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T-1 PREPARATION OF CONTRACT DOCUMENTS 1. General: It is intended that contracts for public construction within the City of Middleton will use the standard forms within the City of Middleton Standard Specifications and Construction Contract Documents, latest revision. The standards have been written to eliminate the need for extensive copying of the standard specifications and detail drawings for each contract. Use of these documents will also provide a consistent set of expectations for designers, contractors and inspectors on all public works projects within the City. The standard specifications and detail drawings have been drafted to cover most of the work typical of public construction in the City of Middleton. In unique situations where the standard specifications and detail drawings will not adequately address the needs of the project, the designer should modify the standard specifications through the special provisions (Section 700) and through the addition of detail drawings as necessary. 2. Preparation of Project Manual The project manual will contain both the bidding and contract documents. As noted above, during the bidding period, the blank contract documents are provided for the reference of the Bidder. After execution of the agreement, the contract documents are in effect and the bidding documents have no meaning. Preparation of the project manual should include the following: a. Table of Contents As indicated by the gray shading, the project title and number should be filled in. After preparation of the Advertisement to Bid, Bid form, Agreement, Supplementary Conditions, and Special Provisions, the number of pages in each of those sections should also be filled in. Other gray shaded areas indicate documents that may or may not be listed in the project manual’s Table of Contents, depending on their need. b. Advertisement to Bid As indicated by the gray shading, the project title and number, as well as information pertinent to the specific project, should be filled in. There is a choice to be made for whether a deposit or non-refundable fee will be required for copies of the bidding documents (project manual and drawings). For City projects, we typically charge a non-refundable fee instead of a deposit. If this is being used for other than a City project, the specification writer should consider whether there may be a need for a pre-bid conference, bid bond value in excess of 5% of the bid, and time within which bids are subject to acceptance. c. Instructions to Bidders As written, the Instructions to Bidders is intended to be used without modification for each public contract. Since it will not require modification, it is incorporated into the project manual by reference (note asterisk in the Table of Contents). d. Bid As indicated by the gray shading, the project title and number, and time of bid opening are to be filled in prior to printing. If any addenda are issued during ---PAGE BREAK--- T-2 the bidding period, the Bidder should note the addenda received in the blanks provided. Page B-3 should be modified by the preparer to include the actual bid form with appropriate bid items. There are blanks for use by the Bidder on pages B-4 through B-6. e. Dept. of Workforce Development Forms (if necessary) If a wage rate determination is required from the DWD, the project manual should include the Disclosure of Ownership and Request to Employ Subjourneyperson forms sent from the DWD with the wage rate determination. The wage rate determination itself will be included in the Agreement as an Exhibit, which will be listed in the Table of Contents (as suggested in the gray shading). f. Bid Bond As written, the Bid Bond is intended to be used without modification for each public contract. It is included in the project manual because it will need to be filled in by the Bidder, and returned with the Bid. g. Agreement As indicated by the gray shading, there are several blanks that will need to be filled in by the preparer. In Article 1.01, there is a choice between providing a project number or a contract number, since few projects have both. The City prefers use of the five digit project number be provided here. After preparation of the Supplementary Conditions and Bid, the number of pages should be provided by the preparer in Article 9.01. The preparer should also include pertinent information related to the prevailing wage rate determination, soils exploration report(s), and other exhibits as applicable. h. Construction Performance Bond As written, the Performance Bond is intended to be used without modification for each public contract. It is included in the project manual because it will need to be filled in by the Contractor, and returned with the Contract Documents. i. Construction Payment Bond As written, the Payment Bond is intended to be used without modification for each public contract. It is included in the project manual because it will need to be filled in by the Contractor, and returned with the Contract Documents. j. General Conditions As previously noted, the General Conditions are not intended to be changed. Since the General Conditions will not require modification, it is incorporated into the project manual by reference (note asterisk in the Table of Contents). k. Supplementary Conditions The Supplementary Conditions modify the General Conditions, and will need to be modified for each project. The Supplementary Conditions included in the City’s standards are generally sufficient for most projects, with a few required edits. 1. In SC-1.01.A.17, include the names of each drawing to be considered part of the Contract Documents. If there are numerous drawings with the same general title, it would be sufficient to refer to them as “General ---PAGE BREAK--- T-3 Title”, pages X through X, inclusive. This listing should also refer to the applicable Standard Detail Drawings, as well as any project specific detail drawings that may be bound in the project manual. 2. SC-1.01.A.53 should be modified to list the Owner’s consultants on the project. This will include consulting engineers, material testing consultants, resident project representatives, etc. 3. If subsurface condition report(s) were used in preparing the drawings and specifications, modify the first paragraph C under SC-4.02 to describe the subsurface condition report(s) used and delete the second paragraph C. If no subsurface condition report was used in preparing the drawings and specifications, delete the first paragraph C under SC-4.02, and use the second paragraph C. l. Standard Specifications As written, the Standard Specifications are intended to be used without modification for each public contract. Sections 100 through 600 are incorporated into the project manual by reference (note asterisks in the Table of Contents). m. Special Provisions In unique situations where the standard specifications will not adequately address the needs of the project, the designer should modify the standard specifications as necessary through the inclusion of Special Provisions (Section 700). n. Standard Detail Drawings As drafted, the Standard Detail Drawings are intended to be used without modification for each public contract. They are incorporated into the project manual by reference (note asterisks in the Table of Contents). Standard Detail Drawings applicable to the project should be listed in the Supplementary Conditions as noted above. o. Project Detail Drawings In unique situations where the standard detail drawings will not adequately address the needs of the project, the designer should provide additional detail drawings as necessary. p. Exhibits to the Agreement As listed in the Table of Contents and Agreement, the project manual should include a copy of the referenced exhibits. As applicable, these may typically include a prevailing wage rate determination, soils investigation report(s), and permits obtained by other than the Contractor. To assist in preparation of a project manual, the preparer may request of the City an editable electronic version (Word documents) of the: a. Table of Contents b. Advertisement to Bid c. Bid d. Agreement e. Supplementary Conditions f. Special Provisions