have any questions before we do? We post.

B

This meeting as part of the agenda is that possible.

E

The pre-dead meeting- yes, I mean not the video and we can okay. We can check on that. But okay.

B

Perfect all right! Well, we really appreciate you guys. uh We appreciate all of your time um and if you do think of any questions, please, let's, um let's get those in by tomorrow at five o'clock, and we will get the addendum out on monday and we'll see if we can post. If we can figure out how to do it, we'll see if we can post this actual recording of the bid meeting as part of the addendum.

B

um If not, then we will uh we'll put in everything else that we can think of as well as uh some of the other agenda items. We already have again. Thank you guys for coming and um I think I've got a sign in the chat, so I'll hang on here for just a moment, but otherwise, I think that's the end of the meeting, and we really appreciate you guys for attending. Thank.

D

B

Thank you. Thank you.

B

F

C

B