Difference between revisions of "Preparation of Construction Bid Documents"

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== Introduction ==
== 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 ("e-bids") and hard copy 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 via email, if needed.  Instructions are included for both electronic bids ("eBid") and hard copy bid documents.


== Table of Contents ==
== Table of Contents ==
Line 6: Line 6:


== Notice to Bidders ==
== Notice to Bidders ==
For '''e-bids''':
For '''eBids''':
*Page N-1, First Paragraph
*Page N-1, First Paragraph
**Insert name of project and project number
**Insert name of project and project number
Line 21: Line 21:
**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.
**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''':
For '''Hard Copy Bids''':
*Page N-1, First Paragraph
*Page N-1, First Paragraph
**Insert name of project and project number
**Insert name of project and project number
Line 40: Line 40:
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.
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 '''e-bids''' - no information is added to these Instructions.   
For '''eBids''' - no information is added to these Instructions.   


For '''hard copy bids''':
For '''Hard Copy Bids''':


Page I-1, Paragraph IB-1 – insert name of project and project number
Page I-1, Paragraph IB-1 – insert name of project and project number
Line 49: Line 49:
Obtain from Project Manager/Consultant the item descriptions and quantities to be listed in bid.  
Obtain from Project Manager/Consultant the item descriptions and quantities to be listed in bid.  


For '''e-bids''', the list must be provided in an excel spreadsheet.  
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.
In Page Layout/Page Setup/Header/Footer: Insert Project Name and Number into the Header.
Line 55: Line 55:
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".
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''':
For '''Hard Copy Bids''':
Insert Project Name and Number
Insert Project Name and Number


Line 76: Line 76:


== Performance Bond and Maintenance Bond ==
== Performance Bond and Maintenance Bond ==
In the WHEREAS clause, insert name of project after(…accessories for….)
In the WHEREAS clause, insert project name and number after(…accessories for….)


== Statutory Bond and Labor and Material Payment Bond ==
== Statutory Bond and Labor and Material Payment Bond ==
Insert project name and number in the title
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 ==
== Appointment of Service Agent ==
A blank form is submitted with the bidding documents.  Once contract is awarded, the contractor will complete if necessary.
A blank form is submitted with the bidding documents.  Once contract is awarded, the contractor will complete if necessary.


== Table of Contents for General Conditions ==
== General Conditions ==
Insert project name and number on title page.  Verify page numbers to make sure they match the printed general conditions.
Insert project name and number on title page.  Verify page numbers to make sure they match the printed general conditions.


== Project Special Provisions ==
== City of Overland Park Standard Specifications - Table of Contents ==
General Requirements
Project Manager/Consultant will provide the Table of Contents to the Contract Specialist.
*Table of Contents – revise page numbers as needed.


*Construction Limitations – change items to meet deadlines set forth in the first paragraph of the Bid after bid items.
== 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 only used for CARS and SMAC projects when Johnson County funds are involved.  Omit this section for other projects.
*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 – revise to indicate whether right-of-way and easements are in hand or an estimated date when they will be available.
*Right-of-Way – provides information to the bidder on the status of any right-of-way or easements.
 
*Consultant will provide final Project Special Provisions on cd accompanied by a “highlighted/strikeout” hard copy of the City supplied special provisions for staff to use in review.
 
*Specifications
**a. 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 Specifications.  The Consultant is to use MakeSpec to compile the final specifications.  The Consultant is to provide Project Manager an electronic file copy and hard copy of the final specifications along with a hard copy with tracked changes highlighted and printed.
**b. Lighting - obtain from City
**c. Signal - obtain from City


== 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 Standard Contract Documents]
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''']
 
Documents ae in word format include: Table of Contents, Notice to Bidders, Instructions to Bidders, Bid, Agreement, Performance Bond, Maintenance Bond, Statutory Bond, Labor and Material Payment Bond, General Conditions - Table of Contents, General Conditions, and Project Special Provisions.
 
NOTE:  IF YOU OPEN A TEMPLATE REMEMBER TO "SAVE AS" A NEW WORD DOCUMENT (.doc).


2. Prepare a draft of the Bidding Documents for review by Project Manager and Contract Specialist prior to printing for sale and distribution to contractors.  All documents can be printed double-sided except for the Bid.  The Bid pages should be printed single-sided on Yellow paper.
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.


3. Bidding 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. Provide Contract Specialist with eight (8) complete sets of the bound Bidding Documents.  
NOTE: IF YOU OPEN A TEMPLATE REMEMBER TO "SAVE AS" A NEW WORD DOCUMENT (.docx).


4. '''Publication''' - Notice to Bidders should be given to Contract Specialist no later than the Thursday morning before the planned Tuesday publication date in ''The Legal Record''.  The City will handle getting the Notice to Bidders publishedThe notice should be published at least 14 days prior to bid opening.  
2. Contract Specialist will prepare a draft of the Bidding Documents for review by Project Manager prior to uploading to QuestCDN.com for eBidsor printing for sale and distribution to contractors for Hard Copy Bids.


'''For KDOT projects''', the Notice to Bidders is also published in the ''Kansas Register'' at least 30 days prior to the bid opening.  Contract Specialist will email or fax the notice to Nancy Reddy at the Office of the Secretary of State.  The notice should be sent by noon on Thursday the week before the publication dateRequest that one copy of the affidavit and the bill be sent to the City of Overland Park, Public Works Department, 8500 Santa Fe Drive, Overland Park, KS 66212.
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 coverBidding Documents can also be provided in PDF format via email at no charge.  


5. The day before the scheduled publication, a copy of the Notice to Bidders should be mailed 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].
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.
Consultant should keep a list of the contractors that obtain a set of the bidding documents and plans.  This list should be sent to the Contact Specialist after bid opening.


6. A complete set of bidding documents and plans on cd or hard copy shall be mailed by the consultant free of charge to the plan rooms the day prior to the scheduled publication date.  The plan rooms are located at the bottom of the bidder’s lists and should be in bold type.  There is also a list 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]
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. 


7. '''Engineer’s estimate''' must be delivered 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)".
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)".