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OTC Pres: Bid & Award Phase 4 12/08 Page 1
Project Delivery Performance ImprovementReport to the
Oregon Transportation Commission
Eryca McCartin,Office of Project Letting Manager;
Wynnette Gentemann, Procurement Oversight & Construction Mngr
December 10, 2008Bid & Award Construction Contract
Phase 4
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OTC Pres: Bid & Award Phase 4 12/08 Page 2
Project Delivery Process
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Bid & Award
• PS&E Review• Estimate• Advertisement• Procurement
• Award • Stakeholder
Involvement• Small Contracting
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PS&E Review/Estimate • Review of project package from region• PS&E checklist• Final engineer’s cost estimate
– Confidential• Final estimate lines up with project
funding
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Final Engineers Estimate
• Confidential• Created prior to bid opening, used as
comparison with low bid• Evaluate market value of bid
items/monitor commodities pricing information for cost escalation items
• Provides unbiased economic evaluation and recommendations
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PS&E Review/Estimate • Approval to advertise• Provide contract documents to OPO
and Project Managers Office• PS&E review process and final
engineer’s estimate completed in 2 weeks
• Coordinate additional 3 week review period by FHWA on full federal oversight projects
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Advertisement • Printing – state printer (2 weeks)• Copy of ad for each project to be bid for
publication to Daily Journal of Commerce– Hard copy & electronic
• Ad posted on OPO Website and Bid Express• Communication with bidders exclusively
through OPO and Project Manager’s Office
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Procurement• Bid opening • Bid review for responsiveness and
responsibility• Bid analysis to determine if award or
rejection is in the best interest of the public
• Recommendation to award or reject
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Procurement: Bid Opening Schedule
• Bid openings primarily on Thursdays• Encourage competition by
– Less 10 projects per bid opening– Restricted bid dates for select projects
(generally high complexity or high $$)– Balance location and primary work type– Electronic bidding capability– Continually monitoring bid pool and results
and making adjustments if warranted
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Procurement• Notice of intent to award• 3 day timeframe for protest filing• Construction authorization• Review and execution of contract
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Construction Authorization
• Prepared by OPO• Provide overview of costs that will be incurred• Informational items
– Engineer’s estimate– Name of low bidder– Funding deposits received from others
• Construction authorization– Lowest responsive bid– Construction engineering budget– Contingencies– Anticipated items
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Final Approval
• Chief Engineer• Deputy Director• OTC• FHWA• Notice to Proceed
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Award • Contract executed within 57 days of bid
opening• 200599% executed within 57 days• 200691% executed within 57 days• 200798% executed within 57 days• 200895% executed within 57 days• Most are executed in 40 days or less
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Timeframes• PS&E to bid opening - 45 days to 80 days
– PS&E review, estimate, approvals (2w)– FHWA oversight review (3w) (only specific projects)– Print, send to advertisement, distribute plans (2w)– Advertisement (3-5w) based on project size and
complexity)• Bid opening to notice to proceed – 57
days • Bid and award (Total)
– 85 days or less is typical project– 137 days maximum
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Reasons for delay• Protest• Lawsuit• High bid price (analysis/justification)• Local agency project budget approval• Disadvantaged Business Enterprise
goal compliance• Receipt of Insurance Certificate
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Stakeholders(construction contractors)
• Coordination via Association of General Contractors
• Key issues– Bid advertising– Rejection of bids– Protest filings
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CostsPhase Modernization Bridge Preservation Safety/Ops
Planning 9.1% 5.2% 0.4% 3.0%
Design 9.1% 5.4% 6.7% 13.0%
RoW / Utility Relocation 3.4% 1.3% 1.6% 4.5%
Bid & Award 0.1% 0.1% 0.2% 0.8%
Construction Engineering
Construction
Total (%) 21.7% 12.0% 8.9% 21.3%
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Continuous Improvements
completed• Electronic bidding (Bid Express)• Contractors web portal • Streamlined PS&E review phase• Close coordination on bid planning with
OTIA projects• PS&E metrics• PS&E checklist
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Continuous Improvements
Future• Electronic bid document distribution• Continue to streamline process from
PS&E submission to award for small projects
• OPO procurement vs region procurement
• Small contracting web presence
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Continuous Improvements
Small Contracting• Directors commitment to diversity• 9th Circuit ruling impacts• Disparity study (African American /
Asian)• FHWA waiver• Assistance for small business to get
involved with electronic bidding
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Discussion