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New Prebid Policy and Procedure

This document outlines the new prebid process and policy for construction projects. It includes guidelines for examining bid documents, submitting prebid questions, and notifying the Department of errors or omissions. Contractors are reminded of their duty to disclose errors and omissions, and the consequences for withholding information. The document also explains the role of the Prebid Coordinators and the deadlines for submitting prebid questions.

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New Prebid Policy and Procedure

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  1. New Prebid Policy and Procedure Division of Construction Management

  2. The New Prebid Process • 2010 C&MS distributed 1/30/2010 • Revised section 102.05 • Revised section 102.07 • New Policy • New Procedure 2010 Conaway Conference

  3. 2010 C&MS 102.05 102.05 Examination of Bid Documents and Project Site  and Submission of Prebid Questions.  Should a question arise at any time during the examination of Bid Documents or investigation of the site the Bidder may seek clarification by submitting a Prebid Question.  Submit all Prebid Questions in writing via the Department’s website.  2010 Conaway Conference

  4. 2010 C&MS 102.05 Continued… The Department will post a response on its website to all questions submitted before a deadline of 10:00 am four working days prior to the public opening of Bids.  Responses to Prebid Questions posted on the Department’s website are not  revisions to the Bidding Documents and are not binding.  2010 Conaway Conference

  5. 2010 C&MS 102.05 Continued… The Department is not obligated to respond to, or otherwise act upon, a Prebid Question submitted after this deadline, but reserves the right to act upon any information received.   2010 Conaway Conference

  6. 2010 C&MS 102.07  Notify the Department of errors and omissions in the Bid Documents.  Make notification by submitting a question in the manner described in 102.05.  The Contractor’s duty to disclose errors and omissions is not only a bidding requirement but is also a legal requirement that cannot be ignored. 2010 Conaway Conference

  7. 2010 C&MS 102.07  Continued… Failure to provide the required notification prior to the opening of bids shall constitute a waiver by the Contractor and does not obligate the Department for any costs based upon any apparent or patent ambiguity arising from insufficient data or obvious errors in the Bid documents.  Knowingly withholding information regarding an error or omission in the Bid Documents, or intentionally misrepresenting an item of Work for financial or competitive gain may result in civil or criminal penalties in excess of the value of the item bid. 2010 Conaway Conference

  8. 27-020 Prebid Policy  Policy Statement: The Ohio Department of Transportation (ODOT) is authorized to contract with the lowest competent and responsible bidder for work described by Bid Documents prepared for construction projects. All Bid documents become part of the contract between ODOT and the successful bidder, therefore, all information contained therein is deemed to be correct unless otherwise revised by addenda. Bidders are required to notify the Department of errors and omissions in the Bid Documents by the timely submission of a written Prebid Question. 2010 Conaway Conference

  9. 27-020 Prebid Policy  Policy Statement (Continued): An Addendum is used to make modifications to the Bid Documents including corrections when errors and omissions are discovered. Prebid Questions that only require the clarification of facts already in the Bid Documents do not require an Addendum, and may be answered in the form of a written response posted for public viewing and do not become a part of the contract. 2010 Conaway Conference

  10. 27-020 Prebid Policy  Policy Statement (Continued): It is the policy of the Department to answer Prebid Questions and to issue Addenda in a uniform and timely manner. The Department will follow the detailed instructions in the Prebid Question and Addenda Process Standard Procedure as published by the Division of Construction Management. 2010 Conaway Conference

  11. 510-020 Prebid Procedure Prebid Responsibilities: The Central Office Prebid Coordinator will be responsible for: • Ensuring the timely response to all Prebid Questions • Monitoring Prebid Questions and answers. • Ensuring the publication of addenda created and posted on the system. • Ensuring the publication of any notices issued to Bidders. 2010 Conaway Conference

  12. 510-020 Prebid Procedure Prebid Responsibilities: • The Office of Contracts is responsible for creating and maintaining the Prebid Question Tracking System (PQTS) and publishing addenda and notices issued to Bidders. • The Office of Estimating is responsible for analyzing addenda, coordinating the update of all specific item changes via the Trns*Port computer system and creating an updated EBS file.   2010 Conaway Conference

  13. Office of Contracts Website 2010 Conaway Conference

  14. 510-020 Prebid Procedure Prebid Responsibilities: • The District Deputy Director is responsible for appointing the District Prebid Coordinator who will monitor PQTS for Prebid Questions applicable to the District. • The District Production Office is responsible for responding to all Prebid Questions submitted for all district projects within the allowable timeframes. 2010 Conaway Conference

  15. 510-020 Prebid Procedure Deadlines: • Contractors must submit no later than 10:00 AM, 4 days prior to the Public Opening of Bids Date. • The District will provide a response to all properly submitted Prebid Questions as soon as possible but no later than two working days after receiving the question. • Prebid meeting minutes with the scanned or digitized signature sheets should be e-mailed to the Office of Contracts IT section as an Adobe Acrobat document within 1 week of the prebid meeting. • Districts must submit addenda to the Central Office Prebid Coordinator by 8:00 AM, 3 working days prior to the public opening of bids. • The deadline for posting addenda is 10:00 AM, 3 working days prior to the public opening of bids. 2010 Conaway Conference

  16. 510-020 Prebid Procedure Addenda: • Plan sheets being revised and included with the addendum will denote changes by “clouding” the revised text and/or drawing to clarify. The District Production Office remains responsible for submitting corrected/revised sheets along with any clouded sheet submittal. 2010 Conaway Conference

  17. 510-020 Prebid Procedure Example Plan Sheet Clouding 2010 Conaway Conference

  18. 510-020 Prebid Procedure Addenda: • When an Addendum is issued in response to a Prebid Question, do not include the text of the Prebid Question in the Addendum. 2010 Conaway Conference

  19. 510-020 Prebid Procedure Office Of Contracts Website: https://extranet.dot.state.oh.us/groups/contracts/Lists/ConstructionBiddingDocs/Links.aspx 2010 Conaway Conference

  20. New Prebid Procedure • Gary Angles, Prebid / Addendum Coordinator: • 614.644.7175 • Jeff Hisem, EBS and estimate changes: • 614.644.6388 • Tina Collins, Prebid Web, database: • 614.466.2314 2010 Conaway Conference

  21. Questions? 2010 Conaway Conference

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