Project Planning New Construction, Renovations, Repairs And Maintenance Page 3
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8Work projected schedule and estimated costs. It is prudent for the Parish
Pastoral Council/Parish Finance Committee to attend these presentations.
e.
Upon approval by the PPBC, Parish Finance Council and Parish Pastoral
Council, the Parish will proceed to developing the Request for Fee Proposal.
II.
REQUEST FOR FEE PROPOSAL PHASE (RFP)
A.
FOR ARCHITECTS AND CONSULTANTS
1.
The PPBC issues RFPs for the project through a sealed bid process to three or
more qualified professionals (i.e., architects, consultants).
2.
PPBC develops a RFP. (Sample RFP letter and Bid List provided later in Volume II)
a.
RFP Package contains:
RFP Invitation Letter
Project Description and Scope of Work
Bid submittal information:
•
Due date, time and place
•
Format: hardcopy, original signature. No e-mail or fax
submissions.
A blank Bidders Cost Proposal form (provided later in Volume II)
Drawings, specifications and product data sheets if appropriate
Supplemental Conditions and House Rules (specific to each parish)
Blank Contract/Services agreement for information and Insurance
requirements, located at;
b.
PPBC researches prospective bidders for experience in comparable work
and reputation. Identify a minimum of three qualified bidders.
c.
The Pastor forwards an RFP to the perspective bidders.
d.
Pre-Bid: The pastor and PPBC conduct an onsite pre bid conference with
the bidders and answers any questions.
e.
Bid Receipt: Sealed bids are date stamped when received. (No faxed
copies or unsealed bids should be accepted.)
f.
Bid Opening procedure:
1.
Establish Bid Opening Committee: The Pastor, members of the PPBC,
and a member of the Parish Finance Council
2.
The sealed bids are opened, initialed and dated by each member.
g.
Select Architect/Consultant
1.
The Pastor evaluates bids with the PPBC and selects the preferred
bid, based on cost, comparable experience and recommendations by
previous customers.
It is normal Diocesan practice for the Pastor to
select the low bidder.
2.
If there is a question regarding the facts (exclusions and
substitutions) and pricing provided by the lowest bidder, the PPBC
arranges a meeting with the low bidder and the originator of the Project
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