During bid preparation, a contractor discovers a significant discrepancy between the plans and specifications. What is the most appropriate course of action?
Correct Answer
C) Submit a Request for Information (RFI) to clarify the discrepancy
When discrepancies exist between plans and specifications, the proper procedure is to submit an RFI to the owner or architect for clarification. This ensures accurate bidding and prevents disputes during construction.
Why This Is the Correct Answer
Submitting an RFI (Request for Information) is the proper professional procedure when discrepancies exist between plans and specifications during bid preparation. This formal process ensures all bidders receive the same clarification, maintains fairness in the bidding process, and prevents costly disputes or change orders during construction. The RFI allows the design team to provide official clarification that becomes part of the contract documents.
Why the Other Options Are Wrong
Option A: Submit the bid based on the plans only
Including an allowance without seeking clarification is unprofessional and risky, as it doesn't resolve the actual discrepancy and may result in an uncompetitive bid or insufficient funds to cover the actual requirements once the discrepancy is resolved.
Option B: Include an allowance in the bid to cover potential issues
Submitting a bid based only on the specifications while ignoring conflicting plans is equally problematic, as both documents are typically part of the contract and the contractor would be obligated to follow both, creating potential conflicts during construction.
Memory Technique
Think 'RFI before you FLY' - always Request For Information before you submit your bid when there are discrepancies
Reference Hint
Florida Building Code Administration chapter or AIA General Conditions sections dealing with contract document interpretation and RFI procedures
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