Project: E23-058 GLWA Front Entrance Rehab

STATEMENT OF PROBLEM:

Specific to water/wastewater estimates, clarifications and exclusions are not permitted. In some instances the specified material or sole sourced supplier(s) is not meeting the spec or are refusing to bid. In these instances alternative solutions must be carried with some form of contingency. This was prevalent with both the specified canopies and turnstiles. 
For the canopies, there was 3 listed suppliers, all are owned by the same company. We received 1 quote before bid due date and that bid did not meet the spec section for paint finish (but supplier did not clarify on quote). After bid submission the supplier indicated they did not meet the specification, and would not sign contract if having to meet that requirement. 
For the turnstiles, the spec called for 316 SS material but the quote received was for 304 SS and supplier refused to bid 316 SS. Quote was sent 30min before bid and could not be planned for. 

ROOT CAUSE:

Supplier did not properly exclude/clarify in their quote / not sufficient time for CCC estimator to identify and address with contingency

COURSE OF ACTION:

On large estimates these small items that do not meet spec are not the primary focus on bid day and can slip through the cracks but if not planned for can add up and/or cause issues since exceptions to the spec are not allowed. 

LESSON FOR FUTURE PROJECTS:

In bidding water/wastewater projects where clarifications and exclusions are not permitted, extra effort needs to be given to verifying that subs and suppliers are complying with the specification. Before price submission and as early as possible, if the supplier has indicated they will bid, then they need to confirm in writing that they will comply with the related spec section. The estimator needs to email the supplier or sub to get this confirmation. This way our estimator has time to plug a number or add contingency to meet the spec if the supplier is not in compliance.