Presentation on theme: "How to Complete a Paper Bid Booklet"— Presentation transcript:
1How to Complete a Paper Bid Booklet ODOT Procurement OfficeConstruction Contracts UnitUpdated August 21, 2014
2Construction Contracts Unit Position & Email Address Contact InformationConstruction Contracts UnitPosition & AddressPhone NumberJohn WallProcurement Specialist(503)Carolee Will(503)Patricia NielsenConstruction Contracts Coordinator(503)Marie WrightConstruction Team Lead(503)Wynnette GentemannProcurement Oversight & Construction Manager(503)ODOT Procurement Office - Construction Contracts Unit(503)The subcommittee developed the list of major databases and other systems used to track information throughout the project life cycle.
3Prior to Bidding Ensure you are: Prequalified by ODOT Construction Contracts Unit for Highway and Bridge work for the current year.Prequalified in the class(es) of work listed on the Description of Work page in the Special Provisions of each project.View the Notice to Contractors for each project. Should you have questions, contact the Project Manager.Frequently check ODOT eBIDS for project Addenda up until the Bid Opening date. Click on this link to access:https://ecm.odot.state.or.us/cf/EBIDS/Refer to the Tips to Avoid Rejection of Bid document on the ODOT Construction Homepage at:
4Prequalification Application Prime contractors must be prequalified by ODOT for the current year to bid on projects.Prequalification applications are renewed annually.ODOT has up to 30 days to review a prequalification application.Prequalification applications must be received complete and correct by ODOT at least 10 days prior to bidding on an ODOT project.Here is the link to the Prequalification web site:
5How to View Project Information OPO – CCU Web & ODOT eBIDS Here is the link to the ODOT Procurement Office – Construction Contracts Unit web site:Click on Bid and Award Information on the left hand side of the page.Scroll down to select a Year for Bidding Information and click on the Bid Letting date of the desired project.Here you will find the following documents for each bid opening:Notice to ContractorsOrder Form to purchase plans and specificationsLink to ODOT eBIDSNOW AVAILABLE - The Electronic Bidding Information Distribution System (eBIDS) is an online tool that enables contractors, suppliers and other interested parties to locate, view and download bid-related documents for design-bid-build highway and bridge construction projects that ODOT currently has advertised to bid. ODOT eBIDS provides free downloading of bid booklets, addenda, clarification letters, plans, specifications and bid reference documents. ODOT vendors may also self-register as prime or informational holder of plans on these projects. Click on this link to access:https://ecm.odot.state.or.us/cf/EBIDS/Central Procurement was formerly known as Commission Services contracts and are advertised, bid and awarded by OPO’s Construction Contracts Unit.Regional Procurements are maintenance or facility contracts that Regional procurement specialists are responsible for.Certified Local Agency projects are those advertised, bid and awarded by local agencies certified by ODOT.
6Example of How to Complete a Paper Bid Booklet Please note the examples from the bid booklet are not real. The company names, individuals, phone/fax numbers, surety company, notary, etc., are false.Disclaimer: It is the bidder's responsibility to read, understand, and implement all requirements of the solicitation documents. Those requirements include but are not limited to the advertisement, addenda, Oregon Standard Specifications for Construction, special provisions for each project, and project plans.The information in the example Bid Booklet is to aid you in completing responsive bids.To access the example attachments, you must save the presentation to your computer and open the PowerPoint in the normal view setting.The proposed Resources for this subcommittee include agency stakeholders that can provide expertise or advice for central or regional procurements.
7Common Reasons for Bid Rejection The bid is submitted on documents NOT obtained directly from the ODOT Procurement Office – Construction Contracts Unit or downloaded from ODOT eBIDS, and is submitted by a bidder NOT on the holder of bidding plans list.White-out tape/liquid is used to correct item entries.Bid entries are not typed or in ink or has signatures or initials not in ink.Bidder did not use the most recent version of the bid schedule.Bid items are left blank.Initials are not included for bid item changes to the unit price.Bid schedule is altered.Incomplete Disadvantaged Business Enterprise (DBE) Certification and Utilization Form.Incomplete First-Tier Subcontractor Disclosure Form (SDF).Additional tips to avoid rejections of bid can be found at:See Section of the Oregon Standard Specifications for Construction for more information on rejection of non-responsive bids.
8Cover Page & Table of Contents Verify the bid will be submitted on documents obtained directly from the ODOT Procurement Office – Construction Contracts Unit or ODOT Electronic Bidding Information Distribution System (eBIDS), and is submitted by a bidder on the holder of bidding plans list.Ensure your company is prequalified by ODOT for the current year in the required class(es) of work listed in the bid booklet on the Description of Work page and in the Special Provisions book.Primes must self-register to ODOT eBIDS as a holder of bidding plans before bid submission in order to remain responsive.Enter your company name on the cover.For an example, click on the image to the right.
9Bidders ChecklistThe referenced subsections are located in Volume 1 of the 2008 Oregon Standard Specifications for Construction.These references will give you a better understanding of ODOT’s requirements and assist you in accurately completing a bid booklet.For an example, click on the image to the right.
10Description of WorkFor a map and directions to the Bid Openings and ODOT Procurement Office - Building K click on the link below:Ensure your company is prequalified for the current year in the required class(es) of work listed under “Class of Work.”Your bid will be REJECTED if you are NOT prequalified in the required class(es) of work.For an example, click on the image to the right.
11Must Self-Register to List of Holders of Plans to Bid as a Prime Bidding Plans and Specifications MUST be purchased through the ODOT Procurement Office or downloaded free of charge from ODOT eBIDS: https://ecm.odot.state.or.us/cf/EBIDS/Primes and subcontractors/suppliers self-register to the appropriate Holders of Plans list for each specific project.Primes who wish to bid a project must register as a Holder of Bidding Plans to remain responsive.Subcontractors/suppliers may register as a Holder of Informational Plans.Verify (within the time specified from OPO or eBIDS) that your company name and information is listed on the appropriate bid letting's Holders of Plans list, located on ODOT eBIDS. If your company is not listed, please contact ODOT immediately atFor an example, click on the image to the right.
12Bid Statement & Certifications Read and understand all information.List any exceptions to Part B, Noninvolvement in Any Debarment and Suspension.The bidder shall be responsible for diligently checking ODOT eBIDS web site for addenda.While your bid will be REJECTED if you do not submit the most recent bid schedule, it is not necessary to attach each addenda to your bid.By signing the bid the Bidder is agreeing to the Bid Statements (i.e. acknowledging addenda).For an example, click on the image to the right.
13Disadvantaged Business Enterprise (DBE) Commitment Requirements Read and understand all requirements.Changes were made to crediting DBE firms for projects advertising after October 1, Use this link to view the New DBE Crediting Requirements and Provisions.For DBE questions, contact the DBE Program Manager at ODOT Office of Civil Rights at orView the projects Special Provisions to determine the assigned DBE goal.DBE commitments and crediting DBE participation shall apply solely to AFDBEs (African American DBE) and SADBEs (Subcontinent Asian American DBE).Complete and sign Part 1 of the DBE Commitment Certification and Utilization form for all projects even if the DBE goal is 0%.For DBE goals greater than 0%, complete and sign entire Commitment Certification and Utilization form. Enter the AFDBE and/or SADBE firm names, type of work, capacity, and subcontract amount for each DBE firm.
14Additional DBE Commitment Requirements (Updated 10-1-12) The bidder has the option of providing good faith effort documentation even if they believe they have met the goal using the DBE Commitment Certification and Utilization form.In the event a bidder is unable to meet the assigned contract goal, the bidder must provide additional information regarding good faith efforts per the requirements in Part II of the DBE Commitment Certification and Utilization Form.Good Faith Effort documentation must be submitted at time of bid opening.ODOT will send the successful bidder written notice of acceptance and Award, including a request for further breakdown of the DBE information if the goal is greater than 0%.For an example, click on the image to the right.
15DBE Commitment Certification & Utilization Form (Updated 10-1-12) Thoroughly read the instructions.Ensure the signer is an authorized representative.Check in the project’s Special Provisions (blue) book to identify the required DBE goal percentage.If DBE goal is 0%, complete Part 1 and above.If DBE goal is greater than 0%, complete the entire form.Specific goal is applicable solely for AFDBE (African American DBE) and SADBE (Subcontinent Asian American DBE) firms only.Verify firms are certified AFDBE and/or SADBE by visiting OMSWEB atPart II – Good faith effort documentation must be submitted prior to the Bid Opening or at the same time the Bid Booklet is turned in and must meet the specified requirements.For more regarding the DBE Program contact the DBE Program Manager at the ODOT Office of Civil Rights at orFor an example, click on the image to the right.
16Bid ScheduleEnsure you use the most recent bid schedule by verifying the Addendum Number and Date Printed matches the most recent addendum posted on ODOT eBIDS at: https://ecm.odot.state.or.us/cf/EBIDS/FAILURE TO USE THE CURRENT BID SCHEDULE WILL RESULT IN REJECTION OF YOUR BID.Bidders must fill in all blank spaces on the Bid Schedule. Bid entries MUST be in ink or typed. NO pencil or white-out tape/liquid may be used. Bid Schedule can not be altered (photo copied).Corrections or changes of item entries MUST be in ink, with incorrect entry lined out and correct entry entered and initialed.Verify your line items and bid total.Keep Bid Booklet in the original order, especially the Bid Schedule.See 2008 Oregon Standard Specifications for Construction, Volume 1, Section (c) for additional information on paper bid schedule entries.For an example, click on the image to the right.
17Bidder/Surety/Limiting Statements Enter your physical address. Contracts MUST be delivered to a physical address. If not listed, ODOT will send to the physical address indicated on the prequalification application.If successful bidder, the Notice to Proceed letter will be faxed to the number listed.Once your bid is submitted, you CANNOT change the Limiting Statements entries.If the Limiting Statements are left blank, that means your company does NOT want to limit the number of contracts to be awarded to your firm at that bid opening.For an example, click on the image to the right.
18Signature Section – Part A Ensure your Oregon Contractor’s Board Registration Number is active and correct. See link below:https://ccbed.ccb.state.or.us/ccb_frames/consumer_info/ccb_index.htmMake sure the bidder’s authorized representative is listed in your prequalification application as authorized to sign bids.Ensure the Notary commission expiration date and the hand written date match.Failure to have all required signatures in the signature section notarized will be cause for bid rejection.For an example, click on the image to the right.
19Joint Venture Signature Section – Part B Complete all the required information in Part B of the Bid Booklet.If you wish to bid as a Joint Venture, you MUST notify the ODOT at least 10 days ahead of the bid date for which you are planning to submit a bid so we can set up a joint venture vendor number. ODOT Construction Contracts Unit can be reached atBoth the companies of a Joint Venture must be prequalified through ODOT’s Prime Contractor Prequalification process and at least one must be prequalified in the class of work per the Special Provisions of a particular project.Complete and correct joint venture prequalification application must be submitted at least 10 days prior to the bid opening.Joint Venture entities must submit the bid and bid bond at time of bid under the joint venture name.Joint Ventures must have a CCB license under the joint venture name.Electronic bidders must also obtain a joint venture digital signature.If awarded, a $30,000 public works bond (CCB), payment bond, performance bond, and insurance certificates must be submitted under the joint venture name.
20Bid BondMust submit a completed Bid Bond or cashier's check prior to the Bid Opening or enclosed with your bid submittal.Bidders must use the Agency’s standard Bid Bond form included in the paper Bid Booklet.Bidders must submit the bond with the original signatures and the Surety’s seal affixed.If submitting a bid bond by mail, address your envelope to:ODOT Procurement Office – Construction Contracts Unit455 Airport Rd, Bldg K, Salem, OR 97301Clearly mark on your envelope that the package is a Bid Bond, not a Bid.
21Instructions for Modification to Bid for Highway Construction Changes in paper bids must be received in writing or by fax prior to the time designated for bid closing, using the sample format shown on page 28 of the Bid Booklet.Follow the specific instructions on pages prior to submittal.Do NOT submit your new or old bid totals.Do NOT submit your new or old bid schedule.
22First-Tier Subcontractor Disclosure Form (SDF) Appendix Thoroughly read the instructions.Your bid will be REJECTED if the SDF is incomplete, late or not submitted.The SDF must be submitted within two hours of the bid closing.If you will not be using any subcontractors, check the appropriate box or enter the word “None” on the first line of the subcontractor box.If you did not select “None” the SDF must include the following or the bid will be rejected:1) Subcontractor’s name2) Type of work (even if type of work is listed in firm name)3) Subcontract amountODOT does not verify the accuracy or content of the SDF for bid responsiveness.
23DBE Information Appendix Complete the Subcontractor Solicitation and Utilization Report on the website at:Can submit the report by mail or by fax to:This is a new address. ODOT Office of Civil Rights, DBE Program, MS 31355 Capitol Street NESalem, ORFax to (503)The Subcontractor Solicitation and Utilization Report replaces previous DBE and MWESB Subcontractor/Supplier Solicitation and Utilization forms.This report is due within 10 calendar days after the bid opening date by all bidders.
24Sample Performance and Payment Bonds Appendix The successful Bidder must deliver the required number of executed contracts, performance and payment bonds, certificates of insurance and workers’ compensation to the ODOT Procurement Office – Construction Contracts Unit within 15 Calendar days after the date on which the award packet and Contract booklets are received by the Bidder.
25Example of Bid Submission Envelope Submit Bids in Agency provided envelopes (if ordered through OPO) or Bidder provided envelopes (if downloaded bid booklet through ODOT eBIDS) according to of the Standard Specifications.
26Electronic BiddingODOT offers an electronic bidding service through Bid Express (BidX).Interested in electronic bidding? Here are some of the benefits:Submit bids online.View bid results live. Do not have to travel to bid openings.Addenda to the bid schedule are updated to BidX immediately.Can easily verify bid entries.Can submit SDF and DBE Commitment Certification & Utilization Form through BidX.Auto-calculator on DBE Commitment Certification & Utilization Form.Bid folders will turn green for completed sections and red for incomplete sections. This does not ensure your bid is responsive.Enables electronic bid bond verification.Reduces chance of bid errors and reasons for rejection.For more information on electronic bidding view the web sites below.