Matt - I have incorporated your comments into the bid documents. Clay asked me to change AB-2, line 4 to state that a free CD would be available to the bidders. ________________________________ From: Matt McCombs [mailto:mmcCombs@addisontx.gov] Sent: Monday, October 26, 2009 9:41 AM To: Clay Barnett; Bruce Dunne Cc: Nancy Cline; Jason Cooley Subject: RE: 10-01 Vitruvian Park Public Infrastructure Phase 1C Good morning. I hadn't heard back from anyone regarding my observations, so I assume they are still being deliberated. Of special importance is whether or not we want to post specs and plans on an electronic medium, as described in AB-2, line 4. If this is the case, I will need those soft copies by Friday to I can process and format them appropriately. I want to make sure that we can get this bid out with no hiccups, so please let me know what's going on at your earliest convenience. Thanks! Matthew E. McCombs Management Analyst Town of Addison (972) 450-7090 Fax: (972) 450-7065 mmccombs@addisontx.gov P Please consider the environment before printing this email. -----Original Message----- From: Matt McCombs Sent: Friday, October 16, 2009 4:55 PM To: Clay Barnett; 'Bruce Dunne' Cc: Nancy Cline; Jason Cooley Subject: 10-01 Vitruvian Park Public Infrastructure Phase 1C Clay and Bruce - I have had a chance to review the specifications, and most of it looks really good. I did have a few observations and recommendations: * If possible, please add the following line to AB-2, item 3 and IB-4, item K: "All bonds must be signed original documents to be valid; copies of bonds are not acceptable." There have been some reports of companies re-using old copies of bid bonds, and passing off photocopied or faxed copies as legitimate. Should a company have the foresight to compile a bid on-time and the ethic to obtain a legitimate bond, there should be no issues complying with this requirement. We have already modified our base internal spec to include this rule. * AB-2, item 4 and AB-2, item 8 seem to be in conflict with regard to who disseminates bid specifications. In the past, Vitruvian Bid Documents have been available strictly through Public Works as a control element. I assume this practice would hold true for 1C. * Related to the previous item, AB-2, item 4 specifies that plans, specs, and bid documents "may be downloaded on line for no cost." This would be a departure from what has been done in the past, as well. It may not be impossible to post a highly compressed file on demandstar or bidsync. However, bandwidth requirements would preclude this from being posted to the town's website. If this was included in error, never mind. But if we are planning on any sort of online posting, we may need to discuss that a little first. * It was my understanding that the pre-bid meeting is non-mandatory. I didn't know if we wanted to communicate this or not, but IB-2, item E doesn't specifically state one way or another. If we don't want to say anything, that's fine, but I wanted to bring it to your attention in case we did. * IB-5, item U says that bid bonds would be returned to all but the three lowest bidders within three days of the bid opening. I would recommend that this requirement be omitted. Our typical practice is to return bid bonds upon execution of the contract. Returning the bond would forfeit our only leverage should multiple bidders be unresponsive or their bid be invalid for any reason. Those were my observations. Please don't hesitate to let Jason or myself know if there are other questions, or if we may be of any service. Thanks, and everyone have a great weekend! Matthew E. McCombs Management Analyst Town of Addison (972) 450-7090 Fax: (972) 450-7065 mmccombs@addisontx.gov P Please consider the environment before printing this email. ************************************************************************ ******************************************* This e-mail and any files or attachments transmitted with it contains Information that is confidential and privileged. This document may contain Protected Health Information (PHI) or other information that is intended only for the use of the individual(s) and entity(ies) to whom it is addressed. If you are the intended recipient, further disclosures are prohibited without proper authorization. If you are not the intended recipient, any disclosure, copying, printing, or use of this information is strictly prohibited and possibly a violation of federal or state law and regulations. If you have received this information in error, please delete it and notify Hamid Khaleghipour at 972-450-2868 immediately. Thank you. ************************************************************************ ******************************************* No virus found in this incoming message. Checked by AVG - www.avg.com Version: 8.5.423 / Virus Database: 270.14.32/2459 - Release Date: 10/26/09 08:10:00