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City of Sunny Isles Beach 18070 Collins Avenue Sunny Isles Beach, Florida 33160 Mandatory Pre - Proposal Conference Summary Minutes Wednesday, November 30, 2011 at 10:00 a.m. RFP No. 11- 11 -03, Collins Avenue Streetseape Gio Batista, Public Works Director /City Engineer, welcomed everyone. Staff present: City Clerk Jane A. Hines, Assistant City Clerk Mauricio Betancur, and Purchasing Agent Marc Tulloch. Public Works Director Gio Batista asked that everyone be sure to sign in as this is a mandatory meeting. The deadline for submission of Request for Proposals documents has been moved to Wednesday, December 14, 2011 at 10:00 a.m., at which time those sealed responses will be publicly opened. Any additional questions are required to be in writing and may be submitted up to five (5) days before the opening (at the close of business, Friday, December 9, 2011), which will be answered and posted on www.demandstar.com. You may email them to City Clerk Jane A. Hines at jhines &sibfl.net, or fax them to 305- 792 -1563. Director Batista gave an overview of the project with a Power Point Presentation, which will be made available through an addendum on Demand Star. The budget for this entire project is $400,000 which will be split into two fiscal years, $200,000 in each year, and our fiscal year begins October 1. Please consider that as part of your proposal when you are putting it together, and it is important to know that you will not have the full funding in FY 2011/2012. The project limits are pretty much the entire extent of the City. There are aspects of this project that was previously completed and if you go on the west side of Collins Avenue you will see a lot of the sidewalks that have been completed to date. The total linear footage of this project is about 5,427 linear feet, it is not an exact number however it will give everybody the same thing to compare to when you are putting together the proposals. During the Power Point Presentation Director Batista identified specific areas of the City for the project including the Northern Section which is from 183`d to 1881h Street, noting that 188th Street is not on Collins Avenue itself, we are making it 188h because it is the closest street to where the northern project limit is located. The Central Section is from 172 "d to 1780i Street, and the Southern Section is split in two, from SR826 to Poinciana, and then from Poinciana Drive all the way to the southern portion of the City limits. He pointed out in the Southern Section that one small portion is already completed from north of Atlantic to SR826. The reason it is incorporated into this project is because the previous contractor did not have a permit for that portion, and so we have incorporated this into one of the permits and into the bid form which is SR826 to Poinciana, and so in your pricing include it just to make sure that portion that has already been completed passes inspection. FDOT had given us a cursory review and they didn't come up with anything, we just want to make sure when you call for the permit inspection that FDOT also includes inspection of that portion north of Atlantic which is already completed without a permit from a previous contractor. Director Batista said the other area the contractor may have a question, and we do have a note in the body of the RFP and in the bid form as well, which makes reference to the fact that the City can Pre - Submittal Conference QA 113011 RBP 11 -11 -03 Page 1 Of 7