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Academic Project:

B1. Pre-Bid

Pre-Proposal Meetings and Pre-Bid Meetings

Description:

Pre-Proposal Meeting: Attendees include Construction Administrator (CA), campus representatives, Alliant, and others as needed. 

At this meeting, attendees will discuss: 

  • selection of delivery method (consult with CPDC Construction Management for advice as required)
  • project 2-7 budget, including direct construction costs and soft costs
  • project schedule
  • phasing
  • selection of RFQ/RFP review committee
  • review RFQ/RFP documents for inclusion of sufficient information for contractors to respond to RFQ/RFP
  • all project-specific criteria
  • program documents
  • Division 1
  • Contract General Conditions
  • Supplementary General Conditions
  • calendar of events as detailed in the RFQ/RFP templates
  • Board of Trustees approval of schematic design
  • preconstruction and construction contract durations
  • liquidated damages and methods to mitigate schedule risk
  • job walkthrough(s) and preproposal meetings
  • contractor license requirements
  • insurance requirements

Prebid meeting for trade contractor bids: Prior to giving approval to proceed to bid the trade contractors, the Construction Administrator shall carefully review the project budget against the current estimate, the Design-Builders (DB) Bid packages and assure that all trades have been advertised. Campus should witness the DB opening of trade bids to assure that it conforms to CSU policy.

References:

Forms & Templates:

For information on putting together the Bid/Fee Proposal Package, see Prepare Bid Packages for Distribution.


Advertising the Project

Description:

Campuses must advertise all projects in the California State Contracts Register using the California Department of General Services website, Cal eProcure. The advertisement must run for two weeks, but a longer period may be designated. It is recommended that the publication of the first ad coincide with the date that documents are available to bidders; the second ad would follow one week later. 

Campuses must also advertise the project in one of the following two ways: 

  1. Campus will use newspaper advertising, advertising once a week for two consecutive weeks in a trade newspaper of general circulation, one published in Los Angeles, one in San Francisco, and in one newspaper of general circulation published in the county for the campus on which the project is bidding); OR 
  2. Campus may advertise online through the PlanetBids Public Solicitation Portal. (Note: All trade bids must be advertised separately from the advertisement for the project RFQ and RFP phase. If desired, and if the trade bids are timed reasonably close to each other, all trades may be publically noticed with one advertisement. The campus may assist with the trade bid advertisement by placing the ads on PlanetBids. 

Content of Ads: For electronic ads, use the entire Notice to Contractors. For print ads, use Notice Inviting Bids form. 


Resources: 

References:

Forms & Templates:

  • Notice to Contractors, Bid Proposal Form; Abstract of Bids
  • Bid Proposal Package (to include documents as itemized under Prepare Bid Packages for Distribution)