If you have ever been the apparent low bidder on a public construction project and had your bid rejected because of an irregularity in the bid documents, you are not alone. What is even more frustrating, and will make you fighting mad, is when the public agency decides to waive the same irregularity of a competitor when you are the second low bidder. Perhaps the best way to avoid this situation is to make sure that you have completed your bid in strict accordance with the instructions to bidders. I know it is difficult to focus on all the particulars when less than an hour before the bid is to be submitted subcontractors and suppliers are sending in prices or changing the ones previously provided. Here is a simple bid checklist that may help you avoid those last minute mistakes.
- Read the "Instruction to Bidders" when you obtain a copy of the solicitation to make sure that there are no unusual or different bid requirements.
- Pre-Bid Conference
- Bid Bond
- Site Visit
- Listing of Subcontractors
- Prepare the bid envelope in advance, identifying (1) the project, (2) the person to whom the bid is to be submitted, (3) the location where the bid is to be submitted and (4) the date and time for the submission of the bid. ALWAYS PLACE CERTIFICATE OF RESPONSIBILITY NUMBER ON THE OUTSIDE OF THE ENVELOPE.
- Complete the bid form and check to determine whether all the blank spaces for prices are completed with a dollar amount or a "---" or "-0-".
- Check your addition and multiplication for unit prices and total bid price.
- Acknowledge all Amendments/Addenda to the solicitation.
- List subcontractors, if required.
- Sign and date the bid documents.
- Check the bid bond, if required, to make sure that it is in the correct amount and proper form.
- Place bid documents and bid bond, if required, into envelope and submit.
In the event you are determined to be the apparent low bidder, and your bid is not more than ten percent (10%) above the amount of funds allocated for the project, it is likely that you will be awarded the contract.