MANDATORY PRE-PROPOSAL ANNOUNCEMENT SHEET

JULY 31, 2013 @ 10:00 A.M. County Engineer’s Training Room, (Annex Building)

505 S. Commerce Avenue, Sebring, Florida 33870

FOR

RFP 13-034 DESIGN – BUILD SERVICES FOR SEBRING PARKWAY PHASE III

PROJECT No. 09021

TECHNICAL PROPOSALS DUE: SEPT. 5, 2013 @ 2:00 P.M.

1. This meeting is being held pursuant to the policies and procedures adopted by Highlands County and required by Florida Statue.

2. The notice of this meeting was advertised in the HIGHLANDS TODAY on; June 2nd &

9th, 2013. A copy of the notice has been made part of the official records of this meeting.

3. Brief minutes of this meeting are being taken and copies of such minutes may be viewed or obtained through the Public Information Officer at 600 S. Commerce Avenue, Sebring, Florida.

4. The public will be allowed to ask questions and have input:

a. During the meeting.

b. Before any vote, recommendation or formal action.

c. At the end of the meeting, before the meeting is closed. 5. Reminders of Highlands County Bid Process. 5.1 County’s Website: www.hcbcc.net is where all information is posted.

5.2 Verbal conversations are not binding; please email your requests for information to Purchasing.

1

MANDATORY PRE-PROPOSAL MEETING AGENDA BID NO. RFP 13-034 DESIGN – BUILD SERVICES FOR SEBRING PARKWAY PHASE III HIGHLANDS COUNTY PROJECT No. 09021 FDOT FINANCIAL PROJECT NUMBER: 420082-2-58-01 JULY 31, 2013 @ 10:00 AM INTRODUCTION

1. Pre-Bid Announcement Sheet 2. Introduction of those in attendance 3. Pre-Bid Meeting is Mandatory; please sign-in.

4. Pamela Lemay Buyer I with General Services/Purchasing is the new contact for this project

any questions and or clarifications, contact her by email at plemay@hcbcc.org

5. Schedule of Events

August 1, 2013 Deadline for Proposers to request participation in Alternative Technical Concept Discussion Meeting

August 2, 2013 Deadline for Proposers to submit preliminary list of Alternative Technical Concepts prior to Alternative Technical Concept Discussion Meeting

August 7, 2013 Alternative Technical Concept Discussion Meeting

August 16, 2013 Deadline for submittal of Alternative Technical Concept Proposals 10:00 am local time.

August 16, 2013 Final deadline for submission of requests for Design Exceptions or Variances

August 23, 2013 Deadline for submittal of questions, for which a response is assured, prior to the submission of the Technical Proposal, 5:00 pm local time.

August 30, 2013 Deadline for the County to send via email responses for questions submitted by the Proposers prior to the submittal of the Technical Proposal.

September 5, 2013 Technical Proposals due in Highlands County General Services/Purchasing Department Office no later than 2:00 pm.

September 6, 2013 Deadline for Proposers to “opt out” of Technical Proposal Page-turn meeting.

September 11, 2013

Page-turn Meeting of Technical Proposals. Times will be assigned during the Pre-Proposal Meeting.

September 16, 2013

Question and Answer Session. Times will be assigned during the pre-proposal meeting. One hour will be allotted for questions and responses.

September 20, 2013

Deadline for submittal of Written Clarification letter following Question and Answer Session.

HIGHLANDS COUNTY

BOARD OF COUNTY COMMISSIONERS

(HCBCC)

GENERAL SERVICES & PURCHASING

2

September 20, 2013

Deadline for submittal of questions, for which a response is assured, prior to the submission of the Price Proposal. All questions shall be submitted to Highlands County General Services/Purchasing Department.

September 27, 2013

Deadline for the County to send via email responses for questions submitted by the Proposers prior to the submittal of the Price Proposal.

October 3, 2013 Price Proposals due in Highlands County General Services/Purchasing Department Office no later than 2:00 pm.

October 3, 2013 Public announcing of Technical Scores and opening of Price Proposals at 2:00 pm local time in Highlands County General Services/Purchasing Department Conference room, 4320 George Boulevard, Sebring FL 33875.

October 7, 2013 Meeting of Proposal Evaluators to determine intended Award.

6. Question and Answer Session: The Proposal Evaluators shall formally meet with each

Proposer for thirty (30) minutes for a Question and Answer (Q & A) Session. 7. Late Bids will not be accepted. The Board will not be responsible for late deliveries of bids

that are incorrectly addressed, delivered in person, by mail or any other type of delivery service.

8. Utilities discussion.

9. Project overview

10. Discussion on deadline for FDOT prequalification by both Contractor and EOR.

Mandatory Pre-Proposal Meeting Minutes 7-31-2013

Design-Build Sebring Parkway Phase III

Highlands County RFP N0. 13-034

Highlands County Project No. 09021

FDOT Financial Project Number: 420082-2-58-01

DBs = Design-Build Firms

INTRODUCTION

1. Pre-Bid Announcement Sheet 2. Introduction of those in attendance 3. Pre-Bid Meeting is Mandatory; please sign-in.

4. Pamela Lemay Buyer I with General Services/Purchasing is the new contact for this

project any questions and or clarifications, contact her by email at plemay@hcbcc.org

5. Schedule of Events

August 1, 2013 Deadline for Proposers to request participation in Alternative Technical Concept

Discussion Meeting

August 2, 2013 Deadline for Proposers to submit preliminary list of Alternative Technical Concepts prior to Alternative Technical Concept Discussion Meeting

August 7, 2013 Alternative Technical Concept Discussion Meeting

August 16, 2013 Deadline for submittal of Alternative Technical Concept Proposals 10:00 am local time.

August 16, 2013 Final deadline for submission of requests for Design Exceptions or Variances

August 23, 2013 Deadline for submittal of questions, for which a response is assured, prior to the submission of the Technical Proposal, 5:00 pm local time.

August 30, 2013 Deadline for the County to send via email responses for questions submitted by the Proposers prior to the submittal of the Technical Proposal.

September 5, 2013 Technical Proposals due in Highlands County General Services/Purchasing Department Office no later than 2:00 pm.

September 6, 2013 Deadline for Proposers to “opt out” of Technical Proposal Page-turn meeting.

September 11, 2013

Page-turn Meeting of Technical Proposals. Times will be assigned during the Pre-Proposal Meeting.

September 16, 2013

Question and Answer Session. Times will be assigned during the pre-proposal meeting. One hour will be allotted for questions and responses.

September 20, 2013

Deadline for submittal of Written Clarification letter following Question and Answer Session.

September 20, 2013

Deadline for submittal of questions, for which a response is assured, prior to the submission of the Price Proposal. All questions shall be submitted to Highlands County General Services/Purchasing Department.

September 27, 2013

Deadline for the County to send via email responses for questions submitted by the Proposers prior to the submittal of the Price Proposal.

October 3, 2013 Price Proposals due in Highlands County General Services/Purchasing Department Office no later than 2:00 pm.

October 3, 2013 Public announcing of Technical Scores and opening of Price Proposals at 2:00 pm local time in Highlands County General Services/Purchasing Department Conference room, 4320 George Boulevard, Sebring FL 33875.

October 7, 2013 Meeting of Proposal Evaluators to determine intended Award.

6. Question and Answer Session: The Proposal Evaluators shall formally meet with

each Proposer for thirty (30) minutes for a Question and Answer (Q & A) Session.

7. Late Bids will not be accepted. The Board will not be responsible for late deliveries of bids that are incorrectly addressed, delivered in person, by mail or any other type of delivery service.

8. Utilities Discussion Julian/City of Avon Park - Installing a waterline and hugging the “south” right-of-way line or getting easements from property owners. Will be 48” of cover with tracing wire. Will provide construction plans and as-builts once completed. Design plans will be provided to DBs electronically. Steve/TECO Peoples Gas - Three (3) areas will be impacted: On Memorial Drive crossing College Drive, along and crossing Manatee Drive, then on to SR 17 (on the north side of Manatee Dr). 6” steel main, 100 psi. Ken/CenturyLink - Issues at roundabout; running north-south on east side of Memorial Drive, also cable down College Drive; Scenic Hwy and Manatee Drive will have issues. Cable parallels Manatee Dr just past Scenic Hwy. Elius/County Engineering - There will be no expense to the County or Contractor for utility relocation. Robby/Duke Distribution - Will need to get with the other Duke engineer. First time seeing the project. Duke Transmission - There is a transmission line around Lake Sebring and at College Drive/Memorial Drive (230 kV pole in the roundabout and 69 kV on the other). Elius/County Engineering - We will provide contact info for Comcast Cable. Plans are available on the County’s Purchasing Department website. Glenn/South Florida State College - There is a gas line on the west side of Memorial Drive at College Drive. Ranger - When is Avon Park’s waterline going to be online? Julian/City of Avon Park - May be able to locate other utilities in Avon Park easements. 9. Project Overview. Elius/County Engineering - The design is for four (4) lanes, but construction of only the east two (2) lanes, approximately 4.3 miles. 60% Plans are available online along with the Water Management District Pre-Application Meeting Notes. An Environmental Assessment was performed by Polston Engineering. Gopher Tortoise

relocation has taken place. Would like the front slope to be 1:4 and back slope 1:3 or flatter. We would like Manatee Drive profile to be at approximately the same elevation as the Parkway. Contractor shall provide dust control measures adjacent to neighborhoods. RCP shall be used under all roads and driveways. John/CivilSurv - For the mast arms at the Sebring Parkway Phase I intersection, does the contractor install the 4th foundation? Elius/County Engineering - Yes. Ramon/County Engineering - Design the entire intersection, will discuss mast arm installation later, but assume yes for now. Elius/County Engineering - At this time, the two (2) eastbound lanes on Sebring Parkway Phase I will both be right-turn only. Julian/City of Avon Park - The City of Avon Park Public Works will accept fill at their location. Elius/County Engineering - Some mill/resurfacing on Sebring Parkway Phase I. No drainage information has been provided on the plans. Currently, there is an RCP under Manatee Drive. Ron/Chastain-Skillman - Where is the weir? Elius/County Engineering - Approximately 10’ into the right-of-way. Check plans. DEP has the weir permit, may have it in our file. The residence at 830 Lake Sebring Blvd had standing water. DBs can talk to them, may have to take some off-site runoff. Also, some standing water at the south end of Crystal Lake. Cannot discharge into Lake Denton. Robbie/Wright - Can we access the project from Lake Denton Drive? Elius/County Engineering - Yes. We will show driveways and loading pads on the Addendum. We will also provide plans for the multi-use path. Scott/Horizon - When will the final RFP be available? What about the previous excavation? Was there a survey done after clearing and gopher tortoise relocation? Will horizontal and vertical control be provided? Elius/County Engineering - The addendum will be out tomorrow or Friday at the latest. There was no excavation done, only clearing and gopher tortoise relocation. The survey was done after clearing but prior to some earth work being done (Note: Some fill from the stockpile near the 90 degree turn was spread out and compacted). Horizontal and vertical control will be provided. There are no drainage easements. Ryan/Johnson - What digital info will be provided? Elius/County Engineering - Point files for topo, everything is in the 60% Plans. Pete/Horizon - Will drainage have to be approved with the County or FDOT? Elius/County Engineering - The Water Management District. Robbie/Wright - What about mitigation costs? Ramon/County Engineering - DBs need to talk to the Water Management District about habitat/wetlands. Robbie/Wright - Who and when do plans get submitted to FDOT? Elius/County Engineering - Everything is submitted to the County, then the County will submit to FDOT. Ramon/County Engineering - This project is partially state-funded, not federally-funded. Ryan/Johnson - Is all right-of-way in hand? Must all water stay in right-of-way?

Elius/County Engineering - We are still working on acquisition at Manatee Drive (south). Yes, all water must be in right-of-way. Ron/Chastain-Skillman - What about geotech? Elius/County Engineering - Must be done by the contractor. Scott/Horizon - Was a contamination screening done? Can we get a key to unlock the blocked access points? Elius/County Engineering - No contamination screening, only the Environmental Assessment done by Polston Engineering. Yes, the County will provide access. On the proposal, there will be a base bid and two (2) alternates. Robbie/Wright - Will there be three (3) different scores? (DISCUSSION REGARDING SCORES) Scott/Horizon - Is this a LAP project? Elius/County Engineering - No. Carl/Cool & Cobb - What is the price per ton for County asphalt? Ramon/County Engineering - DB will not pay the County for asphalt. The County will get the asphalt price on the day of the bid opening but before bids are opened. Robbie/Wright - Would you clarify in the addendum? How much can you produce per day? Carl/Cool & Cobb - Who provides warranty on County asphalt? Kyle/County Road & Bridge - County will provide warranty. Scott/Horizon - What is the budget for this project? Elius/County Engineering - $5.9 million, but the County will be requesting additional funding. John/CivilSurv - Will the remaining trees in the right-of-way be cleared? Does this project include lighting? Elius/County Engineering - The trees will remain unless they are in the clearzone. The multi-use path can meander through the existing trees. No highway lighting, only traffic signals. Carl/Cool & Cobb - Does Pam replace David as the contact? Elius/County Engineering - Yes. You can also contact myself with engineering questions. John/CivilSurv - Do we provide striping plans for the 4th lane? Elius/County Engineering - Yes. August 1st is the deadline for Proposers to request participation in ATC discussion meeting. Scott/Horizon - Will responses for all of these questions be provided? Elius/County Engineering - Yes. (DISCUSSION OF FDOT PRE-QUALIFICATION AND DEADLINE) Robbie/Wright - Who must be pre-qualified? Elius/County Engineering - The Engineer of Record and the Prime Contractor. Blair/Ranger - Who opted to Phase II of the process? Danielle/County Purchasing - All five groups. (MORE DISCUSSION ON FDOT PRE-QUALIFICATION) Danielle/County Purchasing - We will email the sign-in sheet.

G:\PROJECTS\Sebring Parkway Phase III\13-034 - RFP - DESIGN BUILD SEBRING PARKWAY PHASE III\Pre-Proposal

Meeting\Mandatory Pre-Proposal Meeting 7-31-13 - Brief Minutes.docx