CP 6
PROCEDURE FOR ISSUANCE OF AMENDMENTS TO BIDDING DOCUMENTS
(a) General: Before amendments needed to clarify or supplement documents on which bids
have been invited are issued, they shall be authorized by the Contracting Officer. Amendments
which correct obvious errors or discrepancies shall be issued as far in advance of the bid opening
dates as circumstances permit. No amendments shall be issued so late as to be received by
bidders less than five working days before the opening of bids. Amendments which must be sent
out within the final ten days prior to the opening of bids shall be transmitted by telegram.
(b) Amendments Requiring Special Approval: Amendments which will have one or more of
the following results must be approved by the Contracting Officer in writing before being
issued:
(1) The likelihood of a significant increase in the dollar amounts of project bids.
(2)
Deviations from VA standards.
(3)
Recognized variances from accepted practices.
(4)
Change in the bid opening location or date.
The A/E shall prepare and submit to the Contracting Officer for approval a justification for
amendments of this type in sufficient detail to fully explain the need for the changes and to justify
any additional cost, departure from criteria or common practice or change of the bid opening
location or date. Unless time is a critical consideration, the final draft of the amendment shall
accompany the justification.
(c) General Instructions:
(1) The Contracting Officer may authorized the A/E to issue without prior approval
amendments correcting minor errors or omissions. Informal discussions will be used
whenever appropriate to expedite the issue of such amendments. Copies of such
amendments shall be sent to the Contracting Officer immediately after issue by the A/E.
(2) The A/E shall advise the Contracting Officer in writing of the reason for not
including in his amendments any items proposed by the Department of Veterans Affairs.
(3) Where time requires a telegraphic amendment, a description of the amendment and
a complete justification shall be telegraphed a telephoned to the Contracting Officer by
the A/E for approval before issue to the bidders. Approval or disapproval of the
amendment will be telegraphed or telephoned promptly to the A/E by the Contracting
Officer. The A/E shall keep clear and concise records of all oral discussions and
approvals. Such records shall be retained in the A/E's files until the completion of
construction at which time they shall be sent to the Contracting Officer with the other
contract documents.
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