PURPOSE
The purpose of this section is to describe the Bid Proposal, its purpose and function. The Bid Proposal is prepared with the Bid Package and is included in this Chapter because it is one of the Contract Documents.
REFERENCES
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RESPONSIBILITIES
Project Manager (PM): After verifying that all administrative and funding requirements are complete to advertise the project, the PM fills out the Ready to Advertise Checklist (RTA) and verifies that all of the requirements in the RTA have been complied with. The PM forwards the Specifications, and RTA to the Project Award and Control Division (PAC) and requests that the Project be advertised. The PM works with PAC to assure that the requirements in the bid proposal are consistent with the specifications.
Project Engineer (PE): The PE prepares the Plans and Specifications and ensures that they are complete and ready for construction. If the design was done in-house by Bureau staff, the PE seals the plans and specifications. If the design was done by a consultant, the consultant would seal the plans and specifications. The PE also verifies that permit conditions, the Bid Sheet, special bonding requirements, etc. are coordinated between the Bid Proposal, Plans, and Specifications.
Project Award and Control Division (PAC): When the PM requests that the bid package be prepared and the project advertised, PAC will assemble the Bid Proposal based on the plans, specifications, and RTA. The Bid Proposal includes the latest versions of the City ordinance requirements.
PROCEDURE
The Bid Proposal is the written document that a contractor uses to provide the terms of their offer (bid pricing information). The Bid Proposal includes the contract forms and bidding requirements. Items typically placed in the Bid Proposal include: Bid Invitation, Instructions and Information to Bidders, Bid Requirements, Notice to Contractors, Bid Sheet, Subcontractors List, Insurance and Bonding requirements, requirements for Prevailing Wage, Business Inclusion Program, Non-Discrimination, Equal Employment Practices, Affirmative Action, and Slavery Disclosure Ordinance. Many of the requirements described above are kept in the Bid Proposal instead of the General Requirements because they are more of a social nature and may change more frequently than General Requirements.
Certain portions of the Bid Proposal are unique for each project with project specific variables such as:
City Engineer’s Estimate;
Contract Duration;
Project Type, e.g. building project versus street improvement, wastewater, transportation;
Bid Items; and
Estimated Bid Quantities.
PAC prepares all bid packages for construction projects designed by the Bureau of Engineering. PAC staff will coordinate with the PM and/or the Project Engineer prior to developing the bid package to make sure that the project is ready to be advertised and includes all the requirements necessary to award the project. The bid package is developed by PAC.
The PE may request a draft Bid Proposal from PAC and verify that special project conditions are accurately represented. The PE can provide copies of the Bid Proposal to each discipline’s Design Leader and give them a reasonable opportunity to review the draft Bid Proposal. In particular, the PE should review the contract duration and the Bid Items, e.g. the use of lump sum versus unit prices, since these items affect the administration of the project.
PAC maintains up-to-date standardized copies of the bid proposal documents and assembles the Bid Proposal according to the type of project. Should conflicts arise between the Bid Proposal and other Contract Documents, the PE notifies the PM, each Technical Designer, and the Master Specifications Committee, as appropriate.
RELATED PROCEDURES
LINKS / Attachments
Links
Ready to Advertise Checklist (City Staff only)
Attachments
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Comments