Preparation of Construction Bid Documents

Introduction

The following information is provided to help when preparing the bid documents and should be used as a guide or checklist so that all the necessary data is provided to the bidder. All bid documents should be obtained from the City to insure that the most current versions are being used. All documents, except the Appointment of Service Agent, are provided in Word format. The City will provide the documents via email, if needed. Instructions are included for both electronic bids ("eBid") and hard copy bid documents.

Table of Contents

Revise page numbers as needed

Notice to Bidders

For eBids:

• Page N-1, First Paragraph
  • Insert name of project and project number
  • Insert date of bid opening (preferably a Tuesday)

• Page N-1, Third Paragraph
  • Obtain QuestCDN Project number and insert
  • Insert name and phone number of City contact person

• Page N-1
  • Insert address of pre-bid conference (if applicable)
  • Insert date and time of pre-bid conference (if applicable)
  • Insert date the bid is scheduled for publication in The Legal Record (publication is every Tuesday). Publication date should be at least 14 calendar days prior to the bid opening date.
  • If this is a KDOT project, insert date the bid is scheduled for publication in the Kansas Register (publication is every Thursday). Publication date should be at least 30 calendar days prior to the bid opening date.

For Hard Copy Bids:

• Page N-1, First Paragraph
  • Insert name of project and project number
  • Insert date of bid opening (preferably a Tuesday)

• Page N-1, Second Paragraph
  • Insert name of project and project number
  • Insert location of where documents are on file
  • Insert name and phone number of person who will provide bidding documents
  • Insert cost of plans and specs (if applicable)

• Page N-1
  • Insert address of pre-bid conference (if applicable)
  • Insert date and time of pre-bid conference (if applicable)
  • Insert date the bid is scheduled for publication in The Legal Record (publication is every Tuesday). Publication date should be at least 14 calendar days prior to the bid opening date.

Instructions to Bidders

Project Manager and/or Contract Specialst will determine which of the three insurance coverage options to use. For guidance, if the project cost is estimated to be over $100,000, use Option C.

For eBids - no information is added to these Instructions.

For Hard Copy Bids:

Page I-1, Paragraph IB-1 – insert name of project and project number

Bid

Obtain from Project Manager/Consultant the item descriptions and quantities to be listed in bid.

For eBids, the list must be provided to the Contract Specialist in an excel spreadsheet.

In Page Layout/Page Setup/Header/Footer: Insert Project Name and Number into the Header.

If there is a Force Account, it should be Item No. 1. Insert a text box that covers the Unit Price and Extension fields with "Submit through QuestCDN".

For Hard Copy Bids: Insert Project Name and Number

Insert the Items and Quantities into the Bid form. Or if using a Lump Sum Bid, enter Project Description.

Section 1 – Project Manager will determine the completion days/date. Paragraph 3, Insert the dollar amount to be charged for Liquidated Damages, if any. This paragraph may be removed if no liquidated damages will be charged.

Section 6 - Bidder enters the numbers of any and all addenda issued.

When printing the bidding documents, the Bid pages shall be copied single-sided onto YELLOW paper. If an addendum is issued, use some other LIGHT color for the new Bid pages. Dark colored paper does not copy well.

Agreement

Page A-1, Title - Insert project name and project number

• Article I - Insert name and number of project

• Article III - For eBid - Insert wording as listed in Construction Limitations of the Project Specific Special Provisions. Insert dollar amount of Liquidated Damages.

For Hard Copy Bid - Insert wording as listed in Section 1 of the Bid. Insert dollar amount of Liquidated Damages.

• Final section - Insert number of contracts to be executed.

Performance Bond and Maintenance Bond

In the WHEREAS clause, insert project name and number after(…accessories for….)

Statutory Bond and Labor and Material Payment Bond

Use the Labor and Material Payment Bond when the estimated cost of the project is under $100,000. Use the Statutory Bond when the estimated cost of the project is over $100,000.

Insert project name and number in the title.

Appointment of Service Agent

A blank form is submitted with the bidding documents. Once contract is awarded, the contractor will complete if necessary.

General Conditions

Insert project name and number on title page. Verify page numbers to make sure they match the printed general conditions.

City of Overland Park Standard Specifications - Table of Contents

Project Manager/Consultant will provide the Table of Contents to the Contract Specialist.

Project Specific Special Provisions

Project Manager/Consultant will determine if any specific provisions are required for the project. These will be provided to the Contract Specialist. They can be made into one document. Some of the specific provisions are:

• Construction Limitations – use this when specific deadlines are needed or if the project is divided into phases. This language shall be added to the Agreement and to the Bid for Hard Copy Bids.

• Indemnification and Insurance Requirements – this is used for KDOT, CARS and SMAC projects when federal and/or county funds are involved. Omit this section for other projects.

• Right-of-Way – provides information to the bidder on the status of any right-of-way or easements.

General Comments

1. Bidding document templates are located on the PPM Wiki at: Phase III, Task 11

Documents are in word format and include: Table of Contents, Notice to Bidders, Instructions to Bidders, Bid, Agreement, Performance Bond, Maintenance Bond, Statutory Bond, Labor and Material Payment Bond, and General Conditions.

NOTE: IF YOU OPEN A TEMPLATE REMEMBER TO "SAVE AS" A NEW WORD DOCUMENT (.docx).

2. Contract Specialist will prepare a draft of the Bidding Documents for review by Project Manager prior to uploading to QuestCDN.com for eBids. or printing for sale and distribution to contractors for Hard Copy Bids.

3. For Hard Copy Bids, if printing for sale, all documents can be printed double-sided except for the Bid. The Bid pages should be printed single-sided on Yellow paper. Bidding Documents are to be inserted into a GBC binder with a sturdy cover. Bidding Documents can also be provided in PDF format via email at no charge.

4. Publication - See Phase IV, Task No. 4 for details regarding publication of the Notice to Bidders.

5. The day before the scheduled publication, a copy of the Notice to Bidders should be provided by email or sent regular mail to each of the contractors on the bidders list. The Bidders Lists are located on the PPM Wiki at: Phase IV-Task 5 Notice to Contractors/DBE Firms. If Hard Copy Bid, the Contract Specialist will keep a list of the contractors that obtain a set of the bidding documents and plans.

6. Engineer’s estimate for eBids - must be provided in an excel spreadsheet to the Contract Specialist no later than the Thursday prior to the bid opening. Consultant/Project Manager should make sure that the estimate does not have rounded numbers. For both eBids and Hard Copy Bids, the estimate is provided to the City Clerk or to the Contract Specialist by 2:00 p.m. the day of the bid opening. The engineer’s estimate should be signed by a professional engineer (P.E.), notarized and placed in a sealed envelope with the outside plainly marked: "ENGINEER’S ESTIMATE FOR (NAME OF PROJECT)".