Bid Review and RFA Steps:

1. MAX 60 Calendar Days from Bid Opening 🡪 Contract Award.

   • Interim General Conditions - 3.4.2 If the contract is not awarded within the sixty (60) days noted in paragraph 3.4.1 above, the Department may request the successful Bidder to extend the time for the acceptance of its bid. The Bidder may reject such a request without penalty; and in such case, the Department may at its sole discretion make a similar offer to the next lowest responsive and responsible bidder and so on until a bid is duly accepted or until the Department elects to stop making such requests.

2. Call or Email Lowest Bidder

   • Confirm Price

   • Request schedule of values (SOV) – Should items be discovered as missing in bid, will need to see if the bidder will withdraw as we cannot base a rejection of the bid on the SOV (or find another way to reject the bid – bond paperwork, subcontractor licenses).

   • Addl items that you can confirm include scope of work, received all addenda, verify low bidder has all required subs or will self perform, verify GC and subs have licenses that are active, current, valid and in good standing, verify specialty equipment the contractor plans to use (ie. AC chiller model), verify all required documents have certificates that are current and not expired, verify the bond is correctly made out to the State of Hawaii or Department of Education and includes the Job Name and Job Number, verify that they can meet the construction schedule, verify apprenticeship and Hawaii Products if applicable.

   • Option to use DAGS Questionnaire

3. Share bid information and SOV with Consultant

4. Bid review by PC

   • Review SBD Checklist that all items have been provided.

   • Check if General Contractor is self performing at least 20% of the work.

   • If VQUP section included, double check calculations.

   • Check that Surety Bid Bond lists correct job name.

   • Compare sub licenses between a few of the low bidders

     • Check contractor licenses (prime and subs) in PVL website. Recommend PDF for each license check as backup documentation.  https://pvl.ehawaii.gov/pvlsearch/

     • Sub listing must correctly list the firm's legal name and license.  If one were to do a search on the PVL site, the name/license should match your listing.  If the firm has a registered dba, the PVL listing will indicate it.  If an invalid dba is listed which does not correlate to the license number, the bid may be rejected.  Many contractors do not take the trouble to register a dba, which may jeopardize the bid.

   • Check low bidder is not on list of DLIR debarred contractors.  http://labor.hawaii.gov/wsd/prevailing-wages-on-public-works/contractors-suspended-under-chapter-104-hawaii-revised-statutues/

5. Reference:  HAR §3-122-31 Mistakes in bids, https://spo.hawaii.gov/procurement-wizard/har-3-122-procurement-policy-board-subchapters-1-10/

6. Fill out recommendation for award forms.

   • If bid is 10% above or below the Consultant’s cost estimate, then justification needed by Consultant.  Incorporate justification into Bid Analysis & Recommendation Form.

   • Add contingency, 7% for R&M and 5% for CIP.

7. Submit NIF if additional funds needed.

   • NIF form include w/Bid Results Summary

8. If all bids are going to be rejected and RFA for Non-Award, inform Mari to make cancellation through HePS (no hard copy letters to bidders are necessary per email from John Chung 4/13/18, re: Koloa ES Misc R&M FY17 P420008-16 job)

9. Package RFA and route as listed below.

10. Will receive via email from Project Control an Award to the Contractor (Project Control will inform school), and will also  receive via email an award notice from Sicomm.

11. Forward Award to consultant (and ASA?) to make them aware of the upcoming construction.

12. MAX 180 Calendar Days from Contract Award 🡪 NTP (unless revised in spec 00800 Special Conditions)

BID ADDITIVE ALTERNATES

Per Chris Butt, he relayed that we can pick the additive alternates as they fit within our budget (control amount); however, the ranking sequence of the bidders (General Contractors) cannot change. 

If it will change the ranking sequence of the bidders, then we will need to follow the sequencing of the additive alternates. If the first additive alternate does not fit within the budget, I believe we can consider the second additive alternate.