Pence Kelley- Bids - Laserfiche WebLink

Home Browse Search

From: RICHARD HAYDEN ~ ~. Tot BWasson ~ Date: 1/27/99 6:56pm Subjectt Agreement Commente Billy- Thanke for forwarding the comments from Mr. Lewis on the Intergovernmental Participation Agreement. Following are Mr. Lewis' comments followed by our response with the first sentence of each underacored for ease of identity. "Section 3 paragraph a-You would think the public improvement bidding requirements would require us to award the contract to the loweat streetscape bidder". The qroiect (all elementsl are nubliclv bid and awarded to the lowest bidder for the "proiect". See Section 3 c. for acknowledgment of potential that the elements or components of the total project for participation by the Agency may not be the lowest bids tendered. "Section 3 paragraph b-i know I'm stating the obvious, but this five day review period will not allow time to include any modifications in an addendum". As vou are aware the bid form with modifications has been aoproved and fe on the street. The bid form was furniahed to our Staff late Friday afternoon 1/22/99; reviewed by our staff with verbal confirmation provided to the architect on Monday 1/25/99; written confirmation was aent by fax and US Mail on 1/26/99. We attempted to respond in as timely fashion as posaible and followed the procedures of the Agreement although not executed. We anticipate to preform in an equally timely fashion for other elementa of the Agreement. "Section 3 paragraph c-Although it appears to be in conflict with paragraph a, thie statement is helpful and should address our concerns about awarding the bid to a contractor who is not necessarily the lowest bidder". See above. "Section 4-Ten days is an awfully long time to wait for the City's reaponse to a propoaed change order. I'm sure there will be circumstancea where the contractor will need an approval on a streetscape change order within a few days". This is an accurate and reasonable observation. It is not uncommon that a decision must be made in the field in a short time frame. We would find acceptable a maximum time for response/approval to be 2 busineas days in lieu of the atated 10 days. Again we anticipate our etaff responding to your needs in as timely fashion as possible. "Section 7 paragraph b-This requires us, and more specifically the contractor, to aubmit a streetscape pay application detailing unit quantities and costs. As you know, pay applications do not contain this type of detail. We would typically only receive percentage complete numbers based on the schedule of values. The streetscape contract calls for the itemization of work completed but thie is somewhat vague. This requirement is in addition to the detailed initial bid isaue Leonard is addressing now. If we cannot negotiate this out, we need to address this in the addendum. This is a cumbersome requirement and will likely add cost to the bid".