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Chad Isakson, PE <br />April 4, 2025 <br />Page 3 <br /> <br /> <br /> <br />4. 60% Plan Review Meeting <br />a. Submit 60% plans and specifications to City staff for review. <br />b. Conduct a plan review meeting to discuss City comments, incorporate feedback, and confirm <br />approach. <br />c. Address any design changes requested by the City and coordinate with applicable utility <br />providers as needed. <br />5. Final Plans and Specifications <br />a. Incorporate comments from the 60% review and prepare final bidding documents (plans, <br />specifications, front-end documents). <br />b. Ensure documents are suitable for public bidding and compliant with City procurement policies. <br />c. Update engineer’s opinion of probable construction cost. <br />6. Bid planning: Confer with City on whether the project will utilize standard bidding or gather quotes from <br />predetermined specialty contractors. <br /> <br />TASK 2: PROJECT BIDDING & AWARD <br />The activities included in the quote and bidding and award phase ensure a transparent, fair, and thorough <br />process, facilitating the selection of the most suitable contractor for execution of the work. The tasks outlined <br />below will utilize the developed design documents and prepare and deliver bidding documents to procure a <br />contractor to complete the water tower demolition and site restoration. <br /> <br />1. Preparation of Quote, Bid Proposal and Contract Forms: <br />a. Develop complete bid proposal forms tailored to the water tower demolition. <br />b. Prepare contract documents and front-end specifications in accordance with City of Lake Elmo standards <br />and applicable procurement requirements. <br />c. Ensure clear delineation of scope, pricing structure, contractor qualifications, and bonding/insurance <br />requirements. <br />2. Issuance of Bid Advertisement: <br />a. Prepare and publish the official Advertisement for Bids in accordance with Minnesota state and local <br />bidding laws. <br />b. Coordinate publication on QuestCDN, City website, and other relevant outlets to maximize contractor <br />visibility. <br />c. Include project summary, bid due date/time, pre-bid meeting information (if applicable), and contact <br />information for document access. <br />3. Distribution of Bid & Quote Documents: <br />a. Coordinate reproduction and distribution of complete bid packages (drawings, specifications, forms) to <br />prospective bidders. <br />b. Maintain a plan holder list to track interest from contractors and ensure equitable document access. <br />c. Provide both electronic and hard copy formats as needed. <br />4. Responding to Prospective Bidders' Questions: Address any questions or requests for clarification from <br />prospective bidders to ensure they understand the project scope and requirements. <br />5. Issuance of Addenda: Issue any necessary addenda to the Project Bid Documents to address changes or <br />clarifications that arise during the bidding process. <br />6. Bid Opening: Conduct an online bid opening to receive and record all submitted bids for the project, ensuring <br />transparency and fairness in the process.