Professional Documents
Culture Documents
Construction Contracts
A Guide for Project Administration
Contents
Introduction to Contract Award............................................4
Attending the Bid Opening....................................................6
Reviewing Bids and Recommending an Award..................7
Who Reviews the Bids?...........................................................7
Evaluating the Bids.................................................................7
Identifying the Lowest Bidder..............................................8
Assessing Bidder Responsiveness.......................................8
Assessing Bidder Responsibleness......................................9
Notifying a Rejected Low Bidder........................................10
Arriving at an Award Recommendation.............................12
Completing the Construction Award Recommendation Form 12
Gaining Concurrence from Purchasing..............................15
Notifying the Successful Bidder.........................................16
About the Notice of Intent to Award......................................16
Scheduling a Project Orientation Meeting.........................18
Requesting Contract Submittals........................................18
Additional Steps for State-Funded Projects...........................23
Collecting and Checking Contracts and Submittals........24
Receiving Contracts and Submittals.....................................24
Checklist for Contracts and Submittals.................................24
Forwarding Contracts and Submittals...................................26
Preparing the Contract Approval Package.......................27
About the A-910 Contract Approval Form.............................29
Completing the A-910 Form..................................................29
Assembling Contract Documents for Processing...................34
Preparing the Notice to Proceed........................................35
About the Notice to Proceed.................................................35
Requesting Additional Submittals.........................................37
Awarding the Construction Contracts
Page 1
Figures
1
A-910 Form
Notice to Proceed
Notice of Commencement
Charts
Page 2
Page
in the margin.
Description/Reason
13
17
18
19
Page 3
Introduction to Contract
Award
To award construction contracts, Project Administration
works closely with the Senior Financial Analyst and
University Purchasing. During the Contract Award phase,
Project Administration will:
1. Attend the bid opening conducted by University
Purchasing. At this meeting, bids are opened, read
aloud, and recorded.
2. Analyze the bids and make an award
recommendation. Working together, Construction
Management personnel and the Senior Financial Analyst
analyze the bids for price, completeness, and
compliance with the Ohio Revised Code (ORC). They then
develop an award recommendation for Purchasing. If
Purchasing agrees with the award recommendation, a
Purchasing representative signs the form.
3. Notify the successful bidder(s). Once Purchasing
and Construction Management agree on the award
recommendation, the Project Administrator sends the
Notice of Intent to Award to each successful bidder
(Construction Contractor). Within 10 days of the notice
date, the Contractor must sign and return four Contracts
for Construction; four escrow agreements or one copy of
an escrow waiver (depending on whether the Contractor
chooses to have a portion of its pay escrowed); and all
other required contract submittals.
If the project uses State funds, the Senior Financial
Analyst prepares the Capital Budget Request (CBR) for
release of State funds at this time, and the CBR is
submitted to the State for approval.
4. Collect and check contracts and submittals. The
Project Administrator may either review the submittals
as the Contractor returns them by mail, or call for a
meeting with the Contractor to review the documents.
In either case, the Project Administrator must examine
all submittals and work with the Contractor to ensure
that deficiencies are corrected. The Project
Administrator then provides the contracts and submittals
to the Senior Financial Analyst, who checks them to
ensure compliance with ORC and University
requirements.
Page 4
Page 5
1. Attend bid
opening
2. Analyze bids to
develop
Construction
Management's
Award
Recommendation
Recommend
lowest bidder?
Yes
No
Yes
Submit Award
Recommendation
to Purchasing
Financial Analyst
justifies
recommendation
to Purchasing
Purchasing sends
rejection letter to
lowest bidder
Decision
reversed?
Yes
Bidder protest?
No
Identify
next-lowest bidder
and repeat
analysis until a
responsive and
responsible bidder
is found
University hears
bidder's appeal
(if protest filed
within 5 days)
No
Do bidder's
bid documents
need
corrections?
No
Yes
Yes
No
Purchasing
reviews Award
Recommendation
Do
Purchasing
and Construction
Management
agree?
Purchasing works
with bidder to
ensure corrections
3. Send
Notice of
Intent to Award
to each selected
contractor, listing
needed Contract
submittals
Purchasing signs
Award
Recommendation
Optional: Meet
with Contractor(s)
to review
submittals
Purchasing and
Construction
Management
discuss and
reach consensus
Page 7
Page 8
Page 9
Note:
The Bid Form does not make clear whether bids for
alternates are additions to or deductions from the base
bid.
Page 11
Page 12
Page 13
Arriving at an Award
Recommendation
If the bid review team determines that the lowest bidder is
both responsive and responsible, the team should
recommend awarding the contract to that bidder. At that
point, the team can complete the Construction Award
Recommendation Form (see instructions below).
If the lowest bid is rejected because the bidder is
nonresponsive and/or nonresponsible, the Senior Financial
Analyst notifies Purchasing immediately so the rejection
letter can be sent. The team can consider the next-lowest
bid and evaluate that bidder as described above; however,
any appeals from rejected bidders must be heard before
another bidder is considered.
The University also has the right to reject all bids and readvertise the project. The bid review team might choose
this option if, for example, the first responsive and
responsible bid is priced too high.
Note:
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Page 16
Note:
Note:
Page 17
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Page 19
UNIVERSITY OF CINCINNATI
DIVISION OF THE UNIVERSITY ARCHITECT
CONSTRUCTION AWARD RECOMMENDATION FORM
Project Name:
Project No:
Quotation No:
Bid Opening:
Project Responsibility:
Construction Management is recommending the award of the following contract(s) for the above referenced
project to the lowest responsive bidder(s):
TRADE
ALTERNATES
SELECTED
Bid irregularities/items which need correction prior to issuing a Notice of Intent to Award Letter:
VENDOR
DESCRIPTION OF IRREGULARITY/ISSUE
Recommended By:
Phone: 556-3157
Kimberly Miller
Date:
Concurrence By:
Purchasing signature
Date:
Revised 9/26/01
Page 21
Notifying the
Successful Bidder
Outcome The Project Administrator has sent the Notice of Intent to
Award to each successful bidder. Following the
instructions in this notice, bidders have prepared and
returned all required contract submittals to the University
within the allotted time frame.
If the project uses state funding, the Senior Financial
Analyst has prepared a Capital Budget Request (CBR) for
the release of construction funds.
Once Purchasing and Construction Management agree on
an award recommendation (and any errors in the bidders
paperwork have been corrected), the bidder can be notified.
The Project Administrator sends each successful bidder a
Notice of Intent to Award.
Page 22
Note:
Page 23
Page 25
Page 26
2.
3.
Communication Procedures
4.
5.
6.
Project Schedule
- Schedule data that is required and how it will be implemented
- Update procedure
7.
8.
9.
10.
11.
Construction Notifications
- Utility shutdowns
- Excavation (digging permit)
12.
Miscellaneous
- Drawings and specifications (incl. electronic CAD files)
13.
Questions
Page 27
Note:
Note:
Note:
Page 28
Page 29
Note:
State that the person signing the letter must have the
authority to bind the Contractor to the agreement
Note:
Page 30
Page 31
Page 32
s:\shareall\forms\cm\extension.doc
rev. 6/97
Page 33
Page 35
Note:
Page 36
Purpose
Signed contract
Department of
Insurance Certificate
of Compliance (for
Contractors Surety)
Ohio Workers
Compensation
Certificate
Demonstrates Contractors
participation in Ohio Workers
Compensation program
EEO Certificate
Demonstrates Contractors
compliance with Equal
Employment Opportunity laws
Declaration of
Insurance (ACORD or
IP-2 Form)
Demonstrates Contractor is
covered under an insurance policy
University of Cincinnati is
listed as an additional insured
Expiration date is current
(policy has not expired and
will not expire before award
of the contract)
* Escrow Agreement
An authorized representative
of the Contractor has signed
the last page of the document
and provided his/her title
Contractor has returned four
signed copies
* Waiver of Escrow
An authorized representative
of the Contractor has signed
and dated the waiver and
provided his/her title
Certificate of Good
Standing from Ohio
Secretary of State
Page 37
* The Contractor returns either the Escrow Agreement or the Waiver of Escrow, not both.
Submittal required only if the Contractor is a foreign corporation (i.e., not incorporated under the laws of Ohio).
Page 38
Note:
Page 39
Page 40
No
Does
project use
state funds?
4. Collect and
check contracts
and submittals
Yes or No
Corrections
needed?
Contractor
corrects and
resubmits
documents
Yes
Forward submittals
to Senior Financial
Analyst for review
and approval
Recheck
submittals
Yes
Senior Financial
Analyst prepares
Capital Request for
release of state
funds
Complete
A-910
Contract Approval
Form
Director of Capital
Projects Reporting
reviews
Capital Request
and submits to
state
Controlling Board
approves Capital
Request (UC
Planning rep
attends meeting)
Financial Analyst
forwards contracts,
submittals, and
encumbrance to
University Office of
General Counsel
Planning rep
notifies Senior
Financial Analyst of
Capital Request
approval
Office of General
Counsel approves
contract and
forwards to
Purchasing
Capital Finance
prepares State
Contract
Encumbrance(s)
Purchasing issues
PCs and executed
contracts to
Contractor
5 . Prepare
Contract Approval
Package
Accountant
updates OASIS;
forwards PCs and
contracts to
Project
Administrator
6.
Issue
Notice
to Proceed
to Contractor
7. Prepare
Notice of
Commencement
for internal
signatures; file
until requested
Note:
Note:
Note:
Page 42
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Page 43
1A
1
2
2
3
4
5A
5B
5C
5D
5E
5F
5G
5H
5I
5J
5K
s:shareall/forms/cm/A-910.xls
Page 45
Page 45
Figure Revised
6: A-910
Form
Awarding the Construction Contracts
June
2002 (page
3)
Page 47
Page 47
Note:
Page 48
Page 49
Page 49
Page 50
Page 51
Page 51
Note:
Page 53
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Page 54
Preparing the
Notice of Commencement
Outcome The Project Administrator has prepared the Notice of
Commencement documenting the project start date for
University records. The notice has been signed by the
Director of Construction Management and notarized.
Preparing the Notice of Commencement is the final step in
awarding construction contracts.
2.
3.
4.
5.
6.
7.
Page 55
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1A
Page 57
Page 57
5
6
8.
Note:
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