PURPOSE
The documents included in the Bid Package must be clear and easily understood by the contractors and must include all items to be completed and submitted by them. This procedure describes the process used by the Project Award and Control Division (PAC) to assemble the Bid Package.
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RESPONSIBILITIES
Project Award and Control Division (PAC): The PAC Bid Packaging Group (BPG) is responsible for preparing the Bid Proposal and assembling the Bid Packages for projects ready to be advertised. The Bid Proposal contains boilerplate language based on the types of funding for the project. PAC is responsible for ensuring that the Bid Packages comply with all applicable City policies. Plan Distribution staff of BPG uploads the bid package to the Business Assistance Virtual Network (BAVN) and enter the project details.
Project Manager (PM): The PM is responsible for confirming indexed and signed plans are available for download from the vault and reviewing the plan sets and specifications for accuracy and completeness prior to delivering the completed RTA and accompanying documents to the BPG.
PROCEDURE
PAC prepares the Bid Package after receiving the completed Ready to Advertise (RTA) Checklist along with all of the required documents from the PM. The completed Bid Proposal is signed by the PAC management. The assembled Bid Package includes the following:
Important Notice – The Important Notice identifies significant dates in the bidding timeline and specifies outreach goals. It also draws attention to some important documents that bidders need to be aware of.
Bid Proposal Parts I, II, III, and IV:
Part I of the Bid Proposal contains the following items that contractors are required to fill out and submit to the Board of Public Works the day that bids are due:
Bid Proposal
Schedule of Work and Prices
Responsibility Questionnaire
Bidder Certification CEC Form 50
Signature Sheet and Affidavit
Bid Bond
List of Subcontractors
Certification of Compliance with Child Support Obligations
Equal Benefits Ordinance
Entities Prohibited from Contracting with Public Entities in California per the Iranian Contracting Act, 2010, if applicable
Liner Installer’s Minimum Qualifications, if applicable
Part II of the Bid Proposal explains the Non-discrimination, Equal Employment Practices, and Affirmative Action Program (non-construction and construction). Contractors are required to complete and upload the applicable forms on the Business Assistance Virtual Network (BAVN).
Part III of the Bid Proposal explains the Board of Public Works Business Inclusion Program. Requiring a subcontractor outreach, the outreach must be performed using the BAVN. The Summary Sheet, generated by BAVN, must be submitted by the contractor by 4:30 p.m. on the calendar day following the receipt of the bid by the Board of Public Works.
Part IV of the Bid Proposal is the General Instructions and Information for Bidders. This section provides detailed explanations to the contractors about what to submit with the bid, the Slavery Disclosure Ordinance and Affidavit, the minimum insurance requirements for the project, the way that protests are handled, and other administrative requirements for bidding on Department of Public Works construction projects.
Attachments to be downloaded with the Bid Proposal which are typically reference material such as signed and indexed plans, General Conditions, General Requirements, technical specifications, and other specifications, reports, or references.
Geotechnical Report (this may include a Geotechnical Data Report and possibly a Geotechnical Baseline Report)
Special requirements may exist based on project funding and must be reflected in the bid proposal format. Examples of funding sources include federal Economic Development Agency, Federal Highway Administration, Federal Transit Authority, Housing and Urban Development, and City funds like Gas Tax or funds from various propositions.
PAC identifies and incorporates any special requirements and prepares the required bid proposal format. PAC also creates the Important Notice that is signed by PAC Management allowing the project to be advertised as authorized by the Board of Public Works.
Two types of bids are used within the Bureau of Engineering – lump sum or Unit Price bidding. Different project types may dictate which type of bid to use but Unit Price bidding is usually used when the design quantities are clear (i.e. for removal of contaminated oil).
RELATED PROCEDURES
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