V(D) Approval to Award and Execute the Construction Contract for the Reclaimed Water Booster Pumping Facility Project to Prime Construction Group •
Agenda 05-04-04
Item V I)
Mayor center of Good L,0. Commissioners
S. Scott Vandergrift Danny Howell. District 1
OScott.Anderson, District 2
Acting City Manager `;17:
�,r� Musty Johnson. District 3
V. Eugene Williford Nancy J. Parker, District 4
STAFF REPORT
TO: The Honorable Mayor and City Commissioners
FROM: David A. Wheeler, P.E.
Director of Public Works
DATE: April 22, 2004
RE: Reclaimed Water Booster Pumping Facility Project
Award of Construction Contract to
Prime Construction Group, Inc.
ISSUE
The Public Works and Community Development Departments request that the Mayor and City
Commission authorize the award of the construction contract for the Reclaimed Water Booster
Pumping Facility project to Prime Construction Group, Inc..
BACKGROUND/DISCUSSION
On Thursday, April 8, 2004, bids were received for the Reclaimed Water Booster Pumping
Facility project. The work for this project generally includes the installation of four pumps and
related piping, instrumentation, electrical and a partial structure with landscaping on the property
owned by the City north of the Grimes Office Park. This project also includes the installation of
a 20 inch pipeline along Maguire Road and connection to the CONSERV pipeline located north
of Moore Road. The construction and operation of this pumping facility will take reuse water
from the CONSERV system (Orlando and Orange County) and provide it to the southern
portions of Ocoee to be used for irrigation and allow the reduction of potable water and aid in
compliance with the St. Johns River Water Management District Consumptive Use Permit.
This project was publicly advertised in the Orlando Sentinel and through Central Florida
Builder's Exchange, F.W. Dodge Construction Reports, and the Business Alliance. Four
contractors submitted bids on this project.
CONTRACTOR RECLAIMED WATER BOOSTER
PUMPING FACILTY
Prime Construction Group, Inc. $ 1,097,000.00
Beach Construction Company, Inc. $ 1,181,700.00
RTD Construction, Inc. $ 1,237,400.00
Gibbs & Register, Inc. submitted a bid of $795,000, which they quickly notified the City that
their bid was in error. They exercised the right under Article 14 of the Instruction to Bidders —
Modifications and Withdrawal of Bids and requested the withdrawal of their bid within the 24
hour time period stipulated in Article 14. Foley & Lardner reviewed Gibbs & Register's request
and stated that the City should allow Gibbs &Register, Inc. to withdrawal its bid.
The attached letter from Professional Engineering Consultants, Inc. (PEC) is a recommendation
to award the contract to Prime Construction Group, Inc. in accordance with the base bid. The
Public Works Development staff concurs with PEC's recommendation to award the Reclaimed
Water Booster Pumping Facility project to Prime Construction Group, Inc. in the amount of
$1,097,000.00. The construction cost of this project is higher than the engineer's estimate, of
$880,000 that was prepared approximately six months ago. The increase is possibly due to
increases in steel and related construction materials and the fact that three other projects bid on
the same day. Both PEC and staff agree that re-bidding the project may or may not allow the
City to realize lower bids.
The overall project cost for this project is approximately $1,600,000. The land purchase was
approximately $300,000, the design and construction services are approximately $200,000, and
the construction cost is $1,097,000. The project will be funded from the 1997 Utility Bond
Issue, there are approximately$2,000,000 remaining in this fund.
RECOMMENDATION
Staff recommends that the City Commission authorize the Mayor and City Clerk to execute a
contract with Prime Construction Group, Inc. in the amount of$1,097,000.00 for the Reclaimed
Water Booster Pumping Facility project in accordance with the following steps:
• Authorize the Public Works Department to execute the Notices of Intent To Award
and secure executed contract documents, bonds and insurance from the contractor.
• Authorize the Mayor and City Clerk to execute the contracts with Prime Construction
Group, Inc. at such time as the contract documents are reviewed for compliance by
staff and legal counsel, as needed.
DAW/jbw
Attachments
1
(?IhBS & RE(.3ISTER, INC.
-ih soltitl Stain Stmt1 G
„....., ,,,,,,,,,,,,,,.,,, ' , , r ?; i;i�
t
Winter Garden, Florida i-4; yi i 3i
r.
'°t• !iil
T c«imilc: (4071654-01 4 !i t
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April 9. 200=1 I ,
\Tr. lT t'.id \\ heeler
Ci of Ocoee
150 N. 1.akeshore Drive
Ocoee. FL 3476i-2258
Subject; (i&R's Bid on Reclaimed Water Booster Pumpinv Facility -
Notification of Rid Error and Request lot Bid Withdrawal
Dear Mr. Wheeler:
This is to notify . oa of an error in our hid that we submitted vesterdati. We respectf'ull‘
request that \re he allowed to \Nithdrn‘ our hid in accordance with Section 00200. Article
14, Section 14.2 of the hid documents.
The mistake, in the amount of 80.1)00.00 is material and substantial. Our hid. had it
not been for a computer spreadsheet error. would haze been S 1.175.000.01) instead of
S 705.0140.011. laid Item No. 1. Reclaimed \\atcr Pumping I acility. is in error h‘ the
same amount as the hid total. i.e. S $11.(H11).
I have attached the bid spreadsheet that iN,e used in the preparation ol'our bid (note that
we printed it out at 2;U0 p.m. alter we had tilled in the hid firm). 1 circled the error in the
spreadsheet that caused the hid total tc, he in error. I also attached a corrected spreadsheet
that reflects the correct totals for cur bid. Note the correction is circled as well.
We respectfully request the return of our Bid Securit\. Please contae: me ifs ou hay e an_
questions.
S i ncercl>.
t,ilf.3l3S . REGISTER.l..R. INC. ,`
ji ). i•
i
.Iyj#n \V. (i:ibbs. P.E.
4esident
PROFESSIONAL ENGINEERING CONSULTANTS, INC.
April 22, 2004 OE-37512.1
Mr David A Wheeler, P E.
Public Works Director
City of Ocoee
150 N. Lakeshore Drive
Ocoee, FL 34761
SUBJECT: City of Ocoee
Reclaimed Water Booster Pumping Facility
RE: Recommendation of Award
Dear Mr. Wheeler:
•
On Thursday, April 8, 2004, the City of Ocoee received sealed construction bids for the
Reclaimed Water Booster Pumping Facility located west of Maguire Road from four (4)
contractors: Gibbs & Register, Inc., Prime Construction Group, Inc., Beach Construction
Company, Inc and RTD Construction, Inc.
The City received a letter from Gibbs & Register, Inc. dated April 9, 2004 which notified
of a material and substantial bid error in their submittal and requested that their bid be
withdrawn siting Section 00200, Article 14, Section 14.2 of the bid documents.
Referenced Article is as follows:
"7f within 24 hours after bids are opened, any Bidder files a duly signed
written notice with Owner and within 48 hours thereafter demonstrates to
the reasonable satisfaction of the Owner that:a) there has been a material
and substantial mistake in the preparation of the Bid; and that b) the
mistake is of such great consequence that to enforce the Contract would
be unconscionable; and that c) the mistake occurred notwithstanding the
exercise of reasonable care in the preparation of the Bid; the Bidder may
withdraw its Bid, and the Bid Security shall be returned provided that the
Owner is not seriously prejudiced, except for the loss of its bargain "
The City Attorney reviewed Gibbs & Register, Inc 's request to withdraw their bid and
concur that the request is consistent with the bid documents.
Therefore, our evaluation and recommendation is based on the three remaining valid
bids of Prime Construction Group, Inc., Beach Construction Company, Inc. and RTD
Construction, Inc. The attached tabulation of bids represents a summary of unit prices
by each respective bidder Prime Construction, Inc is shown to be the apparent low
bidder with a total bid price of $1,097,000. The second apparent low bidder is Beach
Construction Company, Inc with a total bid price of $1,181,700 and third apparent low
bidder is RTD Construction, Inc. with a total bid price of$1,237,400
engineers Engineering Om Co,nniunitV'
manner'
200 East Robinson Street-Suite 1560..Orlando,Florida 32801..107/122-8062 o FAX 407/849-9101
Mr. David A..Wheeler, P.E.
April 22, 2004
Page 2
All bid proposals are complete and properly executed as indicated in the attached Bid
Checklist and Reference form. They have acknowledged receipt of all addenda as
prescribed. Based upon the information presented in the bid proposal Questionnaire,
each bidder is a licensed contractor in the State of Florida. We have also contacted
references for each bidder and a summary is presented in the attached 'Bid Checklist
and Reference"forms
We have reviewed the qualification submittals from each bidder and, based upon
•
conversations with the respective references and our analysis of the bid tabulation, we
find that Prime Construction Group, Inc. is the apparent low bidder. Based on the
apparent low bid, successful background references and the completed hid proposal
forms, PEC recommends the contract for construction of the Reclaimed Water Booster
Pumping Facility be awarded to Prime Construction Group, Inc
The engineer's cost estimate for the project was $880,000 Prime Construction Group's
bid was $217,000 more than the engineer's estimate A review of the submittal indicated
Prime Construction bid the bore and jack under Maguire Road at $211,000 compared to
the engineer's estimate of $50,000 Prime Construction Group also proposed a price of
$200,000 for mobilization and any other work items compared to the engineer's estimate
of$50,000 The Engineer's Report concerning the Series 2004 Bond Issue identified this
project at a project cost of $2.0 million. The project cost to date is $1.6 million and
includes the cost of land acquisition ($300,000), design and construction
administration/inspection fees ($200,000)and construction contract ($1.1 million)
If you have any questions or comments, please do not hesitate to contact me at your
earliest convenience.
Sincerely,
PROFESSIONAL ENGINEERING CONSULTANTS, INC
Kenneth R. Hooper
Principal
KRH/SMC/cs
K:1. 1044DROA
Enclosures: Bid Tabulation
Bid Checklists and References
Gibbs& Register, Inc letter dated April 9, 2004
E-mail from Foley &Lardner to City of Ocoee
cc: Pete Sushinsky, P.E., PB Water
Al Bowlin,Woodard and Curran
Ken Hooper,V.P., PEC
Art Austin, P.E., PEC
Geoff Hennessy, P.E., PEC
Stephanie Chang, El , PEC
Richard Burgan, PEC
BID TABULATION
CITY OF OCOEE
RECLAIMED WATER BOOSTER PUMPING FACILITY
BID NO. BO4-06
130- 180 DAY CONTRACT TIME
BID DATE: 04/08/04
PRIME CONSTRUCTION ' BEACH CONSTRUCTION
GROUP,INC. COMPANY,INC. RTD CONSTRUCTION,INC,
ITEM I
NO. ITEM DESCRIPTION QTY. UNIT UNIT PRICE TOTAL PRICE UNIT PRICE TOTAL PRICE UNIT PRICE TOTAL PRICE
1
Reclaimed Water Booster Pumping Facility,except
for those Bid Items hereinafter list separately. 1 LS 5597,000.00 $597.000.00 $812,000.00 $812,000.00 $1.041,200 CO $1.041.200.00
2 Maintenance of Traffic for Maguire Road. 1 LS $5,000.00 $5,000.00 $2,000.00 $2,000.00 S6,000.00 $6,000.00
3 Bore and Jack of Maguire Road. 1 LS $211,000.00 $211,000.00 $51.000.00 $51,000.00 $70.000.00 $70,000.00
4 Tapping connection to Consery II Reclaimed Force 1 LS S25,000.00 $25,000.00 $21,000.00 $21,000.00 $41.000.00 $41,000.00
5 Furnish and Install 20-inch Restrained D.I.Reclaimed
Water Main{from wet tap to Conserve II turnout, not
including bore and lack.) 250 LF $120.00 $30,000.00 S500.00 S125,000.00 $190.00 $47,500.00
0
Furnish and Install 20-inch Butterfly Valve and Box. 1 EA 34,000.00 34,000 00 S2,500.00 $2.500.00 $3.500.00 $3.500.00
7 Furnish and Install Offset Combination Air Vaive and
Valve Vault, 1 EA $5,000.00 $5.000.00 52,750.00 $2,750.00 $8,000.00 38.000.00
8 Allowances.
a. City of Ocoee Building Permit 1 ALLOW. 510,000.00 $10,000.00 $10.000.00 S10,000,00 S10.000.00 $10.000 00
b. Off-site Irrigation System(at Hess Station). , 1 ALLOW 310,000.00 $10,000.00 $10,000.00 S10,000.00 S10,O00,00 $10 000.00
9 For any Work items not included in the above bid
•
items. supply all materials and furnish all labor and
equipment,perform all Work required,pay all costs
including permit fees,taxes. insurance.overhead and
profit necessary for a complete and operational
system per the intent of the Specifications and
Contract Drawings. 1 LS $200.000.00 $200,000.00 S145,450.00 $145,450.00 $200.00S200.00
TOTAL BID AMOUNT _ 51,097,000.00 $1.181.700.00 I $1,237,400.00
NOTES,
•
K:\...\BIDTAB.XLS
1 of 1 OE-375/2.1 (04/13/04)
BID CHECKLIST
PROJECT DATA BIDDER INFORMATION
Owner: City of Ocoee Name: Prime Construction Group, Inc.
Location: 150 N. Lakeshore Drive Address: 100 Jetstream Drive
Ocoee, FL 34761 Orlando, FL 32824
Contract: Reclaimed Water Booster Contractor's No,: CGC037504
Pumping Facility-Bid No. B04-06
• Check One
Checklist Comments
Yes No N/A'
Acknowledges all Addenda?
Indemnification Minimum $.___ )? ✓ No Indemnity Form.
Balanced Bid (Section 00400)? -
Extensions correct?
Incomplete unit prices? _11511
Mobilization less than 5%of bid? Ell ✓
Conditional bid? ✓
Schedule of Base Bid Manufacturers? ✓ _
Bid Proposal properly si•ned? ✓
Serious bid omissions?
Unauthorized alterations of form?
Questionnaire Completed (Section ■
00401)?
Subcontractors less than 50%of bid ■ Incomplete List of
amount(Section 00401)? Subcontractors_
Project Experience References ■
(Section 00401)?
Compliance with Florida Trench Safety Act
(Section 00401 A)?
Drug-Free Workplace Certification
(Section 00401B)?
MBE/WBE Submittal (Section 00401C)? _� ✓
5% Bid Bond (Section 00430)?
Cor•orate Authority(Section 00430)?
Power of Attorney? 1115111111111
Noncollusion Affidavit(Section 00450)? N1111111.
__
Certification of Non-Segregated Facilities ■
(Section 00451)?
Sworn Statement on Public Entity Crimes ■
(Section 00452)?
Non-Discriminatory Labor Practices ✓
(Section 00453)?
✓ in box for properly completed Bid.
K:\ .\BIDCHECKLIST -1- OE-375/2 1 (04113104)
BID CHECKLIST
PROJECT DATA BIDDER INFORMATION
Owner: City of Ocoee Name: Beach Construction Company _
Location: 150 N. Lakeshore Drive Address: P.O. Box 141860
Ocoee, FL 34761 Gainesville, FL 32614-1860
Contract: Reclaimed Water Booster Contractor's No.: CGC060739
Pumping Facility -Bid No. B04-06
Check One
Checklist Comments
Yes No N/A
Acknowledges all Addenda? ✓
Indemnification(Minimum $ )? No Indemnity Form.
Balanced Bid (Section 00400)?
Extensions correct?
Incomplete unit prices?
Mobilization less than 5% of bid? ✓
Conditional bid?
Schedule of Base Bid Manufacturers?
Bid Proposal properly si•ned?
Serious bid omissions? _ . ✓
Unauthorized alterations of form? ✓
Questionnaire Completed (Section / ■
00401)?
Subcontractors less than 50%of bid ✓
amount
(Section 00401)?
Project Experience References
(Section 00401)?
Compliance with Florida Trench Safety Act ■-
(Section 00401A)?
Drug-Free Workplace Certification ■
(Section 00401B)?
MBE/WBE Submittal(Section 00401 C)?
5% Bid Bond Section 00430)? 112111
Corporate Authority(Section 00430)? ✓ _�
Power of Attorney?
Noncollusion Affidavit (Section 00450)?
Certification of Non-Segregated Facilities
(Section 00451)?
Sworn Statement on Public Entity Crimes ✓ ■
(Section 00452)?
Non-Discriminatory Labor Practices ✓
(Section 00453)?
✓ in box for properly completed Bid.
K:1 ..\BIDCHECKLIST -2- OE-375/2 1 (04/13/04)
BID CHECKLIST
PROJECT DATA BIDDER INFORMATION
Owner: City of Ocoee Name: RTD Construction, Inc.
Location: 150 N. Lakeshore Drive Address: P.O. Box 996
Ocoee, FL 34761 Zephyrhills, FL 33539
Contract: Reclaimed Water Booster Contractor's No.: CGC060736
Pumping Facility-Bid No. B04-06
• Check One
Checklist Comments
Yes No NIA
Acknowledges all Addenda? ✓
Indemnification (Minimum $ _ )? ✓
Balanced Bid (Section 00400)? ✓ _
Extensions correct? • . ✓
Incomplete unit prices? ✓
Mobilization less than 5% of bid? ✓
Conditional bid? ✓
Schedule of Base Bid Manufacturers? ✓
Bid Proposal properly signed? _ ✓
Serious bid omissions? ✓
Unauthorized alterations of form? T ✓.
Questionnaire Completed (Section ✓
00401)?
Subcontractors less than 50% of bid ✓
amount
(Section 00401)?
Project Experience References ✓
(Section 00401)? _
Compliance with Florida Trench Safety Act ✓
(Section 00401 A)?
Drug-Free Workplace Certification ✓
(Section 00401 B)?
MBEIWBE Submittal (Section 00401C)? ✓
5% Bid Bond (Section 00430)? - ✓ _
Corporate Authority(Section 00430)? ✓
Power of Attorney? ✓
Noncollusion Affidavit(Section 00450)? ✓
Certification of Non-Segregated Facilities ✓
_ (Section 00451)? _
Sworn Statement on Public Entity Crimes I
(Section 00452)?
Non-Discriminatory Labor Practices ✓
(Section 00453)?
✓ in box for properly completed Bid
K:1 ..1BIDCHECKLIST -3- 0E-375/2 I (04113/04)
CITY OF OCOEE
RECLAIMED WATER BOOSTER PUMPING FACILITY
BID NO. B04-06
REFERENCES FOR: PRIME CONSTRUCTION.GROUP, INC. • .
. Item
. No:1 . No'.2. No. 3 •
Contact Person Greg Goodale/Utilities Construction Kipp Lockcuff/Utilities Director Herb Collado
Manager
Date Contacted , July 17, 2003 July 17,2003 April 12, 2004
Organization City of Casselberry City of Winter Springs _ Orange County Utilities
Telephone No. (407) 260-9683 (407)327-5989 ,(407)836-7254
Project Name Water Plant Modifications East WRF- Filters _ Pine Hills Pump Station Improvements
Contract Amount $677,000 $572,000 $532,000
Owner City of Casselberry Utilities City of Winter Springs _ Orange County Utilities
Completed on Yes Yes Yes
Schedule
Chane Orders Ok Ok Acce•table
Comments: Contractor (PCG) did good work. , PCG would be a preferred contractor if They are good. They have done several
Completed work on time. They appear such was allowed. PCG has completed lobs for Orange County.
very experienced at working in water and many projects for the City of Winter
wastewater plants, plant work. Springs and all have been satisfactory.
K:\.,.\BIDREF 1 OE-375/2.1 (041'131'04)
CITY OF OCOEE
RECLAIMED WATER BOOSTER PUMPING FACILITY
BID NO. B04-06
REFERENCES.FOR: BEACH CONSTRUCTION COMPANY
Item
No.1 No.2 No.3
Contact Person Tony lono James Arrington Neal Shinkre
Date Contacted April 12, 2004 April 12, 2004 April 12, 2004
Organization Avatar Properties City of Williston St. Johns County Utilities
Telephone No. (407)933-5000 (352)528-3060 (407)471-2161
Project Name Bellalago WTP Williston WWTP Improvements _ Anastasia Island WWTF Improvements
Contract Amount S1,581,544 $589,000 $1,070,000
Owner City of Williston St.Johns County
Completed on Ahead of time. No problem at all. On time.
Schedule
Change Orders None. No problems. No problems.
Comments: Excellent people to work with. They did a Did a good job. Would use them again, Very good. Nothing but excellence. We
super job. anytime. are adding to the contract.
K:1...1BIDREF 2 OE-37512.1 (04'13'04)
CITY OF OCOEE
RECLAIMED WATER BOOSTER PUMPING FACILITY
BID NO. B04-06
•
REFERENCES FOR: RTD CONSTRUCTION,INC. ••
Item
•
No. 1No.2 • No.3
Contact Person Tony Kashani George Reilly Torn Missimer
Date Contacted April 12,2004 April 12, 2004 ,April 12, 2004
Organization Hillsborough County City of Cape Coral Pasco County
Telephone No. (813)307-1820 (239)574-0729 (727)847-8145
Project Name Hidden Forest Pump Station Everest Parkway WRF .. Hudson Reuse Pump Station
Contract Amount $588,450 S1,518,600 $1,196,246
Owner Hillsborough County City of Cape Coral Pasco County BOCC
Completed on One time. On schedule. A little late.
Schedule
Change Orders Very good. Very cooperative. , Ok.
Comments: Did a very good job, excellent job. Did a fine job. Very cooperative. Very Average. Some issues with
happy with results. subcontractors. Work was good, not
great.
K:1...1BIDREF 3 OE-37512.1 (04.113104)
•
a 2 09:21 4t��65E,7E 5 ENGINEERING PAGE 01
04109/'�D:�4 �� .-
Rece-tZic e ,
p�
c;:, ' GIBES & REGISTER, TNC. w
�~ 530 South Main Strut cj
E C� D 'V�
Winter Garden,'Florida 34787 i
Telephone:(407)6546133B �•+.
'Facsimile:(407)654-6134 APR 9 2004 k
:rya 4.P.7..f . D , t4
April 9,2004 'D! I • t04 t;!
Mr David Wheeler
Cityof Ocoee �,._. ..,. • 4,..„,...„.,,,,,... 4":`
150 N.Lakeshore Drive •" :m:`'.i es-->•`. ^, ":.•i1 ::•
Ocoee,FL 347(51-2254 fi. ...
Subject: G&R's Bid an Reclaimed Water Booster. Pumping Facility- r ;.,�<...•-�.••-`
Notification.of Bid Error and Request.for Bid Withdrawal tel_ ` •-
tt�_"x I
C.r
Dear Mr.Wheeler: -..---•".
This is to notify you of an error in our bid that we submitted yesterday. We respectfully
request that we be allowed to withdraw our bid in accordance with Section 00200,Article
14,Section 14 2 of the bid documents_
The mistake, in the amount of$ 380,000.00 is material and substantial. Our bid,had it
not been for computer spreadsheet error,would have been$ 1,175,000.00 instead of
$ 795,000.00_ Bid Item No 1,Reclaimed Water Pumping Facility, is in error by the
same amount as the bid total, i.e. $ 380,000.
I have attached the bid spreadsheet that we used in the preparation of our bid (note that
•
we printed it out at 2;00 p.m.after we had filled in the bid form). I circled the error in the
spreadsheet that caused the bid total to he in error. I also attached a corrected spreadsheet
eet
that reflects the correct totals for our bid. Note the correction is circled as well.
We respectfully request the return of our Bid Security. Please contact me if you have arty
questions.
Sincerely,
GIBBS&. .LISTER.INC.
i
I. 'n.W_Gibbs,P.E. rat
Dam 0 4:i
'f esident Post-tr Fax Note 7671 `��j
ibl��49r k d�- p. _
C.:"rdnpt I�
Gibbs &Register's laid on Reclaimed Water Booster Pumping facility Page 1 of 1
Stephanie Chang
From: Wheeler, David[dwheeler@ci ocoee fl us]
Sent: Monday,April 12,2004 11:37 AM
To: 'schang@peconline.corn'
Subject: FW:Gibbs&Register's Bid on Reclaimed Water Booster Pumping facility
-----Original Message
From: Horan,John [mailtoJHoran@foley.com]
Sent: Friday,April 09,2004 1:11 PM
To:Wheeler, David;Tolbert,Joyce
Cc: Rosenthal, Paul
Subject: Gibbs&Register's Bid on Reclaimed Water Booster Pumping facility
I have reviewed G&R's letter of April 9 together with the bid instructions. I believe G&R has
complied with the requirements of Article 14.2 of the Bid Instructions and should be allowed to
withdraw its hid. Parenthetically i would note that if the City exercised its discretion to correct the bid,
it would not be the low bidder in any event.
John Horan
Foley& Lardner, LLP
P. O. Box 2193
Orlando, FL 32802-2193
(407)-244-3265 -T
(407)-648-1743 - F
jhoran@foley.com
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4/12/2004