Clay – Understood. I’ll touch base later this week to see if there’s anything I can do to assist in the preparation process. I assume we are still targeting next week for a bid opening, so I’ll need to send out the advertisement on Friday. 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: Clay Barnett Sent: Monday, October 26, 2009 9:49 AM To: Matt McCombs Cc: Nancy Cline; Jason Cooley; 'Bruce Dunne' Subject: RE: 10-01 Vitruvian Park Public Infrastructure Phase 1C Matt, We will be unable to post the plans and specs on the website. I have asked Bruce to change the language to a free CD is available at the service center. If you need anything else, please let me know. Thanks, Clay Barnett, P.E. Town Engineer Town of Addison 16801 Westgrove Drive Addison, TX 75001-2818 Office: (972) 450-2857 P Please consider the environment before printing this email. -----Original Message----- From: Matt McCombs 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.