DPW Procurement

1
DPW Procurement

• Bidding and Contracts
• Project Bid Submittals

2
Project Bid Submittals

• Plans and Specs
• Table of Content
• Bid Data Sheet
• Bid Release Assessment Checklist
• Bid Release Sheet

3
Electronic Files of the Plans Specs

• Specifications
• One (1) PDF File per Volume
• Plans/Drawings
• One(1) PDF File per Volume
• Table of Content
• Check with us for the latest version
• Word Document

4
Assessment Checklist
5
Bid Data Sheet
6
Bid Release

• http//www.ct.gov/dpw2Dbdc/site/default.asp
• Bid Stage link
• Bid Release link
• Bid Release Assessment Checklist
• Bid Release Procedures/Instructions - tab
• Form 600 tab - The Bid Release Sheet

7
Bid Release Sheet
8
Procedures/Instructions
9
DAS Pre-qualification Classification

• DAS Pre-qualification is only required for
  projects with an estimated value over 500,000.
• If you use more than one classification then make
  sure you are clear whether you mean one or the
  other or both.
• For example,
• Use or for either
• Use and for both
• I prefer one classification

10
DAS Pre-qualification Classification

• The classification is in the Invitation To Bid
• The Bidder must be DAS Pre-certified in the
  classification on the Invitation To Bid
• Make sure you review the DAS List and its
  definitions before entering a classification
  they are part of Bid Release Sheet Procedures

11
General Building Classification

• General Building A
• Building without interior finish
• Ex.
• Warehouse
• Dormitory

12
General Building Classification

• Gen. Bldg. Const. B
• Building with INTERIOR FINISH
• Ex.
• Office Buildings
• Classrooms
• Adm. Offices
• Auditoriums

13
General Building Classification

• Gen. Bldg. Const. C
• CUSTOM, SCIENTIFIC
• COMPLEX Mechanical Electrical
• Ex.
• Hospitals
• Historical

14
Supplementals

• Only up to the Maximum Available Amount.
• This means that in your Bid Release, the Base
  plus the Supplementals should not exceed the
  Maximum Available Amount.
• Make sure that the base and supplemental
  calculations in the Bid Release Sheet match with
  those in the Data Sheet.

15
Date Planning Began

• CGS 4-252(e) requirement for purchases at 50,000
  or more
• For bonded projects this is the date B100S was
  accepted

16
Funding Authorized

• Date
• Section

17
Pre-bid Meeting

• If the pool of bidders is limited and you make
  the pre-bid meeting mandatory then chances are
  that you may need to rebid.
• Make sure that you only allow SBSA contractors in
  pre-bid conference for SBSA projects (most
  Informals)

18
Sub-trades

• The sub-trades are for formal projects, those
  over 500,000 and the individual sub-trades over
  25,000
• The sub-trades should only be the four (4) noted
  in the statue
• Electrical
• Mechanical other than HVAC
• HVAC
• Masonry

19
Set-aside Waiver

• Set-aside waivers are request from Bruce
  Bockstael, Chief Architect
• You must explain in detail and verify your
  justification for your request for a Set-aside
  Waiver.

20
Special Requirements

• Any special requirement is intent for information
  that the bidders should know up-front before they
  bid because it may cause their bid to be
  rejected.
• This information will be place in the Invitation
  To Bid.
• So anything you want on the Invitation to Bid put
  it here.

21
Insurances

• Builders Risk
• Special Hazard
• Asbestos Abatement
• Type "X", "C", "U" Explosion, Collapse,
  Underground in accordance with Article 35 of the
  General Conditions.

22
Unit Prices

• Make sure that the Unit Prices in the Bid Release
  Sheet match with those in the Data Sheet.

23
Additional Remarks

• Additional remarks are NOT made part of the
  Invitation to Bid.
• Let us know here if the GC will be required to
  have asbestos removed.

24
Asbestos Abatement By GC

• Attached the Report.

25
Addenda

• Addenda must be submitted with enough time for
  the Bidding and Contracts staff to post on the
  Web site - this is seven (7) days in advance
• NO addenda on Fridays
• Addenda issues through AFAO

26
Addenda

• Bureau of Design Construction Intranet
• Bid Stage link
• Addendum Format link
• Addendum Transmittal link

27
Addendum Format
28
Addendum Format

• Addenda Number
• Addenda Date
• Project Number
• Project Title
• Changes
• Item No.
• Name and Number of Section
• Change From To
• End of Addendum

29
Sequence of Changes

• Changes to PRIOR ADDENDA
• Changes to BIDDING REQUIREMENTS
• Changes to GENERAL CONDITIONS
• Changes to SPECIFICATIONS/Technical Section
• Changes to DRAWINGS/PLANS

30
Addendum Transmittal
31
Addenda

• Before you submit an addendum consider the future
  consequences
• For example, some addenda generated more addenda
  that in turn reverse the previous addenda
• In one project, the outcome was ten (10) addenda
• In this same project, some items were supposed to
  be color code but this was not communicated
  thus, requiring another addendum

32
Recommend
33
Start Date Notice to Proceed
34
Milestones

• Bid Opening
• Set-aside Schedule
• Contractors Qualification Reviews
• Recommends
• Affirmative Action Plan cc PMs CHRO approval
• Bond Commission Funding Approval or Transfer
  posted
• Letter of Intent cc PMs - Contract Documents
• Contract Approval Project Clearance Memo to
  PMs
• Construction Schedule Approval
• Start Date Notice To Proceed

35
Time Line After Bid Opening

• Set-aside Schedule 10 Days
• Affirmative Action Plan
• Contractor file w/i 30 days, CHRO accept or
  reject w/i 60 days
• Recommends (?)
• Bond Commission Funding Approval (?)
• Letter of Intent 15 Days
• Contract Package 2 days
• Contract Approval 2 weeks
• Legal
• Commissioner
• AGs average of 7 Days
• Project Clearance Memo (?)

36
(No Transcript)
37
(No Transcript)
38
(No Transcript)
39
Efficiency

• Project managers are copied on the AAP Letter,
  Letter of Intent, and are notified of the award
  via the Clearance Memo.
• Inquiries to fiscal officers for information they
  already provided time away from processing.
• Please be brief with your inquiries and comments
  to the fiscal officers.

40
Efficiency

• Please allow the staff to go through the bidding
  and contracting process for your request.
• Are we there yet?
• Please keep in mind that the staff is working on
  multiple projects.

41
Questions