R2011-33 AUTHORIZING AN AGREEMENT WITH HOMER L. CHASTAIN & ASSOCIATES, LLP

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6. Completion Time. The Final Drawings and Specifications shall be completed, submitted and approved by the City's Representative within the time period set forth in Exhibit C,Project Timeline. D. BIDDING PHASE. The Consulting Engineer shall, after written authorization to proceed with the Bidding Phase: 1. Assist in Bidding. Assist the City's Representative in obtaining bids for each separate City contract for construction,materials, equipment and services for the Project. 2. Advise Regarding Contractors and Subcontractors. Consult with and advise the City's Representative as to the acceptability of subcontractors and other persons and organizations proposed by the City's Contractors, ("Contractors"), for those portions of the work as to which such acceptability is required by the bidding documents. 3. Consult Regarding Substitutes. Consult with and advise the City's Representative as to the acceptability of substitute materials and equipment proposed by the Contractors when substitution prior to the award of contracts is allowed by the bidding documents. 4. Distribute Plans and Contract Documents to Bidders. Reproduce sufficient copies of the plans and contract documents and make them available to the City for distribution to all prospective bidders. The City shall create a Plan Holder List by recording the business name, contact person name, address,telephone number, fax number and email address of each of the bidders taking a set of plans and contract documents. Alternately,the Consulting Engineer may arrange to have plans and specifications made available to prospective bidders through the services of a plan and specification duplication firm that offers plan distribution services provided that the firm obtains the same bidder information required by the City and that no cost for this service be billed to the City. 5. Respond to Questions from Bidders. Receive and respond to questions from prospective bidders during the bidding period. All responses shall be written and shall be provided to all plan holders as listed on the Plan Holder List. Questions received five(5)business days before the bid opening shall be answered. Questions received between four(4) and two(2)business days before the bid opening may be answered provided that a means exists to communicate the answer in writing to all the bidders. Questions received one(1)business day before or on the day of the bid opening shall not be answered. Answers to questions should be distributed to bidders by email, however if a bidder does not have email service the documents may be transmitted by fax. 6. Tabulate and Evaluate Bids,Recommend Award. Prepare and provide to the City's Representative a bid tabulation which shall consist of a listing of all pay items in the contract documents, a listing of the Consulting Engineer's Opinion of Probable Costs, and a listing of the bids for each of the pay items submitted by each of the bidders. The Consulting Engineer shall tabulate the bids on an electronic spreadsheet form provided by the City's Representative.The Consulting Engineer shall assist the City's Representative in evaluating bids or proposals and in assembling and awarding contracts. The Consulting Engineer shall check the bidder's references and performance on prior projects. Based on the Consulting Engineer's evaluation of the bids and the qualifications of the bidders,the Consulting Engineer shall provide to the City's Representative a written recommendation for award of the contract to one of the bidders or recommend other action as may be appropriate.The final selection of the Construction Contractor is the sole responsibility of the City Council.