Agenda - Council - 04/10/2001 - Laserfiche WebLink

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SCOPE OF SERVICES Pre-Bid, Bid and Award Phase Services Multiple Prime Contracting At the conclusion of the design phase, E&V and the project team will divide the project into trade contractor divisions to eliminate as much subcontracting as possible. Benefit: The City of Ramsey realizes lowest cost available by obtaining direct prime contractors. Bid Division Description and Proposal Forms E&V will develop bid division descriptions. All forms, instructions to bidders and general requirements for each bid division along with project manual, architect's specification manual and drawings will be packaged. Benefit: Allows for "apples to apples" comparison when evaluating proposals. Bidder Solicitation / Bid Advertisements The E&V project team will develop and prepare a list of qualified bidders for the team's review and input. Potential bidders will be contacted by phone and in person to aggressively solicit the receipt of an adequate number of competitive bids. We will maintain and update the bidder's list as it is developed. Benefit: Strong bidder participation makes the competitive bid system work. Pre-Bid Meetings We will actively solicit participation of bidders at pre-bid meetings. We will organize and conduct those sessions, involving the E&V project team, the architect, consullants and representatives of the City. Benefit: An educated bidder will submit a thorough proposal for a complete job. '~ - Bid Openings E&V will plan, conduct and record bid openings'for all divisions. Bidder information will be recorded and tabulated in an organized format. Bound copies of the formal bid tabulations will be presented to the City. Benefit: Allows for ease of review and evaluation. Post-Bid Interviews We will conduct post-bid interviews with appropriate low bidders to verify their understanding of the project, compliance with project plans and specified materials, and ability to staffproject to adhere to schedule requirements. Benefit: Eliminates problem contractors resulting from incomplete bids. Award Recommendations Based on the post-bid interviews, the team will present our award recommendations to the City in a written report that outlines the necessary actions for each contract. Benefit: Team documents presented to the Owner for action. Contract Preparation The E&V project team will draft contractor contracts for Owner aPproval and signature. We will follow-up on associated paperwork such as necessary bonds and insurance certificates. Benefit: Construction Manager administers all project "paperwork~' so that the City's staff has more time to complete their normal responsibilities. -203-