S F Johnson Consulting, LLC
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Division 00

Division 00

📑 Division 00 — Procurement & Contracting

Front-end documents that control **how you bid**, **how you’re selected**, and **the contract you sign**: advertisements/instructions to bidders, prequal, bonds & insurance, general/supplementary conditions, addenda, bid forms, alternates, unit prices, allowances, and post-bid award steps. Always follow the actual RFP/ITB & Owner terms.

🧭 Scope — What’s in Division 00

  • Advertisement/Invitation to Bid • Instructions to Bidders • Bid Forms • Bid Security (Bid Bond).
  • Prequalification (RFQ), RFP/Best-Value scoring criteria, interview requirements.
  • Contract Forms (e.g., AIA/EJCDC/Owner forms) • General & Supplementary Conditions.
  • Insurance & Bonds • Alternates • Unit Prices • Allowances • Addenda/Clarifications.
  • Post-bid → apparent low/Best Value → scope review → Notice of Award → Contract/PO → NTP.

📣 Procurement Models

  • ITB (Low Bid): price rules; strict responsiveness/responsibility.
  • RFP (Best Value): technical + price; scoring matrix; interviews.
  • RFQ/Shortlist: qualifications first; then RFP/ITB to finalists.
  • Job Order/On-Call: unit-price catalogs; task orders later.

🏗️ Delivery Methods

  • DBB: Design–Bid–Build (separate A/E & GC contracts).
  • CMAR/CM-GC: Precon + GMP; trade buyout later.
  • Design-Build: single contract for A/E + GC.
  • Public/Private: extra statutes for public (bonds, wage, Buy America, etc.).

👥 Prequal & Compliance

  • Licensing, similar projects, safety EMR/OSHA logs, financials, bonding capacity.
  • DBE/MBE/WBE/SBE goals, locality preferences, apprenticeship ratios (as required).
  • Past performance references; debarment/affirmations; non-collusion affidavits.

🛡️ Bonds & Insurance (Typical)

  • Bid Bond: usually 5–10% of bid; surety on Treasury list.
  • Performance & Payment Bonds: usually 100% each.
  • Insurance: CGL, Auto, WC/EL, Umbrella; Additional Insured/Primary & Non-Contributory; Waiver of Subrogation; Builder’s Risk/Installation Floater (as assigned).
  • OCIP/CCIP projects: enroll subs; follow wrap rules.

✉️ Instructions & Addenda

  • Pre-bid meeting/site visit requirements & sign-in.
  • RFI deadline & addendum issue dates; acknowledge all addenda on bid form.
  • Bid validity (e.g., 60–90 days), substitution windows, withdrawal rules.
  • Liquidated damages, schedule constraints, working hours, access limits.

💵 Alternates • Unit Prices • Allowances

  • Alternates: add/deduct scope; priced cleanly; no scope overlap.
  • Unit Prices: measurable work (rock, unsuitable soils, demo by SF/LF/SY).
  • Allowances: placeholders for unknown finishes/equipment; reconcile via CO.
  • Clarify taxes, freight, permits/fees, temp utilities, testing/inspection responsibility.

🗓️ Procurement Timeline (Template)

  1. Advertise/Issue RFP/ITB + plan room posting.
  2. Pre-bid conference & site walk.
  3. RFI period → last addendum date.
  4. Bid due (sealed/electronic) → public opening or committee intake.
  5. Bid tab/Responsiveness check → apparent low/best value.
  6. Interviews/clarifications → notice of intent to award.
  7. Contract routing/bonds/insurance → Notice to Proceed.

🏁 Bid Day Playbook

  • Confirm **addenda acknowledged** and bid form is complete (math checked, signed, sealed).
  • Include required attachments: bid bond, non-collusion, certifications, subcontractor lists, alternates.
  • Verify **licensing & DIR/registration** numbers if public work (state-specific).
  • Lock quotes, freeze scope, and capture last-minute addenda clarifications on the summary sheet.

🧾 Post-Bid → Award

  • Bid tab & responsiveness/responsibility check; waiver of irregularities (if allowed).
  • Scope review with apparent low/best value; confirm schedule, long-lead items, exclusions.
  • Issue Notice of Award → collect P&P bonds, COIs/endorsements, subcontractor list, baseline schedule.
  • Execute contract → issue NTP with contract time start & milestone dates.

🏛️ Public Projects — Extra Requirements (Verify Jurisdiction)

  • Prevailing wage/certified payroll; apprentices; craft ratio rules.
  • Buy America/Build America • domestic content certifications.
  • Resident/local hire goals; small/disadvantaged business participation.
  • Non-collusion affidavits; anti-lobbying; debarment certifications.
  • Open records/public bid opening; protest procedures and deadlines.
  • Pre-award EEO/AA plans; safety stats (EMR/TRIR) disclosures.

Your RFP/ITB governs. State-plan rules vary—follow the exact front-end forms.

🧮 Quick Math & Front-End Forms

Bid Bond (Typical)

Amount = Bid × % (e.g., $2,400,000 × 10% = $240,000 penal sum).

Bond Premium (Rough)

P&P Premium ≈ 0.7–1.5% of contract (credit & size dependent).

LDs (Liquidated Damages)

LDs Owed = Rate/Day × Late Days (e.g., $1,000 × 12 = $12,000).

Bid Validity Window

Track: Bid Date → Hold Days (e.g., 60–90) → anticipated award.

Addenda Log

#, date, description, spec/dwg refs, bidder acknowledgment box.

Bid Tab Essentials

Base bid, each alternate, unit prices, allowances, clarifications, exclusions.

📝 Self Test

  1. Name three documents you must submit with a sealed bid.
  2. What’s the difference between an Alternate and an Allowance?
  3. List two items that typically appear in Supplementary Conditions.
  4. What does “responsiveness” vs “responsibility” mean in low-bid procurement?
  5. How is a Bid Bond penal sum typically calculated?
  6. Give two reasons a bid can be rejected as non-responsive.
  7. In Best-Value RFPs, what non-price factors are commonly scored?
  8. What must you do with every addendum on the bid form?
  9. List two compliance items more common on public projects.
  10. What are the steps from apparent low/best value to NTP?

Answers: (1) Bid form, addenda acknowledgment, bid bond (others: affidavits, subs lists). (2) Alternate = defined add/deduct scope; Allowance = placeholder $ reconciled later. (3) Project-specific insurance limits/endorsements, LDs, working hours, site rules. (4) Responsive = correct, complete, on time; Responsible = qualified/credible bidder. (5) Bid × stated % (e.g., 5–10%). (6) Missing addenda acknowledgment; unsigned/late/incorrect bond. (7) Experience, team resumes, approach, schedule, safety, DBE plan, Q&A/Interview. (8) Acknowledge each by number/date; include any revised forms. (9) Prevailing wage/certified payroll, Buy America/domestic content, DBE goals. (10) Bid tab → scope review → Notice of Award → bonds/COIs/contract → NTP.