informal and formal bidding process steps informal...
TRANSCRIPT
Informal and Formal Bidding Process
Steps Informal Formal Notes
After the initial consent from the board, approval
is an information item annually to the board
stating we are continuing to use the California
Uniform Public Construction Cost Accounting Act Each individual project has to be preapproved by for bidding $1k-$175k. Advertise once a year the-Board ofTrustees for solicitation to bid.
{legal notice in circulated paper) stating bidders Once bid documents are ready and calendar
must be pre-registered to perform a Public Works dates are set (advertising, job walk, bid opening
project. Must run starting November for date and time), legal notice is run once a week
upcoming year. Pre-registration is on AHC for 2 weeks on the same day of week in
website under Facilities & Operations. List is circulated paper. Detailed information is I '
Approval & updated quarterly to capture all new contractors, provided on the project, where to go for proposal
Advertisement can be viewed anytime. and bid due date.
Emailed for wide distribution to 2 trade journals,
and to 2 local contractor exchange plan rooms {1) Proposals and all accompanying documents are SM (1) SLO in addition to any prequalified sent to CyberCopy (plan room) who manages the
contractor/vendor on the registration list who distribution of proposals by request and holds the required license to perform job. If payment. Projects are posted on the AHC
Distribution of specialized, the proposal can be sent exclusively website under Facilities & Operations providing
Proposal to a contractor of that trade. direction to CyberCopy.
Managed by operations office: emailed to trade Managed by the plan room. Automatically
Addendums to journal, plan rooms, and anyone who proposal distributed to all who requested proposal, also
Proposal was sent to including purchasing. sent to purchasing
If a job walk is mandatory, they must show up on If a job walk is mandatory, they must show up on
time and sign in. If they do not show up at the time and sign in. If they did not show up at the
job walk they cannot submit a bid proposal, nor job walk they cannot submit a bid proposal, nor can they submit a question about the project can they submit a question about the project after the job walk date. Original sign in sheet after the job walk date. Original sign in sheet
Job Walk goes to purchasing, copy kept in operations goes to purchasing, copy kept in operations
Questions
Bid Due Date
Bid Opening
Informal and Formal Bidding Process
If a potential bidder has a question, it is If a potential bidder has questions, they can send forwarded to the correct person for response
an email to operations who will answer it, or (engineer/architect/operations/plan room).
forward to the project engineer/architect under Everyone who has a requested a proposal will get
direction of VP of Operations for response. Last the question and response distributed to them by
day for questions is always noted in the bid the plan room by the date noted on the
documents. proposals.
Date and time for submission is strictly adhered
to. Date stamped in front of person who
Date and time for submission is strictly adhered I provided bid. Bidders may wait in conference
to. All bids date stamped in front of person who room after signing in as representative of
provided bid. No public bid opening held.
2 business services staff members sign in as
district representatives. Bids are opened and
reviewed for completeness. Any concerns are
discussed at that time.
company. Introductions of district staff are made and script
is read addressing opening and
notification/award process. Each bid is opened
in front of group and read out loud, addendums
acknowledged and total cost. This can be
repeated if someone does not hear or
understand the first reading. No other questions
are answered except clarification of intent to
award date.
Blind Bid
Opening
Tabulation
Informal and Formal Bidding Process
Same as above
Immediately after the bid opening all bids are
During introductions, detail is given as to the
blind bid process and timing of award. Before
bid packages are carried to the public opening,
the--return address--and any-emblem or sticker is
covered up so no one knows who presented the
bid envelope/package. No one is allowed to sit
close to those opening bids. During the opening
process, the district rep not reading the bid out
loud, covers each place the bidders name is
identified on the proposal so it is completely
covered, then handed over for reading. No one is
allowed to sit close to the reps opening the bid.
All bid packages are given an identification letter
at that time (bidder A, B, C, etc.), and is only
referred to by A,B C, etc. until all alternates have
been selected for the project.
Immediately after the bid opening all bids are
reviewed for accuracy to bid requirements and a reviewed for accuracy to bid requirements and a
spreadsheet is created to capture pricing, bidders spreadsheet is created to capture pricing, bidders
letter, description and costs for all alternate items letter, description and costs for all alternate
(additive or deductive), then sent to VP items (additive or deductive), then sent to VP
Operations for review. If a bidder was non
responsive, a note is made on the spreadsheet.
Operations for review. If a bidder was non
responsive, a note is made on the spreadsheet.
Review &
Selection
Informal and Formal Bidding Process
VP Operations reviews bid costs and sends an
email to-Dir ef Bus·iAess--5efvices-r-equestiAg full
bid proposal from selected bidder(s). These are
scanned and sent (all originals stay in business
VP Operations reviews bid costs and sends an
email to Dir of Business Services requesting full
bid proposal from selected bidder(s). These are
scanned and sent (all originals stay in business
services). If a blind bid, alternates are chosen
before selection. Tabulation-sheet is upda-t-ed to
add bidders names before returning to VP
Operations along with the scanned requested
services). Operations performs due diligence on I proposals. Operations performs due diligence on
contractors license etc. contractors license etc.
5 days before the scheduled board meeting, the
notice of intent is emailed to all bidders. This 5
Intent to award notice emailed to all bidders after I days is for all bidders to review and submit a
selection is made. If there is a bidder protesting,
they will contact us in writing stating what their
issue is and VP Operations will review. Any
protest is directed to the VP Finance &
Administration per bid documents. After 5 days
Selection & land no one contacts us, we can proceed with Intent to Award award process.
possible bid protest. Any protest is directed to
the VP Finance & Administration and is reviewed
by the VP Operations and PALG. Any protest has
to be addressed and cleared before item going to
the board. If not cleared by board date item is
pulled from the board book until such time the
protest is closed.
Contract documents are prepared and sent to
purchasing from operations. The award letter is
created (by purchasing) and signed by the Dir. BS.
Two sets of the construction agreement and all
other documents with letter are sent via Federal
Express to contractor. They have so many days
for return- per instructions to bidders in the
Award of Project I proposal (usually 5-7 working days).
Contract documents are prepared and sent to
purchasing from operations. The award letter is
created (by purchasing) and signed by the Dir. BS.
Two sets of the construction agreement and all
other documents with letter are sent via Federal
Express to contractor. They have so many days
for return - per instructions to bidders in the proposal (usually 5-7 working days).
Receipt of
Contract
PO
Notice to
Proceed
Informal and Formal Bidding Process
Upon arrival of construction agreement and Upon arrival of construction agreement and
documents, everything is reviewed to make sure documents, everything is reviewed to make sure
all is complete with signatures, appropriate seals, all is complete with signatures, appropriate seals,
and notary. Insurance is looked up online at and notary. Insurance is looked up online at
insurance.ca.gov to make sure they are listed as insurance.ca.gov to make sure they are listed as
a ppropFia-te-insu Fa-R ce--pi'Gvig er-.-Qnline-repGft-is- a f>f:>Fo priate--insurance--J3rovider. Qnline-Fef3ort is-
printed and attached to insurance docs. Once printed and attached to insurance docs. Once
everything is approved, scanned copy goes to VP everything is approved, scanned copy goes to VP
Operations for review. Originals are executed by Operations for review. Originals are executed by
VP Finance. VP Finance.
Once contract is fully executed by contractor and
Once contract is fully executed by contractor and IAHC, the purchase order is created by
AHC, the purchase order is created by operations. operations. Contract is attached to the PO along
Contract is attached to the PO.
Upon completion of PO, operations drafts a
Notice to Proceed. Without this, the contractor
cannot start to the job. The NTP is sent with the
PO and executed documents to the contractor.
This is emailed and sent via Federal Express.
with the executed board excerpt awarding bid .
Upon completion of PO, operations drafts a
Notice to Proceed. Without this, the contractor
cannot start to the job. The notice to proceed is
sent with the PO and executed documents to the
contractor. This is emailed and sent via Federal
Once received, this starts as day one for the I Express. Once received, this starts as day one for
project. This is important for those projects that the project. This is important for those projects
state a certain time lime (or date) for project
completion.
that state a certain timeline (or date) to complete
the project.
Informal and Formal Bidding Process
Both the contractor and all sub-contractors will Both the contractor and all sub-contractors will file a Preliminary Notice with us for the job they file a Preliminary Notice with us for the job they
are performing. This is protection for them and are performing. This is protection for them and
provides the legal right to file a stop notice if they provides the legal right to file a stop notice if they
are not paid wages for work performed. It states are not paid wages for work performed. It states
the--job-site/owner, the-rontraeter-who hirea- the--jeb-s+te/ewner,-the-eontraete-r-whe-hir:ed -
them and the approximate cost of service being them and the approximate cost of service being
provided. These are sent to business services, provided. These are sent to business services,
Preliminary scanned to operations and original filed in bid scanned to operations and original filed in bid Notices project book. project book.
As soon as a bid is awarded, certain agencies and
As soon as a bid is awarded, certain agencies and labor unions start sending request for labor unions start sending request for information information about the bid, contractor or
about the bid, contractor or prevailing wage. prevailing wage. These are received by business
These are received by business services and services and scanned to operations. Original is in Public Records scanned to operations. Original is in bid project bid project book. There is a 10 day response
Request book. There is a 10 day response time required . time required.
. A stop notice is filed by a sub-contractor or A stop notice is filed by a sub-contractor or
materials supplier who has not been paid for their materials supplier who has not been paid for
services by the contractor. Stop notices come to their services by the contractor. Stop notices
business services and are immediately sent to come to business services and are immediately
operations and sometimes to PALG for review. sent to operations and sometimes to PALG for
The contractor receives the stop notice the same review. The contractor receives the stop notice
time as us. It is our responsibility to withhold the same time as us. It is our responsibility to funds from the contractor until they make withhold funds from the contractor until they
payment to the sub-contractor. Stop notices are make payment to the sub-contractor. Stop
frequently filed towards the end of a job as the notices are frequently filed towards the end of a sub does not want the contractor to be paid in full job as the sub does not want the contractor to be
~t()~f'J otices before they get paid. paid in full before they get paid.
Notice of
Completion
Informal and Formal Bidding Process
When the job is completed, a board item is
submitted requesting approval for completion.
Once the executed board excerpt is received,
business services fills out the appropriate form
1.and files-with the county-to close the praiect.
Once the executed NOC is received from the
county, the clock starts on 32 days for any sub-
When the job is completed, a board item is
submitted requesting approval for completion.
Once the executed board excerpt is received,
business services fills out the appropriate form
~and file-s. wittl ttle Gounty-to Glese-the project.
Once the executed NOC is received from the
county, the clock starts on 32 days for any sub-
contractor to pursue payment owed by the I contractor to pursue payment owed by the contractor. (thus stop notices at end of projects) . contractor. (thus stop notices at end of projects).
The process of full retention release to the The process of full retention release to the
contractor starts on day 33 (assuming there are I contractor starts on day 33 (assuming there are
no outstanding stop notices). no outstanding stop notices).
Often there are information requests from
organizations or from law offices after the close
of a project. All requested documentation should
General Request I be found in the bid book.
Often there are information requests from
organizations or from law offices after the close
of a project. All requested documentation should
be found in the bid book.