13.1 Obtaining Board Approval to Advertise for Bids

Revised on 02-25-2025

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PURPOSE

Board of Public Works approval is required before projects are advertised to the contracting community. This is the first step in the advertising process. The date of Board approval is officially the first day of the advertising period. The purpose of this procedure is to provide a guideline for obtaining Board of Public Works approval to advertise construction projects.

REFERENCES

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RESPONSIBILITIES

  • Project Award and Control Division (PAC): PAC prepares the advertising package, edits the project description and e-mails the project description to the Board staff requesting that the project be placed onto the Board agenda as an Administrative Item for approval to advertise and to receive bids for the project. A complete set of the bid package is then sent to the Board. PAC monitors and reports on the duration of each step of the bid and award process for all construction projects in the Bureau of Engineering (BOE).

  • Board of Public Works (BPW): The Board approves Administrative Items inviting bids for construction projects at its regularly scheduled meetings.

  • Project Manager (PM): The PM is responsible for providing any necessary project information to PAC, particularly the project description, for use in placing the project onto the Board agenda. The project description is also used for advertising the project on BOE’s List of Projects Out to Bid on BOE’s web page.

PROCEDURE

After assembling the complete Bid Package, PAC edits the project description received from the PM. The project description includes the following information:

  1.  Project work description (Attachment 12.3-1 Project Description Sheet)

  2.  Council District Number(s)

  3. Design and Funding (includes department responsible for design)

  4. City Engineer’s Estimate

  5. Board Adoption date

  6. Pre-Bid meeting date

  7. Bid Opening date

  8. Environmental Compliance Statement

  9.  Contract Bond requirements

  10.  Contractor’s License Classification requirements

  11. Bid Document Information (instructions on how to download bid documents from the Business Assistance Virtual Network (BAVN))

  12. Additional Information including the Project Manager’s Name, address, and contact information

PAC prepares the advertising package, edits the project description and e-mails the project description to the Board staff requesting that the project be placed onto the Board agenda as an Administrative Item for approval to advertise and to receive bids for the project. A complete set of the Bid Package is then sent to the Board. The Board staff prepares the agenda for regularly scheduled meetings and includes Administrative Items approving the project for advertising and setting the date for the Board to receive bids. The Board approves the Administrative Items and the project is approved for advertising. 

RELATED PROCEDURES

LINKS / ATTACHMENTS

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Attachments

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