Building Project Procedures Manual

Chapter 8: Bidding and Award of Construction Contract

General Note: Lists of activities required to complete a task are example activities only. These lists are not exhaustive. It is the responsibility of all parties to determine all necessary steps required to complete any given activity.

A. Projects Administered by GSFIC

ITEM BOR FACILITIES OFFICE CAMPUSDESIGN PROFESSIONAL /CONSULTANTGSFIC
1     (Design Professional's contract has now been assigned to GSFIC.) Check documents submitted by BOR for completeness. If complete, establish with Design Professional a bid date and advertise for bid. Notify BOR.
2 Attend bid opening. (Optional) Attend bid opening. (Optional) Attend bid opening. (Mandatory.) Open bids at the offices of the GSFIC.
3       Issue letter to BOR Facilities Office requesting approval to award contract to lowest responsive bidder, if within Stated Cost Limitation. Letter should indicate that the lowest responsive bidder meets all qualifications in the specifications.
4 If the bid is acceptable, send letter to GSFIC accepting lowest responsive bid.      
5     In the event of an unacceptable bid, propose strategy to BOR and campus to obtain a successful bid.  
6 Evaluate strategy proposed by Design Professional to obtain a successful bid. Coordinate with campus and give direction to Design Professional. Evaluate strategy proposed by Design Professional to obtain a successful bid. Communicate with BOR.    
7   Make revisions as directed by the BOR.    
8   Obtain campus approval and submit to the BOR.    
9 Review changes. If acceptable submit changes to GSFIC.      
10       After re-submittal of documents, re-bid project.

B. Projects (not administered by GSFIC) exceeding campus delegated authority

ITEM BOR FACILITIES OFFICE CAMPUSDESIGN PROFESSIONAL /CONSULTANTCONTRACTOR
1 Advise Design Professional to consult with campus to set a bid date. Coordinate bidding activities with Design Professional. Coordinate bidding activities with the campus. Prepare Invitation to Bid and send to campus to advertise. (See App. 8 B.)  
2   Advertise project for bidding. (See App. 8 B.)   Submit bid to campus.
3 Attend bid opening as deemed necessary. Bids will be opened at the campus. Attend bid opening and prepare Bid Tabulation Form. Identify apparent low bidder. Indicate alternates to be taken and include signed recommendation to award. (See App. 8 C.)  
4   Send all bidding materials (including envelopes addenda, and signed recommendation from Design Professional) to BOR Facilities Office for contract award. Include cover letter stating the recommendation of the campus. Prepare and send "Intent to Award Construction Contract Checklist", with all attachments. (See App. 8 F.)    
5 Prepare construction contract. Send "Intent to Award" letter, construction contract, bond forms and corporate resolution forms to the successful bidder. (See App. 8 E and Sample Letters)      
6   President or designee will sign construction contract and send to BOR Facilities Office Contracts Administrator within 5 days.    
7 When all required documents are received and correct, the BOR Facilities Office will issue a "Notice to Proceed" letter. (See App. 8 Sample Letters.)     Do not begin work until Notice to Proceed is received.
8 In the event of an unacceptable bid, send letter to all bidders indicating all bids were rejected. (See App. 8 Sample Letters)      
9     In the event of an unacceptable bid, propose strategy to BOR and campus to obtain a successful bid.  
10 Evaluate strategy proposed by Design Professional to obtain a successful bid. Coordinate with campus and give direction to Design Professional. Evaluate strategy proposed by Design Professional to obtain a successful bid. Communicate with BOR.    
11     Make revisions as directed by the BOR and campus.  
12   After re-submittal of documents, re-bid project.    

C. Projects (not administered by GSFIC) within campus delegated authority

ITEM BOR FACILITIES OFFICE CAMPUSDESIGN PROFESSIONAL
1   Use procedures similar to those in this chapter. See App. 8 for bidding and advertising requirements of public works contracts. Attend bid opening and assist with evaluation of bid proposals.

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