Addendum #1 Q&A and Updates.docx
DOCX document 190 KB Posted
- Attached to
- BOILER AND CHILLER LINES REPLACEMENT PROJECT
- Solicitation number
- AEOI 0512 WSH2600000001 2
- Issued by
- Lewis County, West Virginia
About this file
This is Addendum #1 to a state and local contract opportunity, clarifying key modifications to the original solicitation terms and conditions. The primary change addresses the contract timeline, which previously required all work to be completed within a fixed 90-calendar-day period. The addendum revises this requirement to allow design plans to be completed within 90 calendar days of the Notice to Proceed, with contract administration and oversight extending for 365 calendar days to accommodate material procurement lead times, agency approvals, and construction timelines. The addendum also corrects a typographical error in the Terms and Conditions, Section 8, updating the referenced AIA B101 standard from 2007 to the correct 2017 version. The bid opening date has been moved from April 7, 2026 to April 14, 2026, maintaining the opening time of 10:30 AM EST.
The addendum includes corresponding modifications to the specification sections, specifically Section Three, paragraphs 3.3 and 3.5, to align with the extended contract administration timeline and clarified design completion deadline. These changes address industry concerns regarding the impracticality of the original 90-day completion period, particularly regarding construction material delivery times (such as steel requiring over 40 weeks and electrical equipment requiring over one year post-approval) and procurement processes. A payment schedule attachment is referenced but not detailed in the document. These modifications ensure the contract terms are realistic and aligned with standard practices used by other state agencies.
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Other files
| File | Type | Posted |
|---|---|---|
| HIPPA-BAA Form.pdf | ||
| Purchasing Affidavit.pdf | ||
| Final_AEOI_0512_WSH2600000001_2_WV_AEOI_FORM.PDF | ||
| Final_AEOI_0512_WSH2600000001_1_WV_AEOI_FORM.PDF | ||
| DHHR Provisions Required for Federally Funded Procurements.pdf | ||
| Payment Schedule.docx | DOCX document | |
| EOI Documentation.pdf | ||
| Addendum #1 Forms.docx | DOCX document |
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Text version
ADDENDUM #1 – Q&A, UPDATED EOI & TCA
QUESTION #1:
In our experience, certain construction materials are likely to take a significant amount of time to be delivered. Some recent examples include steel taking over 40 weeks after approved submittals and electrical gear taking over one year for delivery. The procurement time frame also takes time after the design is completed and approved. Agency approvals commonly take up to two months. The fixed 90-calendar-day contract period does not account for these items. Would your agency consider language similar to that used by other State Agencies to allow for the necessary time to design, bid, and provide construction services? See a couple of examples below:
ANSWER #1:
Yes, we will modify sections of the “Terms and Conditions” and the “EOI Documentation” to clarify that the design plans shall be completed within the 90 calendar days, but the contract administration and oversight will be for three-hundred-sixty-five (days).
QUESTION #2:
Is the intent to follow the AIA B101-2017 Supplementary conditions that were included or as checked in the submission documents, indicating an older version?
ANSWER #2:
Yes, the intent is to follow AIA B101-2017 Supplementary conditions that were included. The 2007 indication in the Terms and Conditions, Section 8 is a typo, and it has been revised. It should read 2017.
Terms & Conditions Modification #1:
From: Fixed Period Contract: This Contract becomes effective upon Vendor’s receipt of the notice to proceed and must be completed within Ninety (90) Calendar days.
To: Fixed Period Contract: This Contract becomes effective upon Vendor’s receipt of the notice to proceed. The design plans must be completed within ninety (90) calendar days. Contract administration and oversight will continue for three-hundred-sixty-five (365) calendar days.
Terms & Conditions Modification #2:
From: BID OPENING DATE: 04/07/2026
BID OPENING TIME: 10:30 AM EST
To: BID OPENING DATE: 04/14/2026
BID OPENING TIME: 10:30 AM EST
Specification Modification #1:
SECTION THREE – 3.3
From: Construction administration and inspection from vendor selection to completion of project.
To: Construction administration and inspection from vendor selection to completion of project shall continue for 365 calendar days of Notice to Proceed.
Specification Modification #2:
SECTION THREE – 3.5
From: Project shall be completed within 90 calendar days of Notice to Proceed
To: Design plans shall be completed within 90 calendar days of Notice to Proceed.
PAYMENT SCHEDULE: See “Payment Schedule” attachment.
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