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O Consent Agenda
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Jefferson County
Board of Commissioners
Agenda Request
To: Board of Commissioners
Mark McCauley, County Administrator
From: Monte Reinders, Public Works Director/County Engineer ,(
Agenda Date: March 27, 2023 �_
Subject: Change Date/Time for Bid Opening, Port Hadlock Wastewater Facility
- Phase I - Site Preparation, Earthwork, and Utilities
Statement of Issue:
The bid opening date and time has been changed for the above referenced project per the
attached Addendum No. 1,which was issued to the Bidders through Builders Exchange. Bids are
now due by 2:00 p.m.to the BoCC office on Thursday, March 301h,and bids will be opened in public
in the BoCC Chambers at 2:10 p.m.on the same day.
Analysis/Strategic Goals/Pro's&Con's:
Per discussion with the Board on Monday, March 20th, Public Works has recommended that
bid openings be moved to later in the week and later in the day,similar to what many other counties
and cities already do. Monday mornings are sometimes a difficult time for bidders to accommodate
in their already busy schedules. Last minute quotes from suppliers and subcontractors are
challenging for bidders to assemble before a Monday deadline. This also complicates bid delivery for
those who choose to mail or overnight their bids to the County. Since bid advertisements are not
posted in the Leader until Wednesday, moving bids to a later day of the week gives bidders a few
more days to assemble bids and Public Works additional time to respond to bidder questions.
Fiscal Impact/Cost Benefit Analysis:
There is no fiscal impact; however, bidders have suggested that the County may see some
last-minute price breaks on certain items by moving bids to later in the week.
Recommendation:
No action is necessary. This item was included on the Agenda as a reminder that the bid
opening date has been moved from the previously scheduled bid opening on March 27th.
Department Contact: Monte Reinders x242
Reviewed By:
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Mark McCaijlky,County Administrato Da
till
Department of Public Works 623 Sheridan Street
Port Townsend,WA98368
Jefferson County, Washington 360-385-9160
March 21, 2023
ATTENTION: ALL BIDDERS AND PLANHOLDERS
Phase 1—Site Preparation,Earthwork,and Service Utilities
Port Hadlock Wastewater Facility
Project No.405-2114-0
ADDENDUM NO. 1
The bid opening date and time has been revised. Please delete the following text in the Notice To
Contractors—Call for Bids...
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And replace it with the following text:
Notice is hereby given that the Board of County Commissioners of Jefferson County,State of Washington,
will receive sealed bids until 2:00 p.m. on Thursday, March 30, 2023 at the Office of the County
Commissioners,basement level of the Jefferson County Courthouse,1820 Jefferson Street, P.O. Box 1220,
Port Townsend, Washington, 98368, for construction of the Port Hadlock Wastewater Phase I - Site
Preparation, Earthwork and Service Utilities, County Project No. 405-2114-0. Sealed bids will be opened
and read publicly at 2:10 p.m. or shortly thereafter, on the same day in the Jefferson County
Commissioners Chambers, basement level of the Jefferson County Courthouse.
The receive date for questions has been revised. Please delete the following text in the Notice to
Prospective Bidders,third paragraph third sentence.
Replace with the following:
All question must be received by 5:00 p.m.on Wednesday, March 22, 2023,to receive a written
response. Written responses to questions will be provided to all bidders on the plan holders list through
Builders Exchange of Washington no later than close of business on Friday, March 24, 2023.
The Contract Provisions and Plans are hereby amended as follows:
1. Section 2-01.2(2) Disposal Method No.2—Waste Site,Third Paragraph shall be supplemented
with the following:
Only trees and wood debris may be chipped on site and used as mulch for the mitigation
plantings. No noxious weeds(e.g. scotch broom)shall be chipped. Noxious weeds removed
within the Construction Boundary shall be disposed of off-site at a legal disposal site obtain and
paid for by the Contractor.
2. Appendix B,shall be supplemented with the test pit photo provided with the pre-bid walk thru
agenda. The test pit photo indicates the potential material near the Hilfiker wall site at
approximately Station 12+00.
In addition,Jefferson County Public Works has received the following questions or requests for
clarification from prospective bidders. The questions and responses are as follows:
Question 1:
Can the clay core material be found on-site?
Response to question 1:
The clay core material is not found on-site. The clay core will need to be imported from a Contractor-
provided source and meet the material specifications outlined in Section 2-08, Materials.
Question 2:
Does the chipping of the trees and wood debris include scotch broom?
Response to question 2:
Refer to Addendum No. 1 above for changes to Section 2-01.2(2).
Question 3:
Does the County have a disposal site that the clearing and unsuitable materials can be taken or can any
of the clearing and unsuitable materials be stockpiled on the existing site?
Response to question 3:
Refer to Addendum No. 1 above for changes to Section 2-01.2(2).
Question 4:
Can the AutoCAD file of the project be made available to Bidders?
Response to question 4:
All Bidders on the Plan Holders List and attendees of the mandatory pre-bid walk thru will be emailed a
copy of the project's AutoCAD surfaces file. The AutoCAD file provided does not supersede the Bid
Plans. The intent is to provide a resource for the Bidder's to obtain earthwork quantity take-offs.
Question 5:
Will the pre-bid walk thru sign-in sheets be made available to Bidders?
Response to question 5:
The pre-bid walk thru sign-in sheets will be posted on Builder's Exchange with Addendum No. 1.
Question 6:
Is the owner providing staking?
Response to question 6:
Yes,the Owner is providing the construction staking for the project.
Question 7:
Is the face rock in the welded wire wall needed?
Response to question 7:
Please bid as specified in as shown on the plans and within Section 6-13. In addition,the Special
Provision 9-13.1(1) applies to quarry spalls,which include the face rock used in the Hilfiker Wall.
Encl:
Appendix B,Test Pit Photo at Approximately Sta. 12+00
Pre-Bid Walk Thru Sign-in Sheet, March 16, 2023
Pre-Bid Walk Thru Sign-in Sheet, March 17, 2023
Digitally signed by Monte Reinders
DN:C=US,
E=nnrein d ers@co Jefferson.wa.us,
Monte Reinders O=Jefferson County Public Works'
OU=Public Works Director,
CN=Monte Reinders
Date:2023.03.21 09:47:49-07'00'
Samantha Harper, P.E. Monte Reinders,P.E.
Project Manager Public Works Director/County Engineer