Competitive sealed bid/invitation for bid

Construction Phase only

Selection Procedure Process Flow Chart »

Required documents

Procurement

• Pre-Bid Conference Agenda Template - prepared by Construction Contract Administrators
• RFP Amendment / Bid Addendum template – updated July, 2022 – prepared by PM & A/E, reviewed & issued by Contract Admin
• CC&R Meeting Register Template
• Blank Bid Tabulation Sheet – updated July, 2022
• Notice of Intent to Award
• CM/Contractor Contract Award Letter template updated July, 2022 – by Contract Admin – Jeff signs award letters over $5M
• CM Trade Package Proposal Award Letter Template – by Contract Admin
  • Instructions for Contractors and their Sureties for Bonded Contracts – updated July, 2022 – enclosure to Award Letter
• Notice to Proceed Template

Administrative/Division 0

• Notice of Invitation for Bids – by OCA w/PM assistance
• Davis Bacon Wage Rates example – include updated document with RFP for projects with NIH funds 
• Certification Regarding Lobbying – include with RFP for projects with NIH funds. Must be executed and returned by the selected CM/GC as part of the contract.

• HECO-6a&b (2021) – VUSBC Statement of Structural and Special Inspections Form & Inspections Checklist – by A/E & Project Manager
• HECO-6a&b (2018) – VUSBC Statement of Structural and Special Inspections Form & Inspections Checklist – by A/E & Project Manager
• HECO-7 – updated 1/22/2024 – General Conditions of the Construction Contract For Capital Outlay Projects – does not include SGC for utilities
  • CO-7 – updated March, 2022 – General Conditions of the Construction Contract
• HECO-7a – Instructions to Bidders
• Pre-proposal/Pre-bid Question Form
• Standard HECO Bid Form Format – by A/E
  • CO-10.2 – Standard Bid Bond – Bid Bond required for values exceeding $1M unless otherwise noted
• HECO-9 – updated 7/22/2021 – Contract Between University & Contractor – Competitive Negotiation, IFB, Sole Source, & Emergency Options, by Contract Administrator
• CO-9a – Workers Compensation Certificate of Insurance Coverage
• HECO-10 – updated 3/17/2022 – Standard Performance Bond
• HECO-10.1 – updated 3/17/2022 – Standard Labor & Material Payment Bond
• Trimble Unity Construct H11 Process – Contract Change Order – Change Order Justification
  • HECO-GC-1 – updated 4/11/2023 – Change Order Estimate (General Contractors)
  • HECO-SC-1 – updated 10/13/2023 – Change Order Estimate (Subcontractors)
  • HECO-SS-1 – updated 9/19/2023 – Change Order Estimate (Sub-Subcontractors)
• Trimble Unity Construct H12 Process – Schedule of Values and Certificate for Payment
• CO-13 - Affidavit of Payment of Claims
• HECO-13.1b (2021) – Final Report of Structural and Special Inspections
• HECO-13.1b (2018) – Final Report of Structural and Special Inspections
• Certificate of Completion by Contractor – required for final Contractor payment – wording now part of Trimble Unity Construct process page when submitter checks final invoice.
• HECO-13.2a – updated July, 2022 – Certification of Partial or Substantial Completion by Contractor

Division 1

• Division 1 Template – updated 2/3/2023 – edited by A/E

Appendices

• Geotechnical Report – if required, see University Design Guidelines, section 3.2.4.1
• Asbestos Survey Report – if required, see University Design Guidelines, section 1.4.4.1
• Lead-Based Paint Survey Report – if required, see University Design Guidelines, section 1.4.4.2
• DGS-30-364 – Submittal Register –or similar approved format

Construction Administration by A/E or PM

• Certificate of Completion by A/E of Record – also see Project Completion for audit response – wording now part of Trimble Unity Construct process page when submitter checks final invoice.
• HECO-13.1a – Certificate of Partial or Substantial Completion by A/E – also see Project Completion for audit response
• HECO-13.3 – updated July, 2022 – Combined Certificate of Use and Occupancy/Temporary Certificate of Use and Occupancy (Rev IV)
  • Sprinkler Inventory Form – to be completed for CUO application with data to be entered by FM Operations
• HECO-13.3b – Checklist for Occupancy – Beneficial, Set-up, or Partial

Reference article

How to Make the Best of Competitive Sealed Bidding (2005), COAA article