12.2 Reviewing the Bid Documents

PURPOSE

Before the plans and specifications prepared by the Project Design Team may be released for advertisement and bid, the Project Award and Control Division – (PAC) Bid Packaging Group (BPG) must determine that the project is ready to be advertised. This procedure describes the review process used to verify that the project is ready for advertisement.

REFERENCES

N/A

RESPONSIBILITIES

• Project Manager (PM): The PM is responsible for initiating Utility Coordination with the Utility Coordination Group (UCG) in PAC as needed, submitting the 100% completed plans, specifications, and the related bid documents to PAC for review. The PM is also responsible for overseeing the preparation of the Class “A” Estimate. The accuracy of the final estimate is crucial to meeting the City Engineer’s goal of matching the Class “A” Estimate with the low range of all bids received for a project. The PM must submit the final City Engineer’s Estimate to the BPG in Excel format using whole numbers, no rounding, and the only formulas being used to multiply Item Quantity and Unit Price to calculate the Item Total for each bid item; and to sum the Item Totals to calculate the Total Estimated Construction Cost. The PM is also responsible for resolving any discrepancies identified by PAC.

• Project Engineer (PE): The PE has the lead responsibility for completing the plans and specifications for the project. The PE may also be delegated the assignment of preparing the Class “A” Estimate. Accuracy of the Class “A” Estimate is important because an inaccurate estimate may cause under-funding of the project or may delay the award of the project.

• Project Award and Control Division (PAC): PAC is responsible for reviewing the Bid documents and determining that the project is ready for  advertisement.

PROCEDURE

The Ready to Advertise (RTA) Checklist (City Staff only) is a detailed checklist of action items to be completed by the PM before the project may be advertised. Throughout the Design Phase, the PM checks off each action item as it is completed. When all items are completed and checked off, the PM emails the supervisor of BPG the project title and work order number to be advertised with the project. If a different work order number is to be charged for processing the project to advertise, the PM must identify that as well. The email must be accompanied by the following:

1. Summary of First Notice Replies from UCG, if applicable;

2. Completed RTA Checklist as approved by the PM’s Deputy City Engineer (PDF format);

3. Specifications signed by the PM’s Division Engineer (e.g. GC, GR, Soils Report, Technical Specifications, other pertinent attachments);

4. The completed Required Insurance and Minimum Limits form accompanied by the email conversation with the CAO Risk Manager that issued the limits for the project;

5. City Engineer’s Estimate in Excel format as described above;

6. Index Number for the signed and indexed plans;

7. Completed Stormwater Pollution Prevention Plan (SWPPP) Form;

8. E-76 Form for FHWA/FHA projects;

9. FMD approval for Wastewater Sewer/Stormdrain projects;

10. PDF of Rush Hour Exemption Notice, if applicable; and,

11. CEQA Certification (documentation to support RTA environmental clearance items)

Upon receipt of the bid documents, PAC verifies that the above-listed items were submitted and reviews the plans and specifications to verify the following:

1. Specifications are signed and sealed, as required;

2. Project plans are available for download from the vault;

3. Project specifications are coordinated with the latest version of the master specifications, as required;

4. Reports any discrepancies discovered in its review to the PM for resolution; and,

5. Insurance documents are correct as issued by the CAO Risk Manager

After PAC’s initial review, a memo together with a checklist of missing items are sent to the Division Manager/Engineer of the assigned project and cc’d to the PM/PE, identifying documents necessary to complete the Bid Package.

After PAC reviews the PM/PE’s response to the Checklist (submitted missing items) and verifies that all items have been completed, PAC will assemble the Bid Package as described in Procedure 12.3.

RELATED PROCEDURES

• Procedure 12.1 – Obtaining the Required Signatures

• Procedure 12.3 – Assembling the Bid Package

LINKS / ATTACHMENTS

Links

• Bureau of Engineering Project Cost Estimator Software Application

• Ready to Advertise Checklist (City Staff only)

Attachments