Bidding and Construction Contract Administration

Bidding:

Check the Final Plans Carefully:

• Are there enough outlets?
• Are the switches where you​ need them?
• Are the correct light fixtures shown?
• Will the casework (built-in furniture) serve your needs?
• Sightlines:  Can you readily supervise public areas from the circulation desk?

Advertise for Bids:

• Comply with bidding laws.  This is usually the responsibility of the Architect.
• Comply with prevailing wage laws.  This is usually the responsibility of the Architect.
• Bid documents should establish criteria for selection of qualified and experienced contractors.
• What are the required contractor qualifications?

Pre-Bid Conference:

• A meeting to review bid procedures and to field questions about the bid documents.
• Attendance may be optional or mandatory.
• An Addendum may be issued to clarify documents and answer questions.  This becomes an official part of the contract documents.

Bid Opening:

• Confirm that each bid is complete, addenda have been acknowledged, etc.
• Open, read, and record the bids – that's it.
• You might say, "the apparent low bidder is ...."  Do not say, "The low bidder is ...."

Select Lowest and Best Bidder:

• Responsive Bidders:
• A bidder that has submitted a bid which conforms in all material respects to the invitation for bids.
• If the bidder is not responsive, they must be rejected for not meeting all bid requirements.
• Responsible Bidders:
• Bidders that have the capability in all respects to fully perform the contract requirements, and the integrity and reliability which will assure good faith performance.
• Get list of all recent projects.
• Has the contractor done projects of similar size, cost, and complexity?
• Check the contractor’s references.
• Did they finish on time?
• Did they finish within the budget?
• How did they handle construction problems, questions, and conflicts?
• Does the contractor have a stable address?
• Check the contractor’s bank and insurance references.
• Carefully check all financials.
• Check for licensing in Kentucky?
• Contracts should require that conflicts are mediated by a neutral mediator to help avoid costly, time-consuming law suits.
• Do they have commercial AND public construction experience?
• Would previous owners use the same contractor again?  More info to follow

Bidding/Negotiation

• The bids are obtained;
• The contract with selected contractor is negotiated;
• The architect and owner approve the sub-contractors, and,
• The contract is signed.