Bidding and Proposals

Po Collins, Gustavo Giraldo and Johnny Morcos

Agenda

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Combination bidding

Electronic bidding

Submitting a winning proposal

Forms and requirements

IPG vendor portal

Disclosure forms

Subcontractor disclosures and Form A-15

NIGP codes

Combination Bidding

Johnny Morcos and Gustavo Giraldo

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Flexible Bid Package Strategy

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Competition fosters more competitive bid prices May attract additional prime bidders Provide new subcontracting opportunities

Optimize schedule Provide contractor flexibility

Means and methods Staging and operations Better coordination of operations in confined space

Potential cost savings Economy of scale Maximize efficiencies

Developing Flexible Bid Packages

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Goal to meet schedule and maintain budget Considered lessons learned from previous work

Tri-State Tollway (I-294) Reconstruction and Widening Project I-90 Fox River Bridge Project Illinois Route 390/I-290 Interchange Project

Researched other agencies

Reviewed legal and procurement policies

Implementation process Identify viable locations Consider various bid package strategies Develop packages and goals Educate industry Advertise bids

Combination Bids Permitted

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Chicago Department of Transportation Skyway Project (2002 and 2003)

Used combination bid option (same method the Tollway is recommending)

Average bid package was $20 million to $25 million

Estimated savings of six percent

Permitted by JCAR

Identifies rules governing combination bids

Provides legal ability to consider the combination bid approach

Eastern Segment Unique Challenges

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Heavier daily travel volume during peak hours Three to four times more traffic than on western segment

Compact construction area

Compressed construction schedule with complex

projects Creation of new interchanges

Transit accommodations/coordination with Pace

Implementation of active traffic management

Challenging MOT

Complex logistics/coordination required Movement of equipment and materials in work zone

I-90 Construction Contract Packages

Subject to change 8

2015 Mainline Contracts (limits) Anticipated Bid Dates

Wolf Road to Mannheim Road

Oakton Street to Wolf Road

Roselle Road to Illinois Route 53

Higgins Road to Roselle Road

Illinois Route 53 to Arlington Heights Road

Arlington Heights Road to Oakton Street

Illinois Route 25 to Higgins Road 12/11/2014

Illinois Route 31 to Fox River Bridge 12/16/2014

Mannheim Road to Tri-State Tollway 12/18/2014

10/30/2014

10/30/2014

11/13/2014

11/13/2014

12/04/2014

12/04/2014

Combination Bidding Opportunity

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Contractors will have the opportunity to bid on two specified adjacent contracts with a combination bid option

Bidding process Contractors have the opportunity to bid contracts as advertised Contractors have the opportunity to submit one combination bid, only

if they submit bids for the two specified contracts Unit prices for individual contracts to be prorated

Special provision in contract documents will specify award determination Look at lowest bid combination

(contract 1 and contract 2) $46 million + $49 million

= $95 million Lowest bid is $94 million

Bidder Contract 1 (millions)

Contract 2 (millions)

Combo Bid (millions)

Bidder A $50 $50 $98

Bidder B $46 -- n/a

Bidder C $47 $49 --

Bidder D $52 $53 $94

Diversity Requirements – Combination Bids

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Requirements and DBE goals on contracts

Separate DBE Utilization Plan Form 2026 and DBE Participation Statement Forms 2025 MUST BE submitted for each contract

If a combination bid is submitted, primes have the option of revising 2025 forms for each contract; otherwise, the original 2025 forms submitted for each contract will be in effect

The DBE percentage on each contract will remain unchanged on a combination bid

Submitting Earned Credit Program (ECP) credits on multiple bids

Once ECP credits are redeemed, they are no longer available for use on subsequent bids

Electronic Bidding

Po Collins

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Overview

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Benefits of electronic bid submittals

Reduce bidder math errors and reduce bid preparation time

Decrease internal processing times

Allow bidders to submit, revise and resubmit multiple times prior to deadline

Plans and specifications also available through e-Builder

Goals

Transition to paperless system after test period

Construction bids and PSB proposals will be submitted in e-Builder

Realize efficiencies for all parties involved in Tollway procurement

Implementation Process

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Worked with industry to identify functional requirements from bidder’s perspective

Determined process requirements and data elements for automating e-Builder

Formal user acceptance testing by internal users in early October

System testing via mocks bids by industry in mid/late October

Successful mock bids = November roll out

Submit a Winning Proposal

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Tollway Seeks Qualified Firms

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Tollway relies heavily on professional services

More than 200 professional services firms are working on the Move Illinois Program

Tollway values

Timing and schedule

High degree of independence

Quality designs and QA/QC process

Working through the design corridor managers and construction corridor managers

Professional Services Bulletin (PSB) Statistics

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Receiving tremendous amount of interest in projects

PSB Overview Statements of Interest

13-1 23 items, worth approximately $90 million

126 firms submitted 540 Statements of Interest

13-2 Nine items, worth approximately $20.5 million

113 firms submitted 385 Statements of Interest

13-3 Two items, worth approximately $2.2 million

24 firms submitted 28 Statements of Interest

13-4 14 items, worth approximately $79 million

109 firms submitted 303 Statements of Interest

14-1 19 items, worth approximately $100 million

117 firms submitted 386 Statements of Interest

14-2 4 items, worth approximately $3.5 million

30 firms submitted 57 Statements of Interest

Top Five Reasons for Disqualification

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11 – Disclosures not submitted

7 – Submitted late

6 – Incorrect naming conventions

5 – Did not fully address the Veterans Goal

3 – Tie

PRN not submitted

SOI Team Spreadsheet not submitted

Exhibit A incomplete or not submitted

PSB Preview

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PSB 14-3 anticipated in fall 2014

Design contract for the Mile Long Bridge on the Tri-State Tollway

Design contract for the BNSF Railroad Bridge on the Tri-State Tollway

Master Plan, planning study for I-294 roadway reconstruction between 95th Street and Balmoral Avenue

Spring 2015 professional services needs include

General Engineering Consultant

Traffic Engineering Consultant

Forms and Requirements

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IPG Vendor Portal

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Open and accepting disclosures and certifications

Minimizes risk of vendor disqualification for administrative errors at the time of bid opening

Creates an electronic company record that may be updated at any time

Visit https://ipg.vendorreg.com/

About the New IPG Forms…

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Forms A

Vendor uses if NOT registered in the IPG

Forms B

Vendor uses if registered in the IPG

Know which form set applies to you

Using the wrong form set could disqualify you

Tollway’s website (www.illinoistollway.com) includes

Links to Forms A and Forms B

Links to instructions for both Forms A and Forms B

For Vendors NOT Registered in the IPG

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Forms A includes

Business and Directory information

Illinois Department of Human Rights Public Contracts Number

Authorization to Do Business in Illinois (SOS)

Standard Certifications

State Board of Elections

Disclosure of Business Operations in Iran

Financial Disclosures and Conflicts of Interest

Taxpayer Identification Number

For Vendors Registered in the IPG

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Form B includes

Certification of Illinois Procurement Gateway Registration

Certification Timely to this Solicitation

Disclosure of Lobbyist or Agent

Disclosure of Current and Pending Contracts

Signature

Vendors will automatically be disqualified if they are NOT registered in the IPG and submit the Forms B only.

Know Your Disclosure Forms

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Recommendation:

Know which form set applies to you

Using the wrong form set could disqualify you

Subcontractor Disclosures and A-15s

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Prime is responsible

Submit certification/disclosure forms for sub-contractors

Of all tiers

Who are identified in the bid documents whose value exceeds $50,000

Includes material suppliers and truckers

Please submit

No later than 15 days following contract execution or

No later than 15 days after execution of the sub-contract

For multi-year contracts, submit revised certification/disclosure forms for both the prime and subs by July 1st

NIGP Codes and the IPB

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NIGP codes used exclusively beginning July 1, 2014

NIGP codes provide more and better descriptions than the former class codes

Current Illinois Procurement Bulletin (IPB) users can update their profile based on the new NIGP codes

To re-register with the new codes, visit www.purchase.state.il.us

Vendors will not receive notifications if they are not registered with the new codes

All addenda and notices published after July 1 use the new codes

NIGP code list (PDF searchable) is on the IPB under “Reference Library” or “Registration”

Questions?

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THANK YOU

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