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City of Sunny Isles Beach 18070 Collins A venue Sunny Isles Beach, Florida 33160 Mandatory Pre-Proposal Conference Summary Minutes Tuesday, July 29, 2008 at 10:00 a.m. RFP No. 08-07-01, Emergency Debris Clearing and Removal Operations Rick Conner, Public Works Director, opened the Pre-Proposal Conference, with self introductions by staff and consultants. Mr. Conner reminded vendors to sign in as this is a mandatory pre-proposal conference, and he noted that the Summary Minutes from today's meeting along with the sign-in sheet will be posted on www.demandstar.com Deadline for submission of bid documents is Tuesday, August 12,2008 at 10:00 a.m. at which time they will be publicly opened. Any additional questions are required to be in writing and may be submitted up to seven (7) business days before the bid opening (Friday, August 1,2008). They will be answered and posted on www.demandstar.com You may email themtoRickConneratrconner@sifl.net The City's Consultant, Valarie Hoffman of Solid Resources, Inc. presented an overview of the project. The Security Bonding Requirement that needs to be supplied with your submittal is 5%. The general liability insurance is $5 Million, and automobile liability is $1 Million. This work is for the clearing, removal, and disposal of debris that is within the jurisdiction of Sunny Isles Beach. The regular contract is for vegetative, C&D, and what is placed at the curb side on public rights-of-way. Additional/Alternate Tasks: There are other tasks listed that will be issued on an as-needed basis for hazardous waste removal. There are additional tasks for clearing Federal aid roads: 1) Sunny Isles Boulevard; 2) A 1 A (Collins A venue); and 3) William Lehman Causeway. These roads are under the jurisdiction of the Florida Department of Transportation (FDOT), but should they not be able to clear those in a timely manner, the City will be instructing you to also clear those main roadways into the City in addition to all the other roadways in the City. There is also an alternate task for sand removal should the need arise if there is a wash over of the roads. In the bid section there are some other opportunities for you to bid on some of those should the need anse. All the contract direct costs are laid out here in the proposal for your payroll, subs, materials, equipment, rental, sales taxes, payments, and permits and fees that you may need. The one exclusion is your overhead and profit, bid your unit prices with your overhead and profit built in, they should not be separate line items. Timeframe: If there is inclement weather or any other storm activities that come up that delay your work, the City will work with you on an extension of time because there is a really important time factor here. The proposal limits you to have all the debris removed within the City of Sunny Isles Beach within 30 days, so you want to make sure that you are able to put enough personnel, resources, and equipment on this job early to get everything done within that time frame. The RFP is based on a projection of 40,000 cubic yards for consistency purposes (Hurricane Wilma had about 20,000 yards to be picked up, and it took 30 days, but the resources were not large). There are several places in the proposal that talk about your response time. Prior to a storm event, the contract will be activated as when you should start to mobilize your equipment and your forces and we expect a two-person management team to come by the emergency center 48-hours in advance and then after the weather has cleared, there is a 12-hour time frame that you have to start clearing the roadways, and if you should be tasked with clearing the main arterial roadways, those three (3) roadways specifically need to be 08-07-01 Addendum No.1 Prebid l\linutes.doc Page 2 of 7