S8Ch51_Bidding Procedures and Documents Flashcards
Bid Procedures_Prequalification of Bidders
Purpose is to select only those GCs who meet certain standards of reliability, experience, financial stability, and performance.
Bid Procedures_Advertising for Bids
Two ways to notify prospective bidders: 1. Ads in newspapers and trade journals (typ req’d for public work) 2. An invitation to bid.
With an ad for bids, the following info is published in the newspaper:
the fact that a call for bids is being made/the proj name and location/the name and add of the O and A/brief description of proj, incl bldg type, size, principal construction materials and systems, etc/the date, time and location the bids are due/ how and where bidding docs can be obtained and deposit reqd, if any/the locations where bid docs may be viewed/the type and amount of bid bonds reqd/ the procedures for submitting bids/whether or not the bids will be opened publicly/other info as reqd, such as the O’s right to waive irregularities of the bidding process or to accept bids other than the lowest.
Bid Procedures_Availability of Bid Docs
Available through A’s office. Each bidder receives a print of drawings, specs, bid docs, bid forms, and other items reqd. It is gen practice that each bidder puts down a deposit on each set of docs. After bidding, the deposit may be returned when the docs are returned in usable cond. Extra sets can be purchase by GC. Sometimes deps are not reqd. In larger cities, docs are put on file for all to review.
Bid Procedures_Substitutions
GCs often request substitutions for materials typ when there are proprietary specs or a very limited list of acceptable manufacturers.
Bid Procedures_Addenda
Addenda are instruments prior to the execution of the contract that modifies the bid docs by adding, deleting clarifying or correcting the information. An addendum is issued to all bidders not later than 4-5 before receipt of bids to give all the bidders ample opp. to study the do and modify their proposals accord.
Bid Procedures_Pre-bid Conference
On some (typ large) projects, it’s advantageous to hold a pre-bid conf with the A, O and bidders. On very large projs, sub-conts join to ask questions and A’s can emphasize particularly important conditions. Mtg mins should be taken and issued as addendum by A’s office.
Bid Procedures_Bid Opening
Unless modified by the addenda, the bid opening time and method of submitting the bids should be strictly observed. According to the AIA Doc A701, Instruction to Bidders, bids received after the time and date for receipt of bids must be returned unopened, even if none has been opened and there are no objections from other bidders.
In public bid, the A, O and bidders are all present. Each bid is read aloud. Usually bids are awarded after 10 days w the decision sent to all.
After the bids have been opened, if the bidder discovers an error, he is usually allowed to withdraw.
Bid Procedures_Evaluation and Awarding of Bid
If all the bids exceed the budget, the O can 1. rebid (or renegotiate) 2. authorize increase in construction cost 3. work w A (at no addntl cost) to revise scope 4. abandon project
Bidding Documents_Bidding Docs
The bid docs incl: the ad or invitation to bid/instructions to bidders/supplementary instructions to bidders if any/bid forms/bid security info/performance bond if reqd/labor and material payment bond, if reqd.
Other docs are sometimes added: qualification form, a sub-c list form,certs of insurance, certs of compliance w applicable laws and regulations, and info avail to bidders, such as geotech data.
In addnt, which are not incl in the Contract docs, the bidding pkg incld drawings, specs, general and supplementary conditions of the contract, special conditions (if any) addenda issues prior to the receipt of bids, and the form of agreement between O and GC.
