Difference between revisions of "Preparation of Construction Bid Documents"

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== 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 ==
== Table of Contents ==
(obtain from City / disk or email – Microsoft Word) - consultant to change page numbers as appropriate)
Revise page numbers as needed


== Notice to Bidders ==
== Notice to Bidders ==
(obtain from City / disk or email – Microsoft Word)
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


*First Paragraph
*Page N-1
**Insert name of project
**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)
**Insert date of bid opening (preferably a Tuesday)


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


*Page N-2
*Page N-1
**Insert address of pre-bid conference (if applicable)
**Insert address of pre-bid conference (if applicable)
**Insert date and time of pre-bid conference (if applicable)
**Insert date and time of pre-bid conference (if applicable)
**Insert publication date in Overland Park Sun newspaper (publication is every Wednesday)
**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.
**Insert publication date in Kansas Register if it's a KDOT job (publication is every Thursday)


== Instructions to Bidders ==
== Instructions to Bidders ==
(obtain from City / disk or email)
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.


Page I-1,      paragraph IB-1 – insert name of project
For '''eBids''' - no information is added to these Instructions. 
Page I-5 – remove      the two options not to be used


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)
For '''Hard Copy Bids''':
Option B – sidewalks;      curb repair; traffic signals; or streetlights.
 
Option C storm      sewers and all major street improvements.
Page I-1, Paragraph IB-1 insert name of project and project number


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


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


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


== Agreement ==
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".
(obtain from City / disk or email – Microsoft Word)
 
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.


Page A-1 -      Insert name of project
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.
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)
Section 6 - Bidder enters the numbers of any and all addenda issued.


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


Statutory Bond or Labor and Material Payment Bond (obtain from City / disk or email)
== Agreement ==
Page A-1, Title - Insert project name and project number
*Article I - Insert name and number of project


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


Appointment of Service Agent (obtain from City / disk or email)
*Final section - Insert number of contracts to be executed.


Table of Contents for General Conditions (obtain from City / disk or email – check page numbers and make sure they match the printed general conditions)
== Performance Bond and Maintenance Bond ==
In the WHEREAS clause, insert project name and number after(…accessories for….)


General Conditions (obtain from City / disk or email)
== 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.


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:
Insert project name and number in the title.


SC CONSTRUCTION    LIMITATIONS    – Change items to meet deadlines set forth in first paragraph in Bid after    bid items.
== Appointment of Service Agent ==
SC    INDEMNIFICATION AND INSURANCE REQUIREMENTS – This item to    be used only on CARS and SMAC projects (Johnson County    funds involved). OMIT on other projects.
A blank form is submitted with the bidding documents. Once contract is awarded, the contractor will complete if necessary.
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.
== 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.


Specifications
== 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.


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


Lighting (obtain from City / disk or email)
*Right-of-Way – provides information to the bidder on the status of any right-of-way or easements.


Signal (obtain from City / disk or email)
== General Comments ==


General Comments:
1. Bidding document templates are located on the PPM Wiki at: [http://ppm.opkansas.org/wiki/index.php/Phase_III_-_Final_Design#Task_No._11_-_Submit_Contract_Documents_and_Insurance '''Phase III, Task 11''']


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!
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.
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.
Notice to    Bidders    (sent via email to marylou.mccann@opkansas.org    or nancy.sappington@opkansas.org    ) 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).
KDOT projects shall also be    published in the Kansas    Register 30 days prior to the bid opening. Fax or    email (NancyR@kssos.org) 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.
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.
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
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 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.  


NOTE: IF YOU OPEN A TEMPLATE USING "WORD", YOU WILL BE EDITING THE TEMPLATETHEREFORE IN ORDER TO CREATE A NEW DOCUMENT, USE WINDOWS EXPLORER      TO OPEN THE FILEIF THE FOLLOWING DIALOG BOX APPEARS,
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 paperBidding Documents are to be inserted into a GBC binder with a sturdy coverBidding Documents can also be provided in PDF format via email at no charge.


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"!
4. '''Publication''' - See [[Phase_IV_-_Pre-Construction#Task_No._4_-_Publish_Legal_Advertisement|'''Phase IV, Task No. 4''']] for details regarding publication of the Notice to Bidders.


The engineer’s estimate must be delivered to the Contract Specialist (Mary Lou McCann or Nancy Sappington) the day prior to the bid opening.
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: [http://ppm.opkansas.org/wiki/index.php/Phase_IV_-_Pre-Construction#Task_No._5_-_Notice_to_Contractor.E2.80.99s.2FDBE_Firms 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.


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)".
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)".

Latest revision as of 13:33, 8 July 2020

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)".