R2016-62 AUTHORIZING AN AGREEMENT - Bainbridge, Gee, Milanski & Associates, Inc. - City Project 2016-02

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4. Distribute Plans and Contract Documents to Bidders. Reproduce sufficient copies of the plans and contract documents and make them available to all prospective bidders. The Consulting Engineer 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. The Consulting Engineer shall collect from each of the bidders a payment far the plans equal to the amount of the cost of duplication. The payment from the bidder shall be made to the Consulting Engineer,which shall offset the cost of duplication; said i amounts shall not be billed to the City. 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 as required of the Consulting Engineer and that no cost far 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 far 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 Ciry'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 i is the sole responsibility of the City Council. � 7. Completion Time. Complete the bidding phase and prepare and submit the recommendation to the City s Representative for the award of the Contract (s)within the time period set forth in � Exhibit C,Project Timeline. '� SECTION III. CITY'S RESPONSIBILITIES The City shall, A. FURNISH REQUIREMENTS AND LIMITATIONS. Provide all criteria and full information as to the Ciry's requirements for the Project,including design objectives and constraints, space, capacity and performance requirements, flexibility and expandability,economic parameters and any budgetary limitations; and furnish copies of all design and construction standards which the City will require to be included in the Drawings and Specifications. B. FURNISH INFORMATION. Assist the Consulting Engineer by placing at the Consulting Engineer's disposal all available information pertinent to the Project including previous reparts and any other data relative to design or construction of the Project. Last Revised:04/29/2015