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After Returning From Bid Opening

DO THIS FOR ALL JOBS#

If the Job has been awarded, the Bid File will become the CONTRACTOR'S FILE for all correspondence. When it becomes the Contractor's File, write the name of the successful bidder on the label and make "one line" through "BID FILE". If you should have two (2) separate contracts for the same job, you will need two (2) separate CONTRACTOR'S FILES. (Check with the Engineer, we may want to do "Contract A" and "Contract B".)

The following things should be done when the Engineer comes back from the Bid Opening:

  1. Take the Bid Proposals and the Bid Bonds out of the Bid Books;
  2. Check all documents and make sure they have been thoroughly signed;
  3. Check the Contractor's Certificate of Responsibility # on the envelope and make sure it agrees with the # on the bid proposal;
  4. Check the multiplication of all of the bidders, if there is an error, put one line through the wrong amount and write the correct amount out to the side;
  5. Verify the totals - Check the "number" amounts against the "word amounts". (In the case of a discrepancy, the amount shown in words shall govern);
  6. Keep your adding machine tape and attach it to the bid proposal. Write the Contractor's name on the tape and initial the tape. In the case of a problem arising later, we will know who check the totals;
  7. Ask the Engineer if we are ready to do a recommendation letter.
    • SEE FORM LETTER SECTION (PAGE 79);
  8. Make a copy of each Bid Proposal and Bid Envelope and send the originals to the Town/City Clerk. Paper Clip the copies Bid Proposal, the Bid Envelopes and the original Bid Bonds together and put them in the manila folder marked "Bid Tabs/Bid Proposals". Put the folder in the Bid File.

Do the following things only after the Notice of Award has been signed:

  1. Type and certify the Bid Tabulation;
  2. Type the Unit Bid Tabulation, Put an "*" beside the bid amount of the Contractor that has the lowest bid;
  3. Send copies of the Bid Tabulations and the original Bid Bonds back to the "unsuccessful bidders" (all bidders except the three lowest bidders.) SEE FORM LETTER SECTION (Page 80) We should always keep a copy of the bid bonds that we are returning. SEND BID TABULATIONS TO BIDDERS ONLY!!!
  4. Keep the Bid Bonds on the three (3) lowest bidders until the Contract Documents have been signed.
  5. Put the Original Notice of Award (executed) in the Masters File. If the Notice of Award was not signed at the Bid Opening, the Engineer will be asking for it soon, so that he may have it executed.

As the Plans and Specifications are returned to our office from the bidders, check to make sure that they have not been marked up. Only the Contractor's that send back Plans and Specifications (not marked up) will get 1/2 of their deposit back. Write in the Bid File (on the Plans and Specifications Issued Form) when we received the plans and specifications back from the Contractor.