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

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.

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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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