IPWG agenda 102302 - Laserfiche WebLink

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ri A Adoption of budget and award of bid Town Council Other decisions will be made by Town staff, working with the Project Planning Committee . Opportunities for Review : Points of review and opportunities for advice by the full Board of Commissioners will occur during the Special Use Permit ( SUP) process . First the Board will receive notice of the process and schedule for the SUP as soon as it is established . When the staff review is completed, the application goes to the Town ' s advisory boards , and the Board of County Commissioners will also be included . The Board would receive at least 60 days notice of this opportunity, so there would be time to schedule the Board review in time to have its recommendations ready for the SUP public hearing . After the public hearing at which all the Board ' s recommendations , advisory board recommendations and citizen input will be heard, the Board will once again be offered an opportunity for recommendation to the Town Council before the Council acts on the SUP application . The Council normally acts 3 weeks after a public hearing, which we would hope would include time for a Board meeting . If another week would accommodate the meeting schedule of the Board, the Council could delay its decision on the SUP until its next meeting . Value Engineering : We are aware of the Board ' s interest in value engineering , and that is . shared by the Town Council . Our proposed process includes the use of value engineering during the process that moves from the conceptual plan stage to construction drawings , review and analysis of the bids and construction . The contract engineer would also be available for advice should that be appropriate when considering potential change orders . We understand that the County ' s Open Space Design Specialist may also be able to act in these areas . Project Planning Committee Members : You have suggested that the Project Planning Committee include those of us who have worked together to develop this process . We believe that is a good idea, and will submit . the three Council Member names to the full Town Council , Timing . At your request, we have removed the specifics of all but one time period . We do this with the understanding that the Board of Orange County Commissioners will consider the Conceptual Plan for the Southern Community Park in September . We also understand that it is your intent to have in November a mutually acceptable conceptual plan and an executed interlocal agreement that specifies the schedule of bond fund availability . We did .feel the need to leave in one specific time period : the eight days during " Budget and Bid Award" for setting a discussion between the Board and the Council about the budget . We do so , because we believe that it is important to be able to award a contract within 60 days of the bid opening . Requesting bids good for 60 days is fairly standard and allows time for review and analysis of the bids , checking of references and some negotiation . We believe that requesting 90 days would increase the bidders ' risk and,