13 City Council (07/14/03) - Laserfiche WebLink

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o o o Regular City Council Meeting July 14,2003 Page 11 Advertisement is done by department heads through the City Clerk. Legal notices are published twice on Sundays with first publication at least 14 day prior to letting of the bids. Bids are received by the Director of Finance at bid opening. Department heads tabulate bids, and the bid documents and tabulations are turned over to the City Clerk. The department head writes a memo to the City Manager and City Council making recommendations for award of the bid. This typically happens the month after plans and specifications are approved to go out for bids. The City Council awards the bids and the projects began. Any change orders required must be approved by Resolution of the City Council. Mr. Napier advised that there is a minimum of five council appearances for any one project. The cost of the actual work (with day work or contract job) is about the same. Where you are costing the city more money, is the cost of hiring a consulting engineer to prepare plans and specifications, which is typically 8% to 12% of the estimated contract cost. Mr. Napier said Mobilization and Bid Bonds are normally in the contracts but they are not in day work contracts. He said that Mayor Fendley may have a better idea than him what a typical bid bond would be. Work by the day does not have a mark up on the material cost as most of the materials are provided by the city. Mr. Napier said that there are several things that can happen in the bid procedure. He said that if you carry over past 90 days or if something goes wrong, the contract prices could go up. There are all types of bid delays and there is also the fact that city staff is affected every time you have a contract it affects the City Attorney's office because they review all contracts along with the proposals for engineers and the bid bonds and insurance. Mr. Napier said several things can happen in the bid procedure which would result in contract