Service Solicited - 2024 - HECO Engineers - Bidding Services - Fiber Constructionplpi, _ HECO
ENGINEERS
September 5, 2024
Eric Ziegenfuss
Public Works Director
City of Eagle
660 E. Civic Lane
Eagle, Idaho 83616
RE: Bidding Services — Fiber Construction
Cost Proposal
EG24-0359
Dear Eric,
Provided below is a proposal to perform the public bidding services for the City's fiber
construction project. The Scope of Work associated with the bidding services is presented
below.
1. Project Scoping/Meetings — HECO will attend initial project scoping meeting with City
staff to discuss project requirements and deliverables and provide scope of work
proposal. HECO will attend one (1) regularly scheduled meeting per month via remote
Teams connection with the City's fiber group during the bidding process (3 meetings
anticipated).
2. Prepare Bidding Documents (Electronic) — Provide bidding documents in electronic
form to the City. HECO shall provide bidding documents to QuestCDN in electronic form.
Bidders may purchase a copy of bidding documents from HECO or QuestCDN. Costs for
paper copies will be charged by HECO to each Bidder requesting paper documents.
HECO, through QuestCDN, will track and document contact information for each bidder
that purchases bidding documents.
Items to be included in the bidding documents, but completed by others and provided
to HECO by the City include:
a. All construction plans/maps/exhibits that are necessary to outline the scope of
the construction project defining the limits of construction, quantities, and
required details. It is anticipated that the documents provided are in final form
and will not be updated prior to advertising for bid requiring revisions to the
bidding documents.
b. Construction specifications.
32 N MAIN STREET
• PO BOX 235 PAYETTE, IDAHO 83661 208-642-3304
Bidding Services — Fiber Construction
September 5, 2024
Page 2 of 3
c. Determination of construction duration to include in the bidding documents.
d. Encroachment permit from the Idaho Transportation Department (ITD) for
construction within ITD rights -of -way.
3. Advertisement for Bid — HECO shall complete advertisement for bid with critical dates
and deliver to City. City will be responsible to place advertisement in local newspaper
for the set publishing dates.
4. Bidding Q & A — HECO will provide support through the bidding process to assist the City
with answering questions from prospective bidders concerning the project. Questions
will be communicated through HECO and all responses will be directed to the City and
the City's consultant for answers/clarifications. HECO will communicate the answers
back to the prospective bidders.
5. Addenda — HECO shall provide any addendum necessary to address City requests or to
clarify information contained in the bidding documents based on requests from bidders.
The City and/or the City's consultant shall provide the answers and clarifications. HECO
will provide addendum information to QuestCDN. QuestCDN electronically notifies
bidders of the addenda and tracks downloads by bidders. A maximum of two (2)
addenda are anticipated.
6. Attend Bid Opening — HECO shall attend the bid opening located at Eagle City Hall.
HECO will publicly open bids and check bid documents for completeness. Irregular bids
will not be read.
7. Review Bids — Following the bid opening HECO will review each bid checking for math
errors, public works licenses, etc. HECO shall verify irregular bids. HECO will prepare a
bid tabulation summary. Review of bids will be based on low bid only and will not
include review of qualifications.
8. Notice of Award — HECO shall provide the City a recommendation of acceptance of the
lowest complete bid, draft the Notice of Award, and deliver recommendation and
Notice of Award to City.
9. Construction Agreement Execution — HECO shall review submittal of Construction
Contract Documents and submit documents and Notice to Proceed to City for execution.
10. Contract Documents — Following the execution of the agreement by the City, HECO shall
provide the original and one copy of the contract documents to the City and a copy to
the Contractor.
Bidding Services — Fiber Construction
September 5, 2024
Page 3 of 3
Additional Assumptions/Exclusions:
• City to provide all necessary fiber infrastructure materials for the construction of the
project and the City shall determine if any Idaho use taxes are due and the to
determine/track amounts due.
• City will obtain and provide plans and specifications from City's consultant. Plans shall
be provided in PDF format for incorporation into the bidding documents.
• It is anticipated that the entire project will be bid as a lump sum project in a single
project base bid form and not have multiple schedules (additive alternates) or unit price
schedules.
• The City will coordinate with the Idaho Transportation Department (ITD) and obtain an
ITD encroachment permit.
• The City will coordinate with ACHD and all other utilities.
• HECO will not attend the pre -bid meeting with prospective bidders.
• No additional right-of-way, license agreements, or easements will be required for
construction of the project.
• The bidding documents will require that the contractor that is awarded the construction
contract provides all required traffic control plans and obtain ACHD permits.
• Services during construction are not included.
We propose completing the above tasks on a time & materials basis with an estimated budget
of $9,100. This amount will not be exceeded without prior authorization from the City.
The schedule for completion will be coordinated with the City staff. The work is anticipated to
be completed within 90 calendar days from the authorized notice to proceed.
Please contact me if you have any questions or need any additional information.
Sincerely, Authorization:
HECO Engineers City of Eagle
/LcG,eit.Q !J. ,Savo
*y
Michael W. Davis, Principal Mayor Date