Invitation to Bid
(Page 1 of 8)
Qualified contractors are invited to respond to this Invitation to Bid by returning the Bid Form. The contract for this work will be awarded on a competitive basis as described in this invitation and the Rules for Bidding.
The Contract Manager (Box 1) This Invitation to Bid is issued by Name
Address
Address
Voice phone
Fax number
Email address
Please use any of these contact numbers if you have a question about this project or any Contract Document. Notify the Contract Manager promptly if you intend to bid. That ensures your name appears on the list to receive addenda which modify the Contract Documents.
Date (Box 2) Date this Invitation to Bid was issued.
The Project (Box 3) General description
Date Location Short name used to identify this project Project owner/representative
Delivery of Bids (Box 4) To respond to this invitation, complete the Bid Form (or an accurate facsimile) and deliver by the Bid Due Date (check all that apply).
To the address in Box 1 in a sealed envelope By fax to the number in Box 1 Address
By email to the email address in Box 1 To the following address in a sealed envelope Address
Bid Due Date (Box 5) The Bid Form (or an accurate facsimile) must be received by Date
Time
Any response to this Invitation to Bid which is incomplete or is received after the Bid Due Date or which does not conform to the Rules for Bidding will not be considered. Modification or withdrawal of a bid after the Bid Due Date will be subject to the Rules for Bidding. Bids will be evaluated without discussions.
Contract Price (Box 6) This Invitation to Bid requires a response which includes (check all that apply). A contract price (exclusive of any alternate
One or more unit prices as identified in the
bid, unit price or contract allowance). One or more alternate bids as identified in the Contract Documents.
Contract Documents. One or more contract allowances, owner’s allowance and stipulated contingencies, as identified in the Contract Documents.
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Bonds and Insurance (Box 7) Each Bid Form must be accompanied by (check each that applies): A bid bond as required by the Contract
Other
Documents Certificates of insurance as required by the Contract Documents
Contract Documents (Box 8) To respond to this Invitation to Bid, you will need the Contract Documents, which consist of this Invitation to Bid, the Bid Form, the Rules for Bidding, addenda issued after this invitation was distributed and (check each that applies)
Plans Consisting of
sheet(s)
Dated
Prepared by
Date of last change
Plans were approved on
Plans have not yet been approved
Specifications Consisting of
sheet(s)
Dated
Prepared by
Date of last change
Specs were approved on
Specs have not yet been approved
Detail drawings Consisting of
sheet(s)
Dated
Prepared by
Date of last change
Detail drawings were approved on
Detail drawings have not yet been approved
Construction contract Dated
Prepared by
Consisting of
Further described as
sheet(s)
(Page 3 of 8)
Contract Documents (Box 8), Continued Site information (soils report, hazmat, etc.) Title(s) Consisting of
Dated sheet(s)
Further described as
Prepared by
Project manual Consisting of
sheet(s)
Dated
Prepared by
Further described as
Shop drawings Consisting of
sheet(s)
Dated
Prepared by
Further described as
Samples Prepared by
Further described as
Schedule or time limitations Dated
Prepared by
Consisting of
sheet(s)
Further described as
Applications for service with utility companies (check the one that applies) Have been filed Have not been filed yet Other Prepared by Permits and utilities permitted on
Further described as
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Distribution of Contract Documents (Box 9) The Contract Documents are available at _____________________________________________________
Charge for the Contract Documents (Box 10) The charge for these Contract Documents is: $ This charge is a deposit which will be refunded within 10 days after return of the full set of Contract Documents in usable condition.
Pre-Bid Conference (Box 11) A conference for all prospective bidders will explain site access, scheduling, testing and other job requirements.
Date and time
Location
This pre-bid conference is required for all prospective bidders. This pre-bid conference is recommended but not required. If you cannot attend this conference in person, ask the Contract Manager to arrange monitoring of this conference by phone, audio or video recording.
Bid Form
(Page 5 of 8)
To have your bid considered, complete, sign and deliver two copies of this form to the address on the Invitation to Bid. Bids which do not comply with the Invitation to Bid and the Rules for Bidding will not be considered.
Bid Submitted By (Box 1) This bid is an offer to enter into a contract for construction of the project identified in Box 3 and is submitted by:
Individual name
Company name
Address
Address
Voice phone
Fax number
Email address
License or registration number
State of incorporation (if incorporated)
Date of this Bid (Box 2) This offer is made on
The Project (Box 3) This bid is a response to the Invitation to Bid
Invitation to Bid date
Date
Issued by Project name Owner
Acknowledgement of Addenda (Box 4) The undersigned acknowledges receipt of the following addenda (changes) to the Invitation to Bid or Contract Documents
Date of last addendum
Number of addenda received Description of last addendum
Bonding and Insurance (Box 5) This Bid Form is accompanied by (check each that applies) The bid bond required by the Contract Documents
The certificates of insurance required by the Contract Documents
Bid Price (Box 6) If this offer is accepted within 10 days after the Bid Due Date (or such postponements as may be allowed in the Rules for Bidding), the undersigned will, within 5 days thereafter, sign the contract referenced in the Invitation to Bid.
$ Bid price (exclusive of any alternate bid, unit price or contract allowance)
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Alternate Price (Box 7) Alternate price or prices (if required by the Contract Documents) $ $ $ Unit Price (Box 8) Unit price or prices (if required by the Contract Documents) $ $ $ Contract Allowance (Box 9) Contract allowance or allowances (if required by the Contract Documents) $ $ $ Signature of Bidder (Box 10) This offer is submitted by Signature
Printed name
Title
Company name
Acceptance by Owner (Box 11) The signature below indicates acceptance of this offer by the owner and creates a binding contract without further action by either party.
Signature
Printed name
Title
Company name
Date accepted
Rules for Bidding
(Page 7 of 8)
These rules have been adopted to simplify award of the contract and to ensure that all bidders have equal opportunity. The rules checked in the paragraphs that follow apply to this Invitation to Bid and the Bid Form. Bids which do not comply with these rules will not be considered. Date of the Invitation to Bid
Project name
Project owner
True Name Bidder must provide in Box 1 of the Bid Form a true name and address, including street, city, state, and zip. If incorporated, the bidder must show the state of incorporation. The bidder (or authorized agent) must sign Box 10 of the Bid Form.
Notice of Intent to Bid Bidder must give notice to the Contract Manager upon receipt of the Contract Documents. Notification will ensure that you receive addenda to the Contract Documents issued after this Invitation to Bid. Failure to give this notice may make your bid non-conforming.
Withdrawal of Bid Any bid may be withdrawn until the Bid Due Date but not thereafter. A bidder who has withdrawn a bid may submit another bid so long as that bid complies in all respects with the Invitation to Bid.
Acceptance of Offer The Contract Manager intends to recommend that a contract be awarded to the lowest responsible bidder whose offer conforms to the Invitation to Bid and to these Rules for Bidding. However, the Contract Manager may recommend rejection of all bids or acceptance of other than the lowest bid. Only the project owner has authority to accept or reject any offer received from a bidder. If requested by the Contract Manager, bidder agrees to provide a statement of qualifications showing that the bidder is qualified and prepared to complete the work required by the Contract Documents.
Alternate Bids, Unit Prices
and Contract Allowances If the Contract Documents require alternate bids, unit prices or contract allowances, the Bid
Form must show the required alternate bids, unit prices or contract allowances. Failure to submit a required bid price will disqualify the bid. If the Contract Documents do not require an alternate bid, unit price or contract allowance, any alternate bid, unit price or contract allowance on the Bid Form will be disregarded.
Pre-bid Conference A mandatory optional pre-bid conference has been scheduled to brief prospective bidders on project requirements. Check the Invitation to Bid for the time and place of this conference.
Addenda The Contract Manager reserves the option to make changes in the Invitation to Bid or Contract Documents or the Bid Due Date until bids are opened. Addenda will be sent to every prospective bidder who has given notice of intent to bid. Addenda will be numbered sequentially and dated. If there’s a break in the sequence number of addenda, assume you do not have a full set of the Contract Documents. Contact the Contract Manager immediately.
Questions The Contract Manager will be available to answer questions. But responses by the Contract Manager will be limited to topics which help explain or clarify the intention of the Invitation to Bid, Contract Documents or the Rules for Bidding. Don’t expect the Contract Manager to respond to any question which might give any prospective bidder a competitive advantage.
The Award When the award has been made and the contract signed, details about the winning bid will be released at the request of anyone who submitted a bid on the project. If no award is made, bids will not be released.
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Insurance and Bonds If a bid guarantee is required by the Contract Documents, bidders are required to furnish the guarantee prescribed. Failure to provide the required guarantee with the Bid Form will be grounds to reject the bid.
Minor Irregularities A minor irregularity or clerical error is an immaterial matter of form rather than substance and does not disqualify a bid from consideration. A defect or variation is immaterial when the effect on price, quantity, quality or delivery is a negligible part of the agreement. Examples include failure of a bidder to (1) Return the number of copies of signed bids required by the invitation; (2) Sign the bid if it is clear that the bidder intends to be bound by the unsigned bid; (3) Acknowledge receipt of an addenda to a Contract Document if the addenda has a negligible effect on price, quantity, quality, or delivery.
Illegible Bids Any bid that includes an essential term which is unreadable, incomplete or omitted will be rejected. Transmission of bids by electronic means is at the risk of the bidder. Erasures and strikeouts will be considered so long as the change is clearly legible and initialed by the party signing the Bid Form. If space on the Bid Form does not permit a complete response, attach a continuation sheet headed with the box number from where the response is continued.
Other rules for bidding
Mistakes in Bids The Contract Manager will correct obvious clerical mistakes after verification by the bidder. For example, misplacement of a decimal point or use of a decimal point rather than a comma would be an obvious clerical mistake.
Postponements If it becomes necessary to reschedule the Bid Due Date, the Contract Manager will issue an addendum to the Invitation to Bid.
Substitutions Make requests for substitution of materials to the Contract Manager at least 7 days before the Bid Due Date.
Bidding on a Portion of the Work If the Contract Documents permit a bid on separate parts of the project, a bidder may show a price for any separate part. Or a bidder may indicate that an award of less than all parts of the project will not be accepted.
Sealed Envelopes Except when submitted by electronic means, bids must be enclosed in a sealed envelope.
