Preparation of Construction Bid Documents

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 on cd or via email.

Table of Contents

Revise page numbers as needed

Notice to Bidders

• 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 name and address of consultant's company
  • Insert name and phone number of contact at consultant's company
  • Insert cost of plans and specs

• Page N-2
  • 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.

Instructions to Bidders

Project Manager will determine which of the three insurance coverage options to use. Page I-1, Paragraph IB-1 – insert name of project and project number

Option A – for small work (i.e. retaining wall construction or repair with no blasting; repair of drainage ditches; tennis court surfacing or parking lot paving; sprinkler system installation; residential plumbing installation; landscaping or sodding; driveway installation; roofing; or building remodeling) Option B – sidewalks; curb repair; traffic signals; or streetlights. Option C – storm sewers and all major street improvements.

Bid

(obtain from City on disk or email – Microsoft Word for standard wording; however, consultant to determine the item descriptions and quantities and prepare accordingly).

The completion days/date shall either be set or left blank for the contractor to complete - determined by the project engineer. If various dates are set for completion of several phases of the project, the following wording should be included in paragraph number 1 on the Bid page: "The undersigned also declares that he/she understands that liquidated damages based on the full bid price of the contract shall be assessed in accordance with the general conditions for failure to meet the time requirements as specified in parts a., b., and c. above (or however many phases are stated)".

These Bid pages shall be copied onto YELLOW paper. If an addendum is issued, use some other LIGHT color for the new Bid pages. Do not use dark colored paper as it does not copy well.

Agreement

(obtain from City / disk or email – Microsoft Word)

Page A-1 - Insert name of project Page A-2 – Article I - Insert name of project Page A-2 – Article III - Insert same wording as section 1 on page B-1 regarding commencing and completing work Page A-4 - Insert number of contracts to be executed (5 unless it’s a KDOT or CDBG job, then check with project engineer)

Performance Bond

(obtain from City / disk or email)

Insert name of project in second paragraph (…accessories for _______ ….)

Statutory Bond or Labor and Material Payment Bond

(obtain from City / disk or email)

Type name of project in the top left hand corner of the page (above City of Overland Park)

Appointment of Service Agent

(obtain from City / disk or email)

Table of Contents for General Conditions

(obtain from City / disk or email – check page numbers and make sure they match the printed general conditions)

General Conditions

(obtain from City / disk or email)

Special Conditions

(obtain from City / disk file or email – check page numbers and make sure the table of contents match the printed special conditions) – Consultant to review all special conditions for applicability. On most projects, Consultant will need to change only the following:

1. SC CONSTRUCTION LIMITATIONS – Change items to meet deadlines set forth in first paragraph in Bid after bid items.
2. SC INDEMNIFICATION AND INSURANCE REQUIREMENTS – This item to be used only on CARS and SMAC projects (Johnson County funds involved). OMIT on other projects.
3. SC RIGHT OF WAY – Revise to indicate whether right of way and easements are in hand, or an estimated date when they will be available.

Consultant to provide final special conditions, accompanied by a "highlighted/strikeout" hard copy of the City supplied special conditions for City staff to use in review, and a disk copy of the final special conditions.

Specifications

Standard - City will provide the Consultant with MakeSpec installation disk and a disk of standard specification sections. MakeSpec is a Microsoft Word template with custom tools and menus use to compile a set of Project Specification. The Consultant is to use MakeSpec to compile the final specification. The Consultant is to provide an electronic file copy and hard copy of the final specification along with a hard copy with tracked changes highlighted and printed.

Lighting (obtain from City / disk or email)

Signal (obtain from City / disk or email)

General Comments:

1. Prepare draft Contract Bid Documents for review by City prior to printing for sale and distribution to contractors. Make sure the page numbers listed on each table of contents are correct!
2. Contract Bid Documents are to be inserted into either a 3-ring or a GBC binder with a sturdy cover to protect it from the elements on the job site.
3. Notice to Bidders (sent via email to [email protected] or [email protected] ) should be given to Mary Lou McCann or Nancy Sappington on the Friday morning before the Wednesday publication date in the Overland Park Sun. The City will handle getting the Notice to Bidders published in the Overland Park Sun. The notice should be published 3 weeks prior to bid opening. The consultant shall mail a copy of the Notice to Bidders to each of the contractors on the bidders list the day before it is advertised in the Overland Park Sun (see number 5 below). Plan rooms shall be mailed copies of the plans and specs free of charge (see number 6 below).
4. KDOT projects shall also be published in the Kansas Register 30 days prior to the bid opening. Fax or email ([email protected]) the notice to Nancy Reddy (at the Office of the Secretary of State at 785-291-3051 by noon on Thursday a week before the publication date. (The Kansas Register is published every Thursday and Nancy will need the Notice by noon the Thursday prior to publication.) Her phone number is 785-296-3489. When you fax or email the Notice to Nancy, request that she send a copy of the affidavit and the bill to the City of Overland Park, Public Works Department, 8500 Santa Fe Drive, Overland Park, KS 66212.
5. Notice to Bidders shall be mailed by the consultant to a list of contractors [provided by the City / disk or email (labels)] the day prior to advertising in the Overland Park Sun. The labels to be used are "Avery 5160" – 30 labels to a sheet (3 columns and 10 rows). Bidders Lists for Sidewalks & Curbs, Streets & Bridges, Storm Sewers, Traffic Signals & Streetlights are in Microsoft Word and are located on k:/projects/bidders lists/streets bridges sidewalks storm sewers signals lights. This directory also contains a file with instructions for printing labels. Open and read it and then open: main document for labels.dot and then merge with the appropriate data source file and print onto labels.
6. A complete set of contract documents and plans shall be mailed by the consultant free of charge to the plan rooms the day prior to advertising in the Overland Park Sun. The plan rooms are located at the bottom of the bidder’s lists and should be in bold type. There is also a file called plan rooms.doc in the following directory: k:/projects/bidders lists/streets bridges sidewalks storm sewers signals lights
7. Copies of the following document templates (in Microsoft Word) are located on: k:/details_specs/contract-documents

Table of Contents, Notice to Bidders, Instructions to Bidders, Bid, Agreement, Performance Bond, Statutory Bond, Labor and Material Payment Bond, Appointment of Service Agent, General Conditions - Table of Contents, General Conditions, and Special Conditions.

NOTE: IF YOU OPEN A TEMPLATE USING "WORD", YOU WILL BE EDITING THE TEMPLATE. THEREFORE IN ORDER TO CREATE A NEW DOCUMENT, USE WINDOWS EXPLORER TO OPEN THE FILE. IF THE FOLLOWING DIALOG BOX APPEARS,

CLICK ON "YES" AND THEN YOU CAN "SAVE AS" A NEW TEMPLATE -- YOUR ORIGINAL WILL STILL BE THERE FOR THE FUTURE! Be sure to click on "options" before you give it a new name and delete the "password to modify"!

The engineer’s estimate must be delivered to the Contract Specialist (Mary Lou McCann or Nancy Sappington) the day prior to 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)".