Eastern Municipal Water District

Primavera Contract Management Standard Procedure

Informal Bids (Projects Under $35K)

1.	Provide evidence of environmental clearance on project

2.	Assure that right-of-way easements or permits have been obtained, if applicable

3.	Initiate Project Approval Request

4.	Initiate Project Approval Request form (EN-182)

5.	Prepare specifications (example format can be found under: j:\wordproc\word\engineer.31\nieblas\$spec\informal.spc

6.	Make necessary arrangements for soils, surveying, and cathodic protection services if needed on project

The Construction Project Administration Supervisor (CPAS) will:

a.	Type specifications

b.	Forward specifications for review

c.	Forward original spec to Clerical for reproduction

d.	Make arrangements to have plans reproduced (if project contains very few plans, the District will be used for reproduction services)

e.	Prepare meeting notification

f.	Provide you with bidding sheets for you proposal package

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ENGINEER’S ESTIMATE

Run a copy of bid sheets for the Project Engineer to fill in for the Engineers estimate (include unit prices for each bid item). File Engineer's Estimate.

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PLANHOLDERS LIST

A preferred list of contractors will be prepared by the Director of Field Engineering. Contact the DFE for the preferred list and prepare the mailing labels (check with the Project Engineer if you need to mail them overnight). File the planholders list in the project file for future reference.

When specification and plans are finalized, the CPAS will provide you with the Proposal Package. Make the necessary copies to insert into the preferred contractor’s specification. Mail the plans/specs to the preferred contractor’s list.

Distribute the Bidding Information Sheet as follows:

Original	-	working file or spec. book

1	-	Const. Project Admin. Supervisor

1	-	Sr. Const. Admin. Rep.

1	-	Project Manager

1	-	Inspection Manager

1	-	Receptionist/AC Lobby

1	-	Receptionist/Contracts

1	-	Specification book

1	-	John Ward

1	-	Community Involvement

Distribute the plans/specs in house as follows:

1	-	Project Engineer (plans and specs). Ask the Project Engineer if he needs 2 copies of the plans for soils/surveying services

1	-	Project Manager (plans and specs)

1	-	Construction Administrator (plans and specs)

1	-	Supervising Engineering Inspector (plans and specs)

1	-	Inspector (plans and specs)....identify "INSPECTOR"

1	-	Specify one only: (1 set of plans and specs): * Director of Water (Khos Ghaderi) or * Director of Maintenance (Touissant Williamson) or * Director of Sewer (John Jannone) *and* Treatment Plant Manager (if project is at an RWRF)

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PRE-BID WALK-THROUGH

If a pre-bid walk-thru (perhaps “mandatory”) is required, forward a “PRE-BID WALK-THRU AGENDA” form to the Project Engineer for completion (scope of work, etc.). Take a “SIGN-IN SHEET” and make sure that all attendees (including EMWD representatives) sign-in. If mandatory, all attendees are required to stay for the entire walk-thru meeting. Verify, again, that all attendees signed-in.

Project Engineer prepares "Pre-Bid Walk-Thru Questions and Answers" to be distributed to all planholders. Any questions asked requiring modification to specification will be answered thru an Addendum or Letter of Clarification (refer to Addenda procedures).

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RECEIPT OF BIDS

When it’s time to receive bids, either make arrangements for yourself or the Project Engineer to pick up the bids. When bids are received (no public bid opening is required), selection shall be made to the lowest, responsive bidder.

NOTE: Only those contractors who received the Informal Bid Packet are allowed to submit a bid.

No copies shall be made of any bid proposal until after District review.

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BID SUMMARY

Distribute Bid Summary sheets as follows:

	CAR’s
	Sr. Construction Administration Representative
	Construction Project Administration Supervisor
	Project Engineer
	Project Manager
	Construction Administrator
	Director of Field Engineering
	Specification File

Remember... when calls come in requesting information on bid results, state “Apparent Low Bidder is...”

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BID PROPOSAL REVIEW

Copy 3 sets of all bids for complete review and verify that all pages have been copied (Do not mark on originals). Keep one for your review and distribute others with copy of bid summary and state “Please Review and Return ASAP” to:

	Construction Administrator
	Director of Field Engineering

File originals in the spec file.

Review the bid price extensions and additions of all bids (initial by any corrections made in red ink, signifying additions/extensions are correct). Before throwing envelopes away, check to see if there's any information on envelope (phone #, zip code, etc.) that's not on bidding sheet.

Forward your reviewed bids to Senior CAR for review.

The Construction Administrator and you will review all bids for comparison of irregularities noted. The Director of Field Engineering will review the bids and return them to you. Legal Counsel recommendation may be sought.

After complete review, CAR can revise the bid summary to identify if any bids are deemed "non responsive", if applicable.

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EXPERIENCE MOD. RATING

At this time, forward the apparent low bidder’s proposal package to the Construction Project Administration Supervisor with a sticky note stating: Need EX MOD rating. The proposal package will be returned to you for further processing.

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PREPARING AGREEMENT

Once the responsive bidder is selected, the Project Engineer needs to complete the agreement through the Purchasing/Contracts Dept.

Project Engineer needs to attach the original bid proposal to the agreement/POR and forward it to the Contracts Department for processing.

Keep in close contact with the Contracts Department in order to keep the CA, DFE and PE informed of the status of the agreement routing.

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SAFETY PRECONSTRUCTION/PRECONSTRUCTION CONFERENCE

Once the agreement is fully executed, the Contracts Department will provide you with a copy of the agreement.

Prepare the Notice to Proceed. Make the arrangements to schedule the safety preconstruction conference and the preconstruction conference (refer to these specific procedures)

Identify the pre-job meeting & safety meeting time & date on the Notice to Proceed. REFER TO PRE-JOB AND SAFETY PRE-JOB procedures. (Refer to example attached). The contract start date is considered the same date of the pre-job meeting.

When completed, forward to the Asst GM/Engineering for signature. When returned, fax a copy of the Notice to Proceed to the Contractor as well as the list of forms that needs to be submitted at the pre-job & safety pre-job meeting. The original is to be handed to him at the pre-job meeting.

Distribute the Notice to Proceed to: CA, PE, Inspector, Specification File, and CPAS.

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FORMS TO BE SUBMITTED BY CONTRACTOR

List of Documents to be mailed with the notification meeting to the Contractor and returned by the Contractor at the pre-job are as follows:

●	Current Prevailing Wage Rates (State)

●	Certified Payroll Form (EN-146)

●	Submittal Procedures

●	Trench Shoring (EN-57), if applicable

●	RFI (EN-113)

●	Change Order Proposal Initiated by Contractor (EN-114a)

●	Authorized Signatures

●	Verification of Pre-Approved Materials (EN-183)

●	Pipe Zone Density Chart (may be a part of submittal)

●	Emergency Phone Numbers

●	Non Collusion Affidavit requiring Notarial Jurat

●	Subcontractors List

●	Illness and Injury Prevention Report (if not already on file)

●	Project Control Schedule (CPM or Bar Chart)

●	Specific Operating Safety Procedures (refer to section 01000)

NOTE: Refer to SPECIFICATION procedures for processing the required submittals.

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PREPARING AND ISSUING SR-6 REJECTION LETTER

Type SR-6 (letter to unsuccessful bidders). The SR-6 letter should be routed with Notice of Acceptance of Proposal as follows:

Signature: Asst. General Manager, Engineer FOR General Manager's signature

When returned, make 1 copy of each for the Spec File. Send SR-6 letter to all unsuccessful bids.

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MISCELLANEOUS ITEMS

●	Remind the Project Engineer/Manager to complete standard form EN-182, Project Approval Request when the agreement is being processed.

●	During construction, the inspector will prepare daily inspection reports to be maintained in the project file.

●	CAR will receive all documentation (processing RFI’s and filing inspection reports, etc.)

●	If an amendment is needed, it must be processed as an amendment to the agreement, not a change order. If the amendment amount increases the total contract value to exceed $35,000, board authorization is required.

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SUBSTANTIAL COMPLETION

Beneficial occupancy will require the inspector to submit an EN-16a, Contract Completion Report indicating substantial completion. Refer to the Substantial Completion Procedures for further details.

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TOTAL COMPLETION AND NOTICE OF ACCEPTANCE

Upon achieving total completion, the inspector will submit an EN-16a indicating final completion.

CAR will process Notice of Acceptance upon receipt of the final EN-16a. Refer to the Notice of Acceptance procedures.

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PAYMENT

The Contractor will submit an invoice upon project completion, however, payment can not be made until the expiration of the 30-day period following the filing of the Notice of Acceptance. (In lieu of requiring performance and payment bonds, the Contractor accepts no payment until the 30-day filing period has expired). This time period allows any suppliers or subcontractors the opportunity to file a stop notice against the Contractor.

CAR will verify that certified payrolls have been received and are on file prior to issuing final payment.

Process the invoice as specified in the Invoice procedures.

NOTE: The contractor has the option of submitting performance/payment bonds. In doing so, periodic estimates must be prepared and retention held.

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PROJECT CLOSURE

CAR to close Construction Order (use EN-39a) upon clearance from Construction Administrator and Project Engineer.

Refer the Closeout procedures for instructions on closing the CO#.

Request the Project Engineer and Construction Administrator to submit working file to you. CAR will prepare project file for microfilming and forward to Records Management.

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