ODOT BID LETTING PROCESS

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ODOT BID LETTING PROCESS
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Oklahoma Department of Transportation

• Brian E. Schmitt, P.E.
• Division Engineer
• Office Engineer Division

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Oklahoma Department of Transportation

• Office Engineer Division
• Prequalification of Contractors
• Bid Letting Process
• Construction Contract Preparation Execution
• Website www.okladot.state.ok.us

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PURPOSE OF PREQUALIFICATION

• To make an initial determination if a Contractor
  has the . . .
• Financial Resources
• Integrity
• Experience
• Proven Performance
• . . . to complete the project(s) on which they
  bid.

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Oklahoma Department of Transportation
PREQUALIFICATION OF CONTRACTORS

• Most projects require a prequalified Prime
  Contractor.
• Office Engineer Division maintains the list of
  prequalified bidders.
• Subcontracting
• Percentage Allowed 50 (or 70)
• Subcontractors must be approved but not
  necessarily prequalified (competency not
  qualification is the key).
• DBE goal is specified in the Contract
  (established by Regulatory Services).
• DBE Contractor must be on the certified list for
  that bid opening.

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Oklahoma Department of Transportation
LETTING PROCESS

• Office Engineer typically juggles three (3)
  lettings at a time.
• Convert Plans into a Proposal
• Proposals consist of two major components
• Contract Items (i.e. pay items for bid)
• Contract Provisions (i.e. contract time,
  incentives/disincentives, permits,
  specifications, DBE goals)
• Advertisement
• Pre-Bid Conference
• Plan and Proposal Revisions
• Bid Opening
• Receive bid proposals
• Prime Contractors submit DBE quotes
• Verify DBE goal commitments
• Bid Analysis
• Award at monthly ODOT Commission Meeting

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Oklahoma Department of Transportation
CONTRACT

• The Contract is prepared based on the bid.
• Execution of Contract
• Contractor
• Bonding Information
• ODOT
• The executed contract is submitted to ODOT
  Construction Division
• Residency
• Notice to Proceed

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www.okladot.state.ok.us
Office Engineer information available on the ODOT
website
Notice To Contractors - Short Form - Long
Form Bid Opening Reports Prequalification
Application Prequalified Contractors Lists Bid
Opening Schedules Plan Holders
Lists Plans Specifications
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www.okladot.state.ok.us
To get to Bid Letting Calendar click on
Contracts and Proposals.
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www.okladot.state.ok.us/contracts/index.htm
Click on Bid-Letting Calendar.
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www.okladot.state.ok.us/contracts/a2009/let.htm
ODOT BID-LETTING CALENDAR
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www.okladot.state.ok.us
To get to Notice to Contractors click on
Contracts and Proposals from the ODOT home page.
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www.okladot.state.ok.us/contracts/index.htm
Click on Notice to Contractors.
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www.okladot.state.ok.us/contracts/a2009/notice.htm

From Notice to Contractors you may choose either
Short Form . . .
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www.okladot.state.ok.us/contracts/a2009/pdfs/short
0903.pdf
SHORT FORM
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www.okladot.state.ok.us/contracts/a2009/notice.htm

. . . or you may choose Long Form from the
Notice to Contractors page.
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www.okladot.state.ok.us/contracts/a2009/pdfs/long0
903.pdf
LONG FORM
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www.okladot.state.ok.us/contracts/index.htm
To get to the Plan Holders List click on Plan
Holders List from the Contracts and Proposals
page.
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www.okladot.state.ok.us/contracts/a2009/plnhd.htm
Select the Bid Opening Date.
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www.okladot.state.ok.us/contracts/a2009/pdfs/order
0901.htm
PLAN HOLDERS LIST
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www.okladot.state.ok.us/contracts/index.htm
To see the Prequalified Contractors List click on
Prequalified Contractors List from the
Contracts and Proposals page.
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www.okladot.state.ok.us/contracts/a2009/prequl.htm
Select the Bid Opening Date.
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www.okladot.state.ok.us/contracts/a2009/pdfs/prequ
al0903.pdf
PREQULAIFIED CONTRACTORS LIST
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www.okladot.state.ok.us/contracts/index.htm
To see Bid Letting Reports click on Bid Letting
Reports on the Contracts and Proposals page.
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www.okladot.state.ok.us/contracts/a2009/reports.ht
m
Click on the Bid Opening Date under As Read Bid
Reports on the Bid Opening Report page.
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www.okladot.state.ok.us/contracts/a2009/pdfs/asrea
d0901.pdf
AS READ BID OPENING REPORT
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www.okladot.state.ok.us/contracts/a2009/reports.ht
m
Click on the Bid Opening Date under LOW BID
REPORTS on the Bid Opening Report page to see an
analysis of the low bidders.
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www.okladot.state.ok.us/contracts/a2009/pdfs/lowbi
d0901.pdf
LOW BID REPORT
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www.okladot.state.ok.us/contracts/a2009/reports.ht
m
Click on the Bid Opening Date under AWARD
NOTICES on the Bid Opening Report page to see the
official Bid Opening results.
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www.okladot.state.ok.us/contracts/a2009/pdfs/award
0901.pdf
AWARD NOTICE REPORT
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www.okladot.state.ok.us/contracts/a2009/reports.ht
m
Click on the Bid Opening Date under BID TAB
REPORTS on the Bid Opening Report page to see an
analysis of all responsive bidders.
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www.okladot.state.ok.us/contracts/a2009/pdfs/bidta
b0901.pdf
BID TAB REPORT
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www.okladot.state.ok.us/contracts/index.htm
To see information on Special Bid Lettings click
on the Bid Opening Date from the Contracts and
Proposals page.
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www.okladot.state.ok.us/contracts/a2009/spec-bidle
t090324.htm
The information that is available on the regular
Bid Opening page is also available on the Special
Bid Opening page.
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www.okladot.state.ok.us/contracts/index.htm
To download preliminary plans for review click
Preliminary Projects Plan Sheets on the
Contracts and Proposals page.
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www.okladot.state.ok.us/contracts/a2009/plans.htm
Select the Bid Opening Date on the Preliminary
Project Plans page.
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www.okladot.state.ok.us/contracts/a2009/plans0903
INDEX OF PROJECT PLANS
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Oklahoma Department of Transportation
Reading file names for Preliminary Project Plans
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www.okladot.state.ok.us
To see the ODOT Standard Specifications click on
Construction Engineering from the ODOT Home
Page.
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www.okladot.state.ok.us/disclaim/d-engr.htm
Read the Disclaimer then click I ACCEPT to
proceed.
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www.okladot.state.ok.us/cnstrctengr.htm
Standard Specifications Standard Design
Drawings
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www.okladot.state.ok.us/contracts/index.htm
Click the link at the top right corner of any
page to contact ODOT via e-mail.
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PRECONSTRUCTION

• Right-of-Way Division is responsible for
  selecting service providers in the areas of
  Turnkey Firms, Project Managers, Mapping, Title
  Investigation, Appraisal, Appraisal Review,
  Negotiation, Relocation, Demolition, and Utility
  Relocation Coordination.
• A prequalification application must be completed
  and submitted for approval. Once approved, the
  firm is placed on the ROW Divisions approved
  service provider list. ROW will send out
  Requests for Proposals only to those providers on
  their list.

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PRECONSTRUCTION

• The Project Management Division is responsible
  for the consultant selection process.
  Solicitations for services include Survey,
  Roadway Design, Bridge Design, Construction
  Management, Environmental, Bridge Inspection,
  Geo-tech, and Hydrology. A Professional Services
  Information form must be completed in order to
  receive solicitations. Once the need has been
  determined and the scope of work developed, a
  Solicitation of Interest (SOI) is issued
  electronically to those on the approved list. A
  Letter of Interest is the consultants response
  to an SOI. This response must include

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SOI

• Letter of Interest with reference to the specific
  solicitation
• Proposed table of organization of the project
  team identifying the project principal, the
  project manager, key staff, and sub consultants
• Information that is common to each contract
• The statement of qualifications (CAP255)
• This is a qualifications based selection
  process. Information about these solicitations
  may be found on Project Managements website at
• http//www.okladot.state.ok.us/projmgmt/contracts
  .consultanthomepage.htm

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DBE Goals Preconstruction

• Right-of-Way Division uses race-neutral goals in
  order to meet or exceed ODOTs overall annual
  goal
• Project Management establishes goals on
  solicitations based upon the type of project,
  sub-consulting opportunities, and the
  availability of DBE professional services
  consultant capable of performing the identified
  work.