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3. Consult Regarding Substitutes. Consult with and advise the City's Representative as to the <br /> acceptability of substitute materials and equipment proposed by the Contractors when substitution <br /> prior to the award of contracts is allowed by the bidding documents. <br /> 4. Facilitate the Distribution of Plans and Contract Documents to Bidders. To facilitate the <br /> distribution of copies of the plans and contract documents to all prospective bidders. The <br /> Consulting Engineer shall create a Plan Holder List by recording the business name,contact <br /> person name,address,telephone number,fax number and email address of each of the bidders <br /> taking a set of plans and contract documents. The Consulting Engineer shall collect from each of <br /> the bidders a payment for the plans equal to the amount of the cost of duplication. The payment <br /> from the bidder shall be made to the Consulting Engineer,which shall offset the cost of <br /> duplication; said amounts shall not be billed to the City.Alternately,the Consulting Engineer <br /> may arrange to have plans and specifications made available to prospective bidders through the <br /> services of a plan and specification duplication firm that offers plan distribution services provided <br /> that the firm obtains the same bidder information as required of the Consulting Engineer and that <br /> no cost for this service be billed to the City. <br /> 5. Respond to Questions from Bidders. Receive and respond to questions from prospective bidders <br /> during the bidding period. All responses shall be written and shall be provided to all plan holders <br /> as listed on the Plan Holder List. Questions received five(5)business days before the bid <br /> opening shall be answered. Questions received between four(4)and two(2)business days before <br /> the bid opening may be answered provided that a means exists to communicate the answer in <br /> writing to all the bidders. Questions received one(1)business day before or on the day of the bid <br /> opening shall not be answered.Answers to questions should be distributed to bidders by email, <br /> however if a bidder does not have email service the documents may be transmitted by fax. <br /> 6. Tabulate and Evaluate Bids,Recommend Award. Prepare and provide to the City's <br /> Representative a bid tabulation which shall consist of a listing of all pay items in the contract <br /> documents,a listing of the Consulting Engineer's Opinion of Probable Costs,and a listing of the <br /> bids for each of the pay items submitted by each of the bidders. The Consulting Engineer shall <br /> tabulate the bids on an electronic spreadsheet form provided by the City's Representative.The <br /> Consulting Engineer shall assist the City's Representative in evaluating bids or proposals and in <br /> assembling and awarding contracts. The Consulting Engineer shall check the bidder's references <br /> and performance on prior projects. Based on the Consulting Engineer's evaluation of the bids <br /> and the qualifications of the bidders,the Consulting Engineer shall provide to the City's <br /> Representative a written recommendation for award of the contract to one of the bidders or <br /> recommend other action as may be appropriate.The final selection of the Construction Contractor <br /> is the sole responsibility of the City Council. <br /> 7. Completion Time. Complete the bidding phase and prepare and submit the above-required <br /> documents to the City's Representative for the award of the Contract(s)within the time period <br /> set forth in Exhibit C,Project Timeline. <br /> SECTION III. CITY'S RESPONSIBILITIES <br /> The City shall, <br /> A. FURNISH REQUIREMENTS AND LIMITATIONS. Provide all criteria and full information as <br /> to the City's requirements for the Project,including design objectives and constraints,space,capacity <br /> and performance requirements,flexibility and expandability, economic parameters and any budgetary <br /> 4 <br /> Last Revised:2/03/2022 <br />