CITY OF OVERLAND PARK

Intra-City Communication

DEPARTMENT OF PUBLIC WORKS

Date:	May 9, 2002 (Revised 1-29-07 by NS) – (Revised 4/11/08 – mlm)

To:	Project Managers and Consulting Engineers

RE:	Guidance for Planning Bid and Contract Award Schedules

Project managers frequently want to know how quickly their engineers need to provide plans in order to have bidding and construction take place in a certain time frame. I thought it would be helpful if we laid out the critical schedule that should be anticipated for the bid process.

In general, it takes 7 weeks from a Consultant's preparation of the final plans to the earliest possible notice to proceed, and the entire schedule hinges around timing the process to coincide with Council meeting dates. The details of how the schedule progresses depends in large part on our internal procedures for advertising, awarding, and approval of contracts. The following schedule applies for projects solely governed by Overland Park requirements. Projects involving KDOT, Johnson County CARS or SMAC, or other agencies may involve additional requirements. The following breakdown was provided by the contract specialists. If you have a special case or need more information, please contact Mary Lou McCann or Nancy Sappington.

The critical path is as follows:

Final Review (Well before anticipated notice to bid) - The project's contract specialist needs to review the spec book to ensure accuracy prior to copies being made to sell.

Week 1 - Friday - (Day 1) - Provide the contract specialist with the Notice to Bidders electronically, or provide them the necessary information for the Notice to Bidders, no later than 3:00 p.m. so they can arrange for publication in the Wednesday edition of the Overland Park Sun.

Week 1 - Wednesday - (Day 4) - Notice to Bidders published in the Overland Park Sun. We try to allow 3 weeks for preparation of bids. The City must have one full set of final bid documents no later than this day, and the Consultant must have sufficient copies on hand for sale. Copies of Notice to Bidders should be mailed out to Contractor's on the potential bidders list the day before publication of Notice to Bidders. Consultant shall provide copies of bid documents to plan rooms no later than this day (7 plan rooms take CD's, 2 take hard copies)

Week 3 or early part of Week 4 - Ideal time for pre-bid meetings. The contractor's need a little time to become aware of the project and decide on whether or not to proceed, but the meeting needs to be early enough to allow for issuance of addenda.

Week 4 - Thursday - (Day 23) - Any addenda must be in the mail and faxed to bidders on the bid list by the end of this day, which is 4 days prior to bid opening, unless the bid date is being postponed. Any pre-bid meeting should be held in sufficient time that if defects in the Contract Documents are noted, an addendum can be issued by this date.

Week 5 - Tuesday - (Day 28) Bid opening, held at 2:00 p.m. in City Hall. Consultant must pick up copies of bids to perform tabulations and provide recommendation.

Week 5 - Wednesday - (Day 29) Consultant must have recommendation to City by 3:00 p.m. so that it can be placed on Governing Body agenda.

Week 6 - Monday - (Day 34) Governing Body to approve award of contract. NOTE: The Governing Body regularly meets the 1st, 2nd, and 3rd Monday's of the month, but it is not unusual for meetings to be cancelled in certain months when conflicts arise with holidays or other events. Project managers should check the Governing Body schedule periodically to determine if the anticipated meeting is still planned. This entire bid schedule hinges upon the scheduling of the Governing Body meeting.

Week 6 - Tuesday - (Day 35) Contract Specialists will prepare the contracts for execution by the successful Contractor. Contractor is notified they have been awarded the contract and they have 10 days to return executed contracts.

Week 7 - Friday - (Day 45) Final date for agreement to be returned from successful bidder. If Contractors wish, they can get their contracts returned sooner, and the remaining items may all be moved up and notice to proceed issued more quickly.

Week 8 - Tuesday - (Day 49) Contract documents are reviewed by the contract specialists and given to the Law Department for approval. The contracts are then forwarded to the Mayor for signature.

Week 8 - Thursday - (Day 51) - Contracts returned to Public Works with Mayor's signature. Contractor's copy is returned to them. This is the earliest for which a notice to proceed can properly be given.

Hopefully this will help all of us when we are developing project schedules.

Guidance for Planning Bid and Contract Award Schedules

4/14/08 - changed Overland Park Sun advertising date to Wednesday. Also deleted Thursday deadline to Law Department since attorney is now full time. mlm

bheather

2007-01-30

Public Works

City of Overland Park