Academic Project:

Pre-Bid

Pre-proposal meetings and Prebid Meetings

Description:

Pre-proposal meeting: Attendees:  Construction Administrator (CA), Campus Reps, Alliant, and others as needed.

Discuss: Selection of delivery method (Consult with CPDC - CM for advise as required) for all projects to be included in the RFP; multiple project 2-7's budget including direct construction costs and soft costs; project schedules for each project, and for the RFP projects relative to each other; any phasing of projects; selection of RFQ/RFQ 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, and Supplementary General Conditions; calendar of events as detailed in the RFQ/RFP templates; BOT 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, etc. It is important to give the proposers enough information about each project and a schedule for the award of projects over the three year term of the MEA so they are able to accurately and competitively bid their mark-ups.  Proposers are interested in keeping a core staff busy on Campus over the MEA period, attention should be paid to scheduling projects so that they may be consecutively accomplished by the proposers staff without demobilizations.  Lack of attention to these elements in the RFP will result in high mark-up cost proposals.

Prebid meeting: 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 DB or CM's Bid packages and assure that all trades have been advertised.  Campus should witness the opening of trade bids to assure that it conforms to CSU policy.

Refrences:

  1. State Administrative Manual (SAM), section 6872;
  2. SUAM sections 9721-9721.10; 
  3. CM Procedures Manual (CA), section 3, Prebid; 
  4. Bus & Prof Code, sections 7056(A), 7057(B), 7058(C),
  5. Contractors State License Board Regulation 832

Forms & Templates


Advertising the Project

Description: 
Campuses must advertise all projects in the California State Contracts Register
(using Dept. of General Services website, Cal eProcure) and run 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. 

Campus 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, and 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 on 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. 

Relevant websites:

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)​