Bidding When, Who and How
When to Bid During the CAP Implementation Phase • No UCR and over the duration of the phase costs over $1,000 exclusive of mark-up
When to Bidcontinued During any Phase • For any activity as directed by DEQ • To demonstrate a reasonable rate that is higher than a DEQ established UCR for a Task or Material Code.
When to Bidcontinued When transporting & disposing of more than 250 tons of contaminated soil
Who - the Primary Consultant • A Consulting Firm MAY NOT bid on scopes of work at sites where the Firm is the primary consultant!
Bidding Requirement & Procedures • Freight, Shipping and Applicable Taxes as Line Item costs within the Scope of Work
Bidding Requirement & Procedures Obtain a minimum of 3 qualified bids • In writing when the scope of work is equal to or exceeds $5,000
or Phone Bids When a scope of work totals $4,999.99 or less
The Bid Process cont. Change Orders Any change to an approved scope of work is a CHANGE ORDER • Requires Case Manager approval • RE-BIDDING REQUIRED when a unit price was not part of the original bid
The Bid Process cont. • Eligible & Ineligible Items • Can be bid together PROVIDED that Separate Costs are obtained for the Fund Eligible Work
Types of Bids • Lump Sum Bids • Unit Price Bids • Combination of the two
Types of Bids • Lump Sum • Fixed total cost for providing materials or services
Types of Bids continued • Unit Price • Cost by unit of measure • Number of units for each phase/sub-phase authorized on AAF
Types of Bids continued • Lump Sum Bid with contingent Unit Rates • Additional units authorized using the Change Order Process
Bid Form Changes • Changes have been made to the following: • Bid Summary Form • Bid Comparison Form – now 2 • Bid Work Progress Reporting • AAF Cost Worksheet
Using an Existing Bid at Multiple Sites • The Existing Bid must be less than a year old • Copies of the original bid AND Bid Comparison form must be attached to a new Bid Comparison Form
Using an Existing Bid at Multiple Sites • The new Bid Comparison Form is filled out with the new site information • List only the company that will perform the work or supply the item. • After use of the original bid is approved, work may proceed
Using an Existing Bid at Multiple Sites • To transfer a bid from one site to another IT MUST BE THE ENTIRE BID
Using an Existing Bid at Multiple Sites • Bids that contain eligible & ineligible items or activities CANNOT be used at another site
$1,000 Limit • Certain cost for operation & maintenance exceed $1,000 over the duration of the CAP-IMP Phase
$1,000 Limit For disposable items • unit pricing bids…
$1,000 Limit Replacement parts or repairs outside the system’s warranty • 3 phone quotes or bids at the time the part is needed • justification of sole source purchase PRIOR to obtaining the part.
Reimbursement of Bid Items • Shipping/Handling & Sales Tax are X-Coded on the AAF Cost Worksheet • 100% when item is shipped directly to the site • Allocated based on units used at site when item was shipped to your business location or warehouse.
Reimbursement of Bid Items • Submit all subcontractor invoices for bid work. • Mark-up allowed only for costs billed to the RP through the Primary Consultant
Reimbursement of Bid Items • Lump Sum Bids get claimed on Bid Cost Worksheet • Unit Price & Change Orders get claimed on AAF Cost Worksheet