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Van Fleet Water Production Facility Improvements BVP 13-196 d. The Pre-Award Phase provides the BV Contractor with an opportunity to identify "what is in" and "what is out" of their Submittal. The County has the right to accept or reject this Submittal. The County also has a right to identify their perceived risks, concerns, and issues which it will require the BV Contractor to mitigate and manage. The major products of the Pre-Award Phase include the scope of the Project, the milestone schedule, the Risk Management Plan (RMP), the cost breakout of the Project, and the Weekly Risk Report (WRR.) The pre-planning should include all coordination and identification of all risks that cannot be controlled by the BV Contractor. e. In many cases, one of the BV Contractor's biggest risks (in terms of delivering the service with high satisfaction) is the County. Therefore, it is in the BV Contractor's best interests to identify any issues or concerns ahead of time during the Pre-Award Phase. The BV Contractor should minimize their risk by creating documentation that assists them to be proactive in mitigating risk. PRE PLANNING AND COORDINATION a. The BV Contractor may be required to provide the County with supporting documentation of any information listed in their Submittals before entering the Pre- Award Phase. b. Once the BV Contractor is notified, the County may provide a list of risks identified by the other Contractors and a list of any County issues or concerns. c. The County requires that the BV Contractor attend a Kick-Off Meeting to present their Submittal, the milestone schedule, their Risk Management Plan (RMP), and to seek additional issues or concerns that the County may have. It is also an opportunity to meet all participants who may be a stakeholder in the Project. The BV Contractor is required to perform the following functions as part of, or in preparation for, this Kick-Off Meeting: i. Ensure that the County Project Manager has invited all County stakeholders and participants to the meeting (including County, subcontractors, architect or engineer of record, interested parties, etc.) ii. Present the scope of their services("what is in" and "what is out"). iii. Present their milestone schedule and their RMP. This Plan includes risks and potential mitigation to the risks. iv. Identify County responsibilities. v. Present their Weekly Risk Report (WRR) template, as defined in Section 6.0 Weekly Risk Report. This template and instructions on how to complete the WRR are available via the PBSRG website at http://pbsrg.com/best-value- model/videos/?redirectfrom=/pips/videotutorials. vi. Identify any Request for Information(RFI)that they may have. vii. Listen to concerns, issues, and comments from the County stakeholders. viii. Propose a schedule to finalize the Pre-Award Phase and the contract documents. d. Once the Pre-Award Kick-off Meeting is held, and if the County is comfortable with the BV Contractor's Submittal, the Pre-Award Phase begins. The BV Contractor will be required to complete the following: i. Revisit the site/buildings/campus to do any additional investigating. 18 1-7 L 1�