AG 1996 07 22 - Laserfiche WebLink

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Mr. Blair Bennett July 15, 1996 Page 3 Out-of-scope Efforts Beyond the scope of Tasks I00 and 200 as described in HDR's letter contract with the County dated April 24, 1996, HDR has taken further measures to expedite the fulfillment of the secondary clearing requirements. Besides the meetings and communications with the County, agency representatives, and contractors, HDR has also been in communication with various landholders whose provision of access to facilitate clearing is important for lowering the costs of the project. Though there are some County~held rights-of-way that can be used by the contractor, HDR has identified additional, privately-owned strategic points of access and has begun arrangements to secure utilization of these access paths by the contractor. These arrangements have included communications with Mr. Hartsell, discussions and meetings with the landholders to review the access routes, and the development of documentation, including orthophoto copy and descriptive text, to be incorporated in a formal access agreement to be produced by Mr. Hartsell. For one concerned landholder, Mr. James Patterson, an unresolved issue of the County's need to provide him access to his own property has emerged. Mr. Patterson has said he is not interested in allowing access through his property until that issue is resolved. Fletcher Hartsell has indicated it would be helpful if HDR reviewed the situation to see if a potential resolution could be found; HDR has already begun that process. Another significant component of the preparation and implementation of clearing has been, and will be, the matter of contract administration. HDR has been carefully reviewing, and discussing with both the County and the prospective contractors, the likely particulars of the contract, including the issues of informal proposals, review of qualifications, formal bidding, nature and schedule of payment, and bonding. Further, and upon County request, HDR has produced a draft contract that can be readily finalized for project award and initiation. Outlook As indicated above, contract administration will continue to be an important component of the secondary clearing project. Finalization of contract details, project initiation, field inspections, access and routing clarifications and amendments, progress and payment review, handling of field orders and change orders, and contract closeout will all have to be managed, as will a variety of other potential contract issues that may arise. Under the April 24, 1996 amendment to HDR's Agreement for the Coddle Creek Reservoir Project (dated September 8, 1987), HDR has been pleased to provide the previously mentioned services described in this letter report. And HDR desires to be of continued assistance to the County in the effort to efficiently accomplish the secondary clearing requirements at Coddle Creek Reservoir. Towards that end, HDR respectfully submits an enclosed proposal of another task item (Task 300 - Contract Administration) to be added to the April 24 amendment. The scope of this task is related directly to the issues of contract administration; other secondary clearing matters such as field markings,