3. Jail expansion update - Laserfiche WebLink

Because the systems of discussion are of such importance to the overall operation of the jail and the cost is small in relation to the entire expansion project. It is our opinion that receipt of proposals or bids for these systems could be requested from the same vendors associated with the original jail in advance of bidding the general, mechanical and electrical portions of the project. Upon receipt of the bids, a design team review would help determine that these quotes were indeed fair and equitable for each scope of work as defined. Assuming that any and/ or all of the initial proposals for the specialty systems were acceptable, we would forward their proposals on to the respective General, Mechanical or Electrical contractor for inclusion in the bid process, i.e. as part of the Addenda. Whether a Single Prime was successful or Multiple Prime Contracts were issued for the major portion of the work on the jail expansion, the coordination of the "pre-bid" subs, the accountability, the warranties, insurances etc. would then fall under the larger contractor's umbrella. If for some reason any or all of the pre-bid quotes were not acceptable and it was the choice of Cass County to further pursue them in a competitive bidding climate, we would then include all necessary documentation into the final bidding document for the jail expansion. As a part of the construction documents, we will further help to identify with the owner's representative those items that will be handled by an owner representative but require a specification and coordination with project's completion. Example as discussed being the painting of signage, loose security furnishings, general communications equipment etc. Foss will include in the specifications the fact that the owner will indeed carry and maintain the Builders Risk insurance policy with a deductible as determined appropriate between the and owner/ agent and identified in the specifications. This is a cost saving measure and of course of benefit to the owner especially when there is existing facilities at risk during construction. The bidding process is guided by Foss Associates with final direction from the owner. The process begins by reproduction of sufficient numbers of bid documents for distribution to the General, Mechanical and Electrical contractors interested in the Cass County project. Foss Associates at the same time will provide to the local publication sources that information which constitutes a "Legal Advertisement" a number of times prior to the bidding process. The owner reimburses the costs of production of the specifications and drawing along with the legal advertising to the architect. At the owner's convenience, the architect will hold the public bid opening, evaluate the bids, make a recommendation to the owner and upon approval issue a letter of intent to the contractor(s) prior to issuance of the contracts for construction. During construction, Foss Associates will provide at a minimum weekly inspections of the construction site to verify contractor's compliance with the intent of the construction documents. Information will be shared in weekly meetings during the construction period and require attendance of all active contractors on site at the time. It will be suggested that engineering "firms of record" participate in every other weekly meeting during construction and more often during critical times for their input to the respective contracts. This will help to expedite proposal requests for approval so the necessary change orders can be issued for that scope of work to proceed.