Informal and Formal Bidding Process Steps Informal...

Informal and Formal Bidding Process

Steps Informal Formal Notes

After the initial consent from the board, approval

is an information item annually to the board

stating we are continuing to use the California

Uniform Public Construction Cost Accounting Act Each individual project has to be preapproved by for bidding $1k-$175k. Advertise once a year the-Board ofTrustees for solicitation to bid.

{legal notice in circulated paper) stating bidders Once bid documents are ready and calendar

must be pre-registered to perform a Public Works dates are set (advertising, job walk, bid opening

project. Must run starting November for date and time), legal notice is run once a week

upcoming year. Pre-registration is on AHC for 2 weeks on the same day of week in

website under Facilities & Operations. List is circulated paper. Detailed information is I '

Approval & updated quarterly to capture all new contractors, provided on the project, where to go for proposal

Advertisement can be viewed anytime. and bid due date.

Emailed for wide distribution to 2 trade journals,

and to 2 local contractor exchange plan rooms {1) Proposals and all accompanying documents are SM (1) SLO in addition to any prequalified sent to CyberCopy (plan room) who manages the

contractor/vendor on the registration list who distribution of proposals by request and holds the required license to perform job. If payment. Projects are posted on the AHC

Distribution of specialized, the proposal can be sent exclusively website under Facilities & Operations providing

Proposal to a contractor of that trade. direction to CyberCopy.

Managed by operations office: emailed to trade Managed by the plan room. Automatically

Addendums to journal, plan rooms, and anyone who proposal distributed to all who requested proposal, also

Proposal was sent to including purchasing. sent to purchasing

If a job walk is mandatory, they must show up on If a job walk is mandatory, they must show up on

time and sign in. If they do not show up at the time and sign in. If they did not show up at the

job walk they cannot submit a bid proposal, nor job walk they cannot submit a bid proposal, nor can they submit a question about the project can they submit a question about the project after the job walk date. Original sign in sheet after the job walk date. Original sign in sheet

Job Walk goes to purchasing, copy kept in operations goes to purchasing, copy kept in operations

Questions

Bid Due Date

Bid Opening


If a potential bidder has a question, it is If a potential bidder has questions, they can send forwarded to the correct person for response

an email to operations who will answer it, or (engineer/architect/operations/plan room).

forward to the project engineer/architect under Everyone who has a requested a proposal will get

direction of VP of Operations for response. Last the question and response distributed to them by

day for questions is always noted in the bid the plan room by the date noted on the

documents. proposals.

Date and time for submission is strictly adhered

to. Date stamped in front of person who

Date and time for submission is strictly adhered I provided bid. Bidders may wait in conference

to. All bids date stamped in front of person who room after signing in as representative of

provided bid. No public bid opening held.

2 business services staff members sign in as

district representatives. Bids are opened and

reviewed for completeness. Any concerns are

discussed at that time.

company. Introductions of district staff are made and script

is read addressing opening and

notification/award process. Each bid is opened

in front of group and read out loud, addendums

acknowledged and total cost. This can be

repeated if someone does not hear or

understand the first reading. No other questions

are answered except clarification of intent to

award date.

Blind Bid

Opening

Tabulation


Same as above

Immediately after the bid opening all bids are

During introductions, detail is given as to the

blind bid process and timing of award. Before

bid packages are carried to the public opening,

the--return address--and any-emblem or sticker is

covered up so no one knows who presented the

bid envelope/package. No one is allowed to sit

close to those opening bids. During the opening

process, the district rep not reading the bid out

loud, covers each place the bidders name is

identified on the proposal so it is completely

covered, then handed over for reading. No one is

allowed to sit close to the reps opening the bid.

All bid packages are given an identification letter

at that time (bidder A, B, C, etc.), and is only

referred to by A,B C, etc. until all alternates have

been selected for the project.

Immediately after the bid opening all bids are

reviewed for accuracy to bid requirements and a reviewed for accuracy to bid requirements and a

spreadsheet is created to capture pricing, bidders spreadsheet is created to capture pricing, bidders

letter, description and costs for all alternate items letter, description and costs for all alternate

(additive or deductive), then sent to VP items (additive or deductive), then sent to VP

Operations for review. If a bidder was non

responsive, a note is made on the spreadsheet.

Operations for review. If a bidder was non

responsive, a note is made on the spreadsheet.

Review &

Selection


VP Operations reviews bid costs and sends an

email to-Dir ef Bus·iAess--5efvices-r-equestiAg full

bid proposal from selected bidder(s). These are

scanned and sent (all originals stay in business

VP Operations reviews bid costs and sends an

email to Dir of Business Services requesting full

bid proposal from selected bidder(s). These are

scanned and sent (all originals stay in business

services). If a blind bid, alternates are chosen

before selection. Tabulation-sheet is upda-t-ed to

add bidders names before returning to VP

Operations along with the scanned requested

services). Operations performs due diligence on I proposals. Operations performs due diligence on

contractors license etc. contractors license etc.

5 days before the scheduled board meeting, the

notice of intent is emailed to all bidders. This 5

Intent to award notice emailed to all bidders after I days is for all bidders to review and submit a

selection is made. If there is a bidder protesting,

they will contact us in writing stating what their

issue is and VP Operations will review. Any

protest is directed to the VP Finance &

Administration per bid documents. After 5 days

Selection & land no one contacts us, we can proceed with Intent to Award award process.

possible bid protest. Any protest is directed to

the VP Finance & Administration and is reviewed

by the VP Operations and PALG. Any protest has

to be addressed and cleared before item going to

the board. If not cleared by board date item is

pulled from the board book until such time the

protest is closed.

Contract documents are prepared and sent to

purchasing from operations. The award letter is

created (by purchasing) and signed by the Dir. BS.

Two sets of the construction agreement and all

other documents with letter are sent via Federal

Express to contractor. They have so many days

for return- per instructions to bidders in the

Award of Project I proposal (usually 5-7 working days).

Contract documents are prepared and sent to

purchasing from operations. The award letter is

created (by purchasing) and signed by the Dir. BS.

Two sets of the construction agreement and all

other documents with letter are sent via Federal

Express to contractor. They have so many days

for return - per instructions to bidders in the proposal (usually 5-7 working days).

Receipt of

Contract

PO

Notice to

Proceed


Upon arrival of construction agreement and Upon arrival of construction agreement and

documents, everything is reviewed to make sure documents, everything is reviewed to make sure

all is complete with signatures, appropriate seals, all is complete with signatures, appropriate seals,

and notary. Insurance is looked up online at and notary. Insurance is looked up online at

insurance.ca.gov to make sure they are listed as insurance.ca.gov to make sure they are listed as

a ppropFia-te-insu Fa-R ce--pi'Gvig er-.-Qnline-repGft-is- a f>f:>Fo priate--insurance--J3rovider. Qnline-Fef3ort is-

printed and attached to insurance docs. Once printed and attached to insurance docs. Once

everything is approved, scanned copy goes to VP everything is approved, scanned copy goes to VP

Operations for review. Originals are executed by Operations for review. Originals are executed by

VP Finance. VP Finance.

Once contract is fully executed by contractor and

Once contract is fully executed by contractor and IAHC, the purchase order is created by

AHC, the purchase order is created by operations. operations. Contract is attached to the PO along

Contract is attached to the PO.

Upon completion of PO, operations drafts a

Notice to Proceed. Without this, the contractor

cannot start to the job. The NTP is sent with the

PO and executed documents to the contractor.

This is emailed and sent via Federal Express.

with the executed board excerpt awarding bid .

Upon completion of PO, operations drafts a

Notice to Proceed. Without this, the contractor

cannot start to the job. The notice to proceed is

sent with the PO and executed documents to the

contractor. This is emailed and sent via Federal

Once received, this starts as day one for the I Express. Once received, this starts as day one for

project. This is important for those projects that the project. This is important for those projects

state a certain time lime (or date) for project

completion.

that state a certain timeline (or date) to complete

the project.


Both the contractor and all sub-contractors will Both the contractor and all sub-contractors will file a Preliminary Notice with us for the job they file a Preliminary Notice with us for the job they

are performing. This is protection for them and are performing. This is protection for them and

provides the legal right to file a stop notice if they provides the legal right to file a stop notice if they

are not paid wages for work performed. It states are not paid wages for work performed. It states

the--job-site/owner, the-rontraeter-who hirea- the--jeb-s+te/ewner,-the-eontraete-r-whe-hir:ed -

them and the approximate cost of service being them and the approximate cost of service being

provided. These are sent to business services, provided. These are sent to business services,

Preliminary scanned to operations and original filed in bid scanned to operations and original filed in bid Notices project book. project book.

As soon as a bid is awarded, certain agencies and

As soon as a bid is awarded, certain agencies and labor unions start sending request for labor unions start sending request for information information about the bid, contractor or

about the bid, contractor or prevailing wage. prevailing wage. These are received by business

These are received by business services and services and scanned to operations. Original is in Public Records scanned to operations. Original is in bid project bid project book. There is a 10 day response

Request book. There is a 10 day response time required . time required.

. A stop notice is filed by a sub-contractor or A stop notice is filed by a sub-contractor or

materials supplier who has not been paid for their materials supplier who has not been paid for

services by the contractor. Stop notices come to their services by the contractor. Stop notices

business services and are immediately sent to come to business services and are immediately

operations and sometimes to PALG for review. sent to operations and sometimes to PALG for

The contractor receives the stop notice the same review. The contractor receives the stop notice

time as us. It is our responsibility to withhold the same time as us. It is our responsibility to funds from the contractor until they make withhold funds from the contractor until they

payment to the sub-contractor. Stop notices are make payment to the sub-contractor. Stop

frequently filed towards the end of a job as the notices are frequently filed towards the end of a sub does not want the contractor to be paid in full job as the sub does not want the contractor to be

~t()~f'J otices before they get paid. paid in full before they get paid.

Notice of

Completion


When the job is completed, a board item is

submitted requesting approval for completion.

Once the executed board excerpt is received,

business services fills out the appropriate form

1.and files-with the county-to close the praiect.

Once the executed NOC is received from the

county, the clock starts on 32 days for any sub-

When the job is completed, a board item is

submitted requesting approval for completion.

Once the executed board excerpt is received,

business services fills out the appropriate form

~and file-s. wittl ttle Gounty-to Glese-the project.

Once the executed NOC is received from the

county, the clock starts on 32 days for any sub-

contractor to pursue payment owed by the I contractor to pursue payment owed by the contractor. (thus stop notices at end of projects) . contractor. (thus stop notices at end of projects).

The process of full retention release to the The process of full retention release to the

contractor starts on day 33 (assuming there are I contractor starts on day 33 (assuming there are

no outstanding stop notices). no outstanding stop notices).

Often there are information requests from

organizations or from law offices after the close

of a project. All requested documentation should

General Request I be found in the bid book.

Often there are information requests from

organizations or from law offices after the close

of a project. All requested documentation should

be found in the bid book.

Informal and Formal Bidding Process Steps Informal...

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