PRE-BID MEETING (Marina) – APRIL 5, 2018



APRIL 5, 2018


Mr. Kees de Mooy (Zoning Administrator) called the pre-bid meeting to order at 2:00 p.m. on Thursday, April 5, 2018. In attendance was Mr. Kevin Shearon (Engineer) of DMS & Associates, Terry Fearins of USDA, Jennifer Mulligan (Town Clerk) and guests.

Mr. de Mooy stated that the Marina project consisted of new docks, interpretive center, bulkhead, and storm water improvements. He said that the storm water improvements were funded by USDA.

Mr. Shearon stated that there was a drop box link to the Town’s website at where the bid documents can be downloaded. He said that currently there are three documents; bid documents, plan set, and construction specifications.  There have been some additions which will be noted in the Meeting Minutes (see below).

Mr. Shearon stated that bids were due in Town Hall at noon on Friday, April 27, 2018. All questions must be submitted in writing no later than close of business on Friday, April 20, 2018.

Mr. Shearon stated that this was a USDA funded project and the bid documents were formatted after the EJCDC format. There will be a 5% bid bond required, which can be certified check, money order or a bond (bond form included in bid documents).

Mr. Shearon stated that Section I of the bid documents included three reports for review:  Geotech, MDE Certificate of Completion, and Environmental Report.  There was also a list in Section D, Article 701 which details everything that must be included in the bid.

Mr. Shearon stated that there will be a third party inspector, although he will still be involved as the engineer.

There was a substantial completion date of September 1, 2018 with liquidated damages kicking in after that date.

Mr. de Mooy stated that an important related issue was the construction taking place directly around the Fish Whistle Restaurant. He said that the project has been broken up into four quadrants; Cannon Street improvements, the middle parking lot, work directly around the Fish Whistle, and the boat ramp area.

Mr. de Mooy stated that some of the work can be done without interruption to the restaurant but when it came to fill, paving and the loading dock, the restaurant operations will be impacted. He said he discussed with the restaurant owner and operator and they indicated that work which will impact their operation should take place after July 4th weekend.  Regardless of the start date, work impacting the restaurant operations has to take place after that point to take advantage of the restaurant’s slow time.

Mr. Shearon stated that there are notes to the effect that the Fish Whistle must remain open at all times for deliveries and services, although it is realized that there may be occasions where they will have to close to patrons. This will be worked out with the contractor.

Mr. Shearon stated that the work taking place can overlap to some extent but Soil Conservation Service has requested that disturbed areas be limited so everything is not ripped up at once. Mr. Shearon stated that this was 2.80 acres of LOD and a NOI project log will have to be kept for sediment control for MDE.

Mr. de Mooy stated that the restaurant can close down completely for up to three weeks to patrons. When proposals were received, it would be helpful to have a timeframe for closures to the restaurant patrons.

Mr. Shearon stated that if anyone had trouble downloading the forms he would print them for a charge.

Questions were as follows:

Was there a restriction on work hours? There are Town Ordinances on construction noise which would be forwarded to Ms. Fearins.

Have all permits been filed for and issued? Yes, however, the NOI permit is pending but will be available upon commencement of construction.

Is there MBE? MBE was encouraged by not mandatory.

Are the Utilities stubbed to the docks? Water and Sewer?  There will be some variability.  A meeting with Delmarva Power is scheduled to look at the docks to discuss what was required.  The water and sewer should be stubbed at the dock.

How will the gas line be handled? It is included in the project as “by vendor”.  The contractor is responsible for coordinating with the gas line vendor during construction to avoid conflicts.

Will the retaining wall be finished before the project begins? The retaining wall has been added to the bid documents.

Will the bid form be adjusted to reflect the addendum or is it a lump sum bid?  It is a lump sum bid.

Current list of Bid Documents as of 4/6/18:

  • Bid Documents
  • Plan Set
  • Construction Specifications
  • Project Scope Narrative (added 4/6/18)
  • Retaining Wall Structural Plans (added 4/6/18)

There being no further questions, the meeting was adjourned at 2:18 p.m.

Submitted by:

Jennifer Mulligan

Town Clerk