The following guidelines are recommended by the Tri-State Area Contractor's Association to establish fair and applicable procedures to improve methods for bidding construction projects in the tri-state area. We strongly encourage everyone who does business in our area to incorporate these guidelines into your daily practices to make our bid days smoother and more productive, a positive step which will improve our community and successful business operations for all parties concerned. ~Thank you OWNERS ARCHITECTS AND ENGINEERS GENERAL CONTRACTORS SUBCONTRACTORS AND SUPPLIERS OWNERS * Ideal bid is at 7:00 on a Tuesday, Wednesday or Thursday. (If 7:00 PM is a problem, Architect could receive and hold ids for public opening next morning.) Small projects could bid during the day. * Keep alternations at a minimum. * Make sure enough plans are available for everyone to use. * Require listing of Subcontractors from the apparent low bidder 24 hours after bid opening. * If low bid is over budget, negotiate with low bidder only. (Negotiating with other bidders is nothing more than bid shopping.) * Allow reasonable construction time for the project. * If certain General Contractors or Subcontractors will not be used, notify them prior to the bidding. * If Owner intends to use a specific Subcontractor (s) or Supplier (s), make it known before the bidding. * Liquidated Damages: If liquidated damages or Time of Completion are unreasonable contractors will include it in their bid and Owner ends up paying for the liquidated damages. * Avoid Bidder Preference and/or Project Labor Agreements. ARCHITECTS AND ENGINEERS * Ideal bid time is at 7:00 on Tuesday, Wednesday or Thursday. PM lf 7:00 PM is a problem, Architect could receive and hold bids for public opening next morning.) Small projects could bid during the day. * Keep alternations at a minimum and keep them simple. * Make sure enough plans are available for everyone to use. Allow three (3) sets of plans and specifications for General Contractors for bidding. * Require listing of Subcontractors from the apparent low bidder 24 hours after bid opening. * If low bid is over budget, negotiate with low bidder only. (Negotiating with other bidders is nothing more than bid shopping.) * Allow reasonable construction time for the project. (Having two (2) different construction time on bid form can be confusing.) * Addenda should be issued a minimum of one (1) working day prior to bidding. * If certain General Contractors or Subcontractors will not be used, notify them prior to bidding. * If Owner intends to use a specific Subcontractor (s) or Supplier (s), make it known before the bidding. * Forget Qualification Statements if they will not be used. * Keep specifications current and try to specify two (2) (min.) products for biding. * Use a standard "Request for Substitution During Bidding" form. Be consistent on material substitutions and approving "or equal to" items. * As much as possible, use standard "application for payment" form. * Liquidated Damages: If liquidated damages or Time of Completion are unreasonable, contractors will include it in their bid and Owner ends up paying for the liquidated damages. GENERAL CONTRACTORS * If Owner requests Value engineering, negotiate with the low Subcontractors and Supplier only in each trade category. * If an unreasonable bid is received, notify Subcontractor/Supplier immediately so they can correct or pull their bid prior to bid time. * Contract with the Subcontractor or Supplier whose bid you used at bid time. (Based on the Subcontractor or Supplier cooperating on value engineering.) * If a certain Subcontractor's/Supplier's bid won't be used, don't solicit their bid. Let them know why. * Material, etc., substitutions must be requested a minimum of five (5) working days prior to bid time. Use "Request for Substitution During Bidding" form. * Let Subcontractors and Suppliers know as soon as possible if their bids were used. * Let Subcontractors and Suppliers know as soon as possible where their bids were dollar-wise. SUBCONTRACTORS AND SUPPLIERS * Submit bids to General Contractors a minimum of one (1) hour prior to bid time. (Do not expect your bid to be used if submitted later.) * Submit a bid scope letter to General Contractors a minimum of one (1) day prior to bid time describing scope of work and specification sections you are bidding. * Include specification sections bidding with bid. * List any exclusions with bid. * With bid, state the number of calendar days estimated to complete your work. * If you know of a long lead item that could affect the construction time, note it with your bid. * Make sure General Contractors have a phone number to reach you after 5:00 PM on the bid date. Put phone number on your bid. * Material, etc., substitutions must be requested a minimum of five (5) working days prior to bid time. Use "Request for Substitution During Bidding" form. * Do not bid substitutions without written approval from the Architect/Engineer. * Do take offs as early as possible. Do not wait until the last minute to look at plans. * Subcontractors and Suppliers are encouraged to cooperate and be fair when the General Contractor or Architect requests value engineering so a proposed project can become a reality. A subcontractor or supplier who is unwilling to participate in value engineering should notify the General Contractor of its position so the General Contractor can contact another subcontractor or supplier.