Difference between revisions of "Preparation of Construction Bid Documents"

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== Introduction ==
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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.
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== Table of Contents ==
 
== Table of Contents ==
(obtain from City / disk or email – Microsoft Word) - consultant to change page numbers as appropriate)
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Revise page numbers as needed
  
 
== Notice to Bidders ==
 
== Notice to Bidders ==
(obtain from City / disk or email – Microsoft Word)
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*Page N-1, First Paragraph
 
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**Insert name of project and project number
*First Paragraph
 
**Insert name of project
 
 
**Insert date of bid opening (preferably a Tuesday)
 
**Insert date of bid opening (preferably a Tuesday)
  
*Second Paragraph
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*Page N-1, Second Paragraph
**Insert name of project
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**Insert name of project and project number
**Insert name and address of consultant
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**Insert name and address of consultant's company
**Insert name and phone number of consultant
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**Insert name and phone number of contact at consultant's company
 
**Insert cost of plans and specs
 
**Insert cost of plans and specs
  
Line 18: Line 19:
 
**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)
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**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)
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**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 (obtain from City / disk or email)
 
 
 
Page I-1,      paragraph IB-1 – insert name of project
 
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)
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== Instructions to Bidders ==
Option B – sidewalks;      curb repair; traffic signals; or streetlights.
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Project Manager will determine which of the three insurance coverage options to use.
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).
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Page I-1, Paragraph IB-1 insert name of project and project number
  
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)".
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== Bid ==
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Obtain from Project Manager/Consultant the item descriptions and quantities to be listed in bid.  
  
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.
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Section 1 – Project Manager will determine if the completion days/date shall be set or be left blank for the bidder to complete. If left blank, this will be one factor considered in determining the lowest and best responsible bidder.
  
Agreement (obtain from City / disk or email – Microsoft Word)
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'''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.
  
Page A-1 -     Insert name of project
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== Agreement ==
Page A-2 –      Article I - Insert name of project
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Page A-1, Title - Insert project name and project number
Page A-2 –      Article III - Insert same wording as section 1 on page B-1 regarding      commencing and completing work
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*Article I - Insert name of project  
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)
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Page A-2, Article III - Insert same wording as Section 1 of the Bid, regarding commencing and completing work.
  
Insert name of project in second paragraph (…accessories for _______ ….)
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Page A-3, Final section - Insert number of contracts to be executed (8).
  
Statutory Bond or Labor and Material Payment Bond (obtain from City / disk or email)
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== Performance Bond and Maintenance Bond ==
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In the WHEREAS clause, insert name of project after(…accessories for….)
  
Type name of project in the top left hand corner of the page (above City of Overland  Park)
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== Statutory Bond and Labor and Material Payment Bond ==
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Insert project name and number in the title
  
Appointment of Service Agent (obtain from City / disk or email)
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== Appointment of Service Agent ==
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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 (obtain from City / disk or email – check page numbers and make sure they match the printed general conditions)
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== Table of Contents for General Conditions ==
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Insert project name and number on title page.  Verify page numbers to make sure they match the printed general conditions.
  
General Conditions (obtain from City / disk or email)
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== Project Special Provisions ==
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General Requirements
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*Table of Contents – revise page numbers as needed.
  
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:
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*Construction Limitations change items to meet deadlines set forth in the first paragraph of the Bid after bid items.
  
SC CONSTRUCTION    LIMITATIONS    Change items to meet deadlines set forth in first paragraph in Bid after    bid items.
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*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.
SC    INDEMNIFICATION AND INSURANCE REQUIREMENTS – This item to    be used only on CARS and SMAC projects (Johnson County     funds involved). OMIT on other projects.
 
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.
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*Right-of-Way – revise to indicate whether right-of-way and easements are in hand or an estimated date when they will be available.
  
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*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
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*Specifications  
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**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.
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**b. Lighting - obtain from City
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**c. Signal - obtain from City
  
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.
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== General Comments ==
  
Lighting (obtain from City / disk or email)
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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]
  
Signal (obtain from City / disk or email)
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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.
  
General Comments:
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NOTE: IF YOU OPEN A TEMPLATE REMEMBER TO "SAVE AS" A NEW WORD DOCUMENT (.doc).
  
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!
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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.
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.
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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.  
  
   
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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 published.  The notice should be published at least 14 days prior to bid opening.
  
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,
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'''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 StateThe 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.
  
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"!
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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].
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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.
  
The engineer’s estimate must be delivered to the Contract Specialist (Mary Lou McCann or Nancy Sappington) the day prior to the bid opening.
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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]
  
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)".
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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)".

Revision as of 13:14, 23 August 2012

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 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

Bid

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

Section 1 – Project Manager will determine if the completion days/date shall be set or be left blank for the bidder to complete. If left blank, this will be one factor considered in determining the lowest and best responsible bidder.

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 of project

Page A-2, Article III - Insert same wording as Section 1 of the Bid, regarding commencing and completing work.

Page A-3, Final section - Insert number of contracts to be executed (8).

Performance Bond and Maintenance Bond

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

Statutory Bond and Labor and Material Payment Bond

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.

Table of Contents for 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

General Requirements

  • 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.
  • 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.
  • 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 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

1. Bidding document templates are located on the PPM Wiki at: Phase III-Task 11 Standard Contract Documents

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.

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.

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 published. The notice should be published at least 14 days prior to bid opening.

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 date. Request 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.

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: Phase IV-Task 5 Notice to Contractors/DBE Firms. 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: Phase IV-Task 5 Notice to Contractors/DBE Firms

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)".