Solicitation Documents
The three main types of solicitation documents used for bidding are ITB: Invitation to Bid, RFP: Request for Proposal, RFQ: Request for Qualifications (not Request for Quotation).
Bid Instructions
Essential information included in instructions to bidders are how to obtain documents, how to submit bids, how addenda will be transmitted.
Supplementary instructions
Project- or owner-specific modifications to the bid process.
Bid Document Essentials
Basic items that should be included in bid documents are document review requirements, bid opening details, interpretation and substitution guidelines, bid security and performance bond info, subcontractor listing, bid identification number, modification/withdrawal conditions, disqualification reasons, applicable laws, liquidated damages, evaluation criteria, agreement execution dates.
Bid Form Information
Information included on the bid form are project identification, bidder identity, acknowledgments of documents and addenda, bid validity period, base bid price and alternates, allowances and unit prices, completion time, liquidated damages acknowledgment, bid, performance, and payment bonds.
Supplemental Forms
Common supplemental forms used in bidding are Bid Security Form, Allowance Form, Unit Price Form, Product Forms, Subcontractor Forms, MBE Form, Wage Rate Forms, Schedule of Values, Construction Schedule, Proposal Work Plan, Submittal Checklist.
Representations & Certificates
Representations and certificates that may be required are contractor qualifications, non-collusion affidavit, disposal facility statement, workers’ compensation proof, non-segregated facilities affidavit, equal employment/minority business resolution, VOC/LEED compliance certifications.
Competitive Bidding Activities
Key activities during the competitive bidding process are solicitation and distribution, pre-bid meetings, site examination, RFIs and responses, substitution requests, addenda management, bid preparation and submission, bid opening, evaluation and award.
Pre-Bid Meetings
The purpose of a pre-bid meeting is to clarify project requirements, answer bidder questions, and issue addenda based on oral interpretations.
Details included in pre-bid meetings
Details included in pre-bid meetings are advertisement with date/time/location, mandatory attendance (if required), AE prepares agenda and records, addenda issued for oral interpretations.
Site Examination
Bidders must examine the site to understand site conditions, including adjacent properties, geotechnical reports, topography and water, accessibility, neighborhood context.
Bid Evaluation
Areas considered during bid evaluation are timeliness of submission, completeness of bid, budget variance, bidding irregularities.
Public Bidding Process
Characteristics of public bidding are open and transparent process, multiple manufacturers listed, formal requirements and scrutiny, restrictions cannot be waived for convenience.
Public Project Considerations
Additional considerations that apply to public projects are wage requirements, environmental disposal standards, liquidated damages, incentives for early/on-time completion.
Public Procurement Documents
Supplemental documents that may be required for public procurement are statement of qualifications, tax liability status, proof of insurance, bid security/bond, non-collusion affidavit, MBE/DBE participation certification, document acknowledgment forms.
Public Project Solicitation
Public project solicitations are published on project reporting websites, government websites, state and federal portals.
Addenda
The purpose of an addendum in procurement is to modify or clarify bidding documents after solicitation but before bid submission.
Who prepares and distributes addenda
The design team.
When are addenda issued
After bidding is announced but before bids are submitted.
Standard forms used for addenda
AIA, EJCDC, CSI.
Subcontracting & Bid Shopping
Subcontractors provide specialized pricing and expertise, often critical to bid accuracy.
What is bid shopping
When a GC shares other subcontractors’ pricing to pressure lower bids — unethical and discouraged.
Why is bid shopping problematic
It undermines fair competition and may lead to unauthorized substitutions.
Direct Negotiation & Proposal Process
The purpose of instructions to proposers is to establish ground rules and prevent misunderstandings or incomplete proposals.
