invitation to bid (page 1 of 8) - paper · pdf filework will be awarded on a competitive basis...

The Contract Manager (Box 1) This Invitation to Bid is issued by

Name

Fax number

Address

Address

Voice phone

Email address

Date (Box 2) Date this Invitation to Bid was issued.

Date

Invitation to BidQualified contractors are invited to respond to this Invitation to Bid by returning the Bid Form. The contract for this work will be awarded on a competitive basis as described in this invitation and the Rules for Bidding.

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The Project (Box 3)

Please use any of these contact numbers if you have a question about this project or any Contract Document. Notify the Contract Manager promptly if you intend to bid. That ensures your name appears on the list to receive addenda which modify the Contract Documents.

General description

Short name used to identify this project

Location

Project owner/representative

Address Address

Delivery of Bids (Box 4) To respond to this invitation, complete the Bid Form (or an accurate facsimile) and deliver by the Bid Due Date (check all that apply).

To the address in Box 1 in a sealed envelope

By fax to the number in Box 1

By email to the email address in Box 1

To the following address in a sealed envelope

Bid Due Date (Box 5) The Bid Form (or an accurate facsimile) must be received by

Date Time

Any response to this Invitation to Bid which is incomplete or is received after the Bid Due Date or which does not conform to the Rules for Bidding will not be considered. Modification or withdrawal of a bid after the Bid Due Date will be subject to the Rules for Bidding. Bids will be evaluated without discussions.

Contract Price (Box 6) This Invitation to Bid requires a response which includes (check all that apply).

A contract price (exclusive of any alternate bid, unit price or contract allowance).

One or more alternate bids as identified in the Contract Documents.

One or more unit prices as identified in the Contract Documents.

One or more contract allowances, owner’s allowance and stipulated contingencies, as identified in the Contract Documents.

Dated

Date of last changePrepared by

Specs were approved on Specs have not yet been approved

Consisting of sheet(s)

Detail drawings

Dated


Detail drawings have not yet been approvedDetail drawings were approved on


Construction contract

Dated

Prepared by Further described as


Contract Documents (Box 8) To respond to this Invitation to Bid, you will need the Contract Documents, which consist of this Invitation to Bid, the Bid Form, the Rules for Bidding, addenda issued after this invitation was distributed and (check each that applies)

Specifications

Plans

Dated


Plans were approved on Plans have not yet been approved


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Bonds and Insurance (Box 7) Each Bid Form must be accompanied by (check each that applies):

A bid bond as required by the Contract Documents

Certificates of insurance as required by the Contract Documents

Other

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Contract Documents (Box 8), Continued

Project manual

Dated


Site information (soils report, hazmat, etc.)

Title(s)

Further described as

Dated

Prepared by



Shop drawings

Dated


Samples



Schedule or time limitations

Dated

Further described asPrepared by

Applications for service with utility companies (check the one that applies)

Have been filed Have not been filed yet


Other


Permits and utilities permitted on

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Distribution of Contract Documents (Box 9)

The Contract Documents are available at _____________________________________________________

Pre-Bid Conference (Box 11) A conference for all prospective bidders will explain site access, scheduling, testing and other job requirements.

Date and time Location

This pre-bid conference is required for all prospective bidders.

$

Charge for the Contract Documents (Box 10) The charge for these Contract Documents is:

This charge is a deposit which will be refunded within 10 days after return of the full set of Contract Documents in usable condition.

This pre-bid conference is recommended but not required. If you cannot attend this conference in person, ask the Contract Manager to arrange monitoring of this conference by phone, audio or video recording.

Bid Submitted By (Box 1) This bid is an offer to enter into a contract for construction of the project identified in Box 3 and is submitted by:

Date

Bid FormTo have your bid considered, complete, sign and deliver two copies of this form to the address on the Invitation to Bid. Bids which do not comply with the Invitation to Bid and the Rules for Bidding will not be considered.

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Description of last addendum

Date of last addendum

Acknowledgement of Addenda (Box 4) The undersigned acknowledges receipt of the following addenda (changes) to the Invitation to Bid or Contract Documents

Bonding and Insurance (Box 5) This Bid Form is accompanied by (check each that applies)

The bid bond required by the Contract Documents

The certificates of insurance required by the Contract Documents

The Project (Box 3) This bid is a response to the Invitation to Bid

Invitation to Bid date

Project name

Issued by

Owner

Individual name Company name

Address

Voice phone Fax number

Address

Email address License or registration number

State of incorporation (if incorporated)

Number of addenda received

Bid Price (Box 6) If this offer is accepted within 10 days after the Bid Due Date (or such postponements as may be allowed in the Rules for Bidding), the undersigned will, within 5 days thereafter, sign the contract referenced in the Invitation to Bid.

$

Bid price (exclusive of any alternate bid, unit price or contract allowance)

Date of this Bid (Box 2) This offer is made on

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Alternate Price (Box 7) Alternate price or prices (if required by the Contract Documents)

Unit Price (Box 8) Unit price or prices (if required by the Contract Documents)

$

$

$

$

$

$

Contract Allowance (Box 9) Contract allowance or allowances (if required by the Contract Documents)

Signature Printed name

Company nameTitle

Signature of Bidder (Box 10) This offer is submitted by

Acceptance by Owner (Box 11) The signature below indicates acceptance of this offer by the owner and creates a binding contract without further action by either party.

Signature Printed name

Company nameTitle

Date accepted

$

$

$

Rules for Bidding ( of 8)

These rules have been adopted to simplify award of the contract and to ensure that all bidders have equal opportunity. The rules checked in the paragraphs that follow apply to this Invitation to Bid and the Bid Form. Bids which do not comply with these rules will not be considered.

Date of the Invitation to Bid Project name

Project owner

True NameBidder must provide in Box 1 of the Bid Form a true name and address, including street, city, state, and zip. If incorporated, the bidder must show the state of incorporation. The bidder (or authorized agent) must sign Box 10 of the Bid Form.

Notice of Intent to BidBidder must give notice to the Contract Man-ager upon receipt of the Contract Documents. Notification will ensure that you receive adden-da to the Contract Documents issued after this Invitation to Bid. Failure to give this notice may make your bid non-conforming.

Withdrawal of BidAny bid may be withdrawn until the Bid Due Date but not thereafter. A bidder who has with-drawn a bid may submit another bid so long as that bid complies in all respects with the Invita-tion to Bid.

Acceptance of OfferThe Contract Manager intends to recom-mend that a contract be awarded to the low-est responsible bidder whose offer conforms to the Invitation to Bid and to these Rules for Bidding. However, the Contract Manager may recommend rejection of all bids or acceptance of other than the lowest bid. Only the project owner has authority to accept or reject any offer received from a bidder. If requested by the Con-tract Manager, bidder agrees to provide a state-ment of qualifications showing that the bidder is qualified and prepared to complete the work required by the Contract Documents.

Alternate Bids, Unit Pricesand Contract AllowancesIf the Contract Documents require alternate bids, unit prices or contract allowances, the Bid

Form must show the required alternate bids, unit prices or contract allowances. Failure to submit a required bid price will disqualify the bid. If the Contract Documents do not require an alternate bid, unit price or contract allow-ance, any alternate bid, unit price or contract allowance on the Bid Form will be disregarded.

Pre-bid ConferenceA mandatory optional pre-bid conference has been scheduled to brief prospective bidders on project requirements. Check the Invitation to Bid for the time and place of this conference.

AddendaThe Contract Manager reserves the option to make changes in the Invitation to Bid or Con-tract Documents or the Bid Due Date until bids are opened. Addenda will be sent to every pro-spective bidder who has given notice of intent to bid. Addenda will be numbered sequentially and dated. If there’s a break in the sequence number of addenda, assume you do not have a full set of the Contract Documents. Contact the Contract Manager immediately.

QuestionsThe Contract Manager will be available to an-swer questions. But responses by the Contract Manager will be limited to topics which help explain or clarify the intention of the Invitation to Bid, Contract Documents or the Rules for Bidding. Don’t expect the Contract Manager to respond to any question which might give any prospective bidder a competitive advantage.

The AwardWhen the award has been made and the con-tract signed, details about the winning bid will be released at the request of anyone who sub-mitted a bid on the project. If no award is made, bids will not be released.

Insurance and BondsIf a bid guarantee is required by the ContractDocuments, bidders are required to furnish theguarantee prescribed. Failure to provide therequired guarantee with the Bid Form will begrounds to reject the bid.

Minor IrregularitiesA minor irregularity or clerical error is an imma-terial matter of form rather than substance anddoes not disqualify a bid from consideration. Adefect or variation is immaterial when the effecton price, quantity, quality or delivery is a negli-gible part of the agreement. Examples includefailure of a bidder to (1) Return the number ofcopies of signed bids required by the invitation;(2) Sign the bid if it is clear that the bidder in-tends to be bound by the unsigned bid; (3) Ac-knowledge receipt of an addenda to a ContractDocument if the addenda has a negligible effecton price, quantity, quality, or delivery.

Illegible BidsAny bid that includes an essential term which isunreadable, incomplete or omitted will be reject-ed. Transmission of bids by electronic means isat the risk of the bidder. Erasures and strike-outs will be considered so long as the change isclearly legible and initialed by the party signingthe Bid Form. If space on the Bid Form does notpermit a complete response, attach a continu-ation sheet headed with the box number fromwhere the response is continued.

Mistakes in BidsThe Contract Manager will correct obviousclerical mistakes after verification by the bidder.For example, misplacement of a decimal pointor use of a decimal point rather than a commawould be an obvious clerical mistake.

PostponementsIf it becomes necessary to reschedule the BidDue Date, the Contract Manager will issue anaddendum to the Invitation to Bid.

SubstitutionsMake requests for substitution of materials tothe Contract Manager at least 7 days before theBid Due Date.

Bidding on a Portion of the WorkIf the Contract Documents permit a bid on sep-arate parts of the project, a bidder may showa price for any separate part. Or a bidder mayindicate that an award of less than all parts ofthe project will not be accepted.

Sealed EnvelopesExcept when submitted by electronic means,bids must be enclosed in a sealed envelope.

Other rules for bidding

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