pre-bid_meeting_minutes.2026-05-11.jpl_.pdf

Exactly as extracted, unformatted — for checking against the original. The readable version is easier to read.

LAGOON EXPANSION PROJECT Ring W. Lardner, P.E.
W. Zachary Crouch, P.E.
TOWN OF CENTREVILLE Michael E. Wheedleton, AIA, LEED GA
Jason P. Loar, P.E.
QUEEN ANNE’S COUNTY, MARYLAND
Jamie L. Sechler, P.E.
PRE-BID MEETING MINUTES
May 11, 2026, 9:00 AM
DBF #4068A002
In Attendance:
Name Representing Phone E-Mail
Kip Mathews Town of Centreville 443.262.4602 cmatthews@townofcentreville.org
Jenial Turner Town of Centreville 443.262.4602 jturner@townofcentreville.org
Karen Luffman Town of Centreville 443.262.4602 kluffman@townofcentreville.org
Gary Phillips Town of Centreville 443.480.6711 gphillips@townofcentreville.org
Rick Mazol Chesapeake Turf 302.922.1317 rick@chesapeaketurf.com
Greg Tucker Chesapeake Turf 443.497.1917 greg@chesapeaketurf.com
Austin Meredith Chesapeake Turf 410.603.9378 austinmeredith48@gmail.com
Kevin Martin Martin’s Excavating & Hauling 410.490.6587 kevinmartin@gmail.com
Scott Middleton Middleton Construction 443.496.0296 middletonconst@gmail.com
Max Carney David A. Bramble 410.778.3023 mcarney@davisabrambleinc.com
Kevin Jackson Rain for Rent 610.349.2956 kjackson@rainforrent.com
Jason Loar Davis, Bowen & Friedel, Inc. 410.543.9091 jpl@dbfinc.com
Items of Discussion:
1. The writer provided introductions: Kip Matthews, Jenial Turner, Karen Luffman, and Gary
Phillips, Town of Centreville Department of Public Works, and Jason Loar, Davis, Bowen
& Friedel, Inc., Engineer of Record.
2. The writer provided a project overview. The Project consists of furnishing all labor,
material, and equipment as identified within the construction contract documents
(drawings and specifications) for the construction of a 40-million-gallon storage lagoon,
geosynthetic clay liner, associated piping, and other miscellaneous related work as
indicated within the contract documents.
3. The writer stated the construction contract time for this project is currently stated to be 180
calendar days for Substantial Completion and 210 calendar days for Final Completion with
liquidated damages set at $1,000 per day. The writer emphasized that due to funding, the
project must achieve final completion, including invoicing, by December 15, 2026. The
Town will work with the awarded contractor on schedule but the Final Completion date is
non-negotiable.

601 E. MAIN STREET, SUITE 100, SALISBURY, MD 21804 • 410-543-9091
 1 PARK AVENUE, MILFORD, DE 19963 • 302-424-1441
 106 N. WASHINGTON STREET, SUITE 103, EASTON, MD 21601• 410-770-4744
www.dbfinc.com

Pre-Bid Meeting Minutes
Lagoon Expansion Project
Town of Centreville
Queen Anne’s County, Maryland
May 11, 2026
Page 2
4. The writer stated the bids are due at Centreville Town Hall, 101 Lawyers Row, Centreville,
Maryland 21617 by May 22nd, 2026 at 10:00 AM. Bids will be opened and read publicly
aloud. No bids will be accepted after 10:00 AM. Note that bid prices shall be maintained
for 90 days from the bid opening date.
5. The writer stated that attendance at this pre-bid meeting is mandatory in order to bid on the
project. All in attendance need to complete the sign-in sheet to be accounted for.
6. The writer stated that only plan holders who have purchased contract documents from DBF
will receive addenda and can bid on the project.
7. The writer stated that all the necessary permits/approvals/waivers are all in process
including but Maryland Department of the Environment, Maryland Dam Safety, Queen
Anne’s County Grading Permit and Soil Conservation District, and are expected soon.
Should any significant changes be made to the construction plans based on permitting
requirements, the awarded Contractor will be notified, and further discussions will be held
on possible change order justification. A State NOI permit will be required of which the
Town will apply for but will require the selected Contractor to assist specifically with
SWPPP. Any additional permits shall be the responsibility of the Contractor.
8. The writer stated the award for the project will be to the lowest, responsive, and responsible
bidder.
9. The writer stated that the Contractor shall follow all laws/regulations of the Local, County,
State, and Federal agencies having jurisdiction over the work.
10. The writer stated the project is being funded by the Town of Centreville. While
requirements for participation of Disadvantaged Business Enterprises (DBE), Minority
Business Enterprises (MBE), and Women-Owned Business Enterprises (WBE) is not
required, they will be afforded full opportunity to submit bids on this contract and will not
be subject to discrimination on the basis of race, color, national origin or sex in
consideration of this award. All bidders are recommended to use to the greatest extent
feasible minority, women, and/or disadvantaged businesses and will not discriminate on
the basis of race, color, national origin, or sex in considering businesses for subcontracting
and/or material/equipment supplies.
11. The writer stated that the project does not have wage rates requirements.
12. The writer stated the Contractors should be aware of the restricted construction working
hours of 7:30 AM to 4:30 PM Monday through Friday unless otherwise approved by the
Town of Centreville.
13. The writer stated that the deadline for questions shall be May 18th, 2026 at noon to allow
time for a final addendum should it be necessary.

Pre-Bid Meeting Minutes
Lagoon Expansion Project
Town of Centreville
Queen Anne’s County, Maryland
May 11, 2026
Page 3
14. The writer stated the project will not be closed out and final retainage provided to the
Contractor until all close out documents have been provided including warranty bond and
release of liens.
15. The writer stated that all change orders must be submitted in writing to the Engineer and
Town of Centreville for review and approval. Approval must be granted by all parties prior
to including on a pay requisition.
16. The writer stated a one (1) year warranty will go into effect upon final completion.
17. The writer stated that a part time Resident Project Representative, inspector, will be
provided by the Town of Centreville of which will include a Geotechnical Engineer as
required by the State per Dam Safety.
18. The writer stated the awarded Contractor shall be prepared to begin the project as soon as
possible in order to complete on time.
19. The writer stated that substitutions are allowed (“or equal”) per the contract documents.
The Engineer will review the submittal/shop drawing of the proposed substitution to ensure
it is an “or equal”, however if the Engineer deems the proposed substitution not an “or
equal”, the Contractor is still required to meet the contract documents with the specified
equipment or an approved “or equal” at the prices bid. The Engineer shall not be held
responsible should the proposed substitution not be deemed an “or equal”; Engineer has
final say.
20. The writer stated that monthly progress meetings will be held. Ms. Turner clarified that
the Town will want bi-weekly meetings and/or bi-weekly updates from the Contractor in
order to ensure the project stays on schedule.
21. The writer stated that the LOD and Staging/Stockpile Area will be updated on the
construction plans. The Staging/Stockpile Area will be located adjacent to the project site
so the Contactor can store any leftover soil for the Town.
22. The Contractor will be required to coordinate all activities with the Town of Centreville as
the site is an active agriculture site.
23. The Contractor will ultimately be responsible for securing any additional areas needed for
staging if necessary.
24. The writer clarified that there is expected to be a significant amount of soil leftover at the
end of the project of which the Town of Centreville will keep this excess however, upon
completion the Contractor will be required to install new silt fence around this stockpile
area.

Pre-Bid Meeting Minutes
Lagoon Expansion Project
Town of Centreville
Queen Anne’s County, Maryland
May 11, 2026
Page 4
25. The writer stated a site visit will be available after the meeting for those interested. Any
additional site visits need to be coordinated with the Town of Centreville.
26. The writer requested any follow up questions be submitted in writing via email to
JPL@DBFINC.COM so they can be addressed and that only items officially addressed
via addendum are binding.
27. The writer stated all that all present will receive copies of the meeting’s minutes.
28. Ms. Luffman reiterated that stated all invoices and payments must be completed December
15, 2026.
CONTRACTOR COMMENTS/QUESTIONS:
29. Question: Contractor asked if soil testing will be the responsibility of the Contractor or Town.
The writer stated that all testing is to be done by the Contractor and included in their bid price
but the Town will have a Geotechnical Engineer on site overseeing the project to ensure all
items as required by Dam Safety are met.
30. Question: Contractor asked if a copy of the original lagoon drawings can be provided. The
writer stated he would email or provide a link to the plans.
31. Question: Contractor asked if a copy of the solar panel drawings can be provided. Mr.
Matthews stated he will look for an if available can be provided via email or a link to the plans.
These minutes represent the writer’s best recollection of issues discussed at this meeting. Anyone
requesting clarification of any topic is asked to do so in writing within five days of receipt of these
minutes.
Respectfully submitted,
DAVIS, BOWEN & FRIEDEL, INC.
Jason P. Loar, P.E.
Principal/Sr. Civil Engineer
JPL
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