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General Information
Solicitations
Account Management
Procurement Help
Invitation for Bids Process
An Invitation for Bid (IFB) process is generally used to solicit
bids for construction projects.
Under $25,000
VTA may procure construction services through negotiation, but generally
uses the IFB process unless time constraints make the IFB process
unfeasible. VTA general procures services under $10,000 using a
purchase order.
Greater than $25,000
VTA utilizes the IFB process for all construction projects greater
than $25,000. Bids are advertised locally, and upon the scheduled
deadline for receipt, bids are opened publicly and read.
Advertising for Bids
IFB Solicitations are published in the online CAMM system and the
San Jose Mercury News. The
San Jose Business
Journal, Daily
Pacific Builder and La Oferta are also used ocassionally.
Advertisements in the San Jose Mercury News appear in the Legal
Notices section and are generally run on Sunday and Monday.
Contract Document Purchase and Review
Contract Documents, plans and drawings may be obtained at VTA's Contract
Office, Building A, 3331 North First Street, San Jose, California.
It is important that firms planning to submit a bid obtain the
IFB from VTA and register with VTA as a plan holder. Only registered
plan holders are assured of receiving changes to IFB.
Bid documents can be reviewed, at no cost, at VTA's Contracts
Office, as well as at the following additional locations:
Santa Clara Builder's Exchange
400 Reed Street, Santa Clara, CA, 95050
Tel: (408) 727-4000
FW Dodge Plan Room / Daily Pacific Builder
1774 Technology Drive, San Jose, CA, 95110
Tel: (408) 452-7667
Daily Construction Services
80 Swann Way, Suite 130, Oakland, CA, 94621
Tel: (510) 636-2480
Peninsula Builders Exchange
735 Industrial Way, San Carlos, CA, 94070
Tel: (650) 591-4486
Pre-Bid Conference
A Pre-Bid Conference is generally conducted prior to bid opening.
The purpose of this meeting is to present the project, review contract
requirements, inform prospective bidders and potential subcontractors
of subcontracting and material supply opportunities, and to receive
comments and questions regarding the work and the Contract Documents.
Addenda to Contract Documents
Any and all changes made to the IFB will be made by written Addendum,
which will be issued to all registered plan holders. If changes might
affect the bid price, the date set for the opening of bids may be
postponed if necessary to enable sufficient time for bidders to revise
their bids.
Bid Security
Bid security in the amount of 10% of the total contract price
is required for all bids.
Bid Opening Procedure
Bids must be received by the time stated in the IFB. Whether late
by seconds, minutes or hours, a bid which is not clocked in by the
stated time will be returned unopened.
Sealed bids are publicly opened and read at the time and place
stated in the IFB. Each bidder's name and the total amount
of the bid are announced. Attendance at the bid opening is not required
to be eligible for contract award. The apparent low bidder will
be announced, however, a final determination of the lowest, responsive,
responsible bidder will be sent to all bidders in the form of the
Notice of Recommended Award.
VTA reserves the right to reject all bids if it is in its best
interest.
Award Process
Award shall be to the lowest, responsible, responsive bidder.
Upon award of a contract, the successful bidder will be required
to:
- Execute a Construction Agreement
- Provide Performance Bond
- Provide Payment Bond
- Provide Certificates of Insurance
Failure to provide the above will result in forfeiture of Bidder's
security.
Notice to Proceed
After receipt of the Construction Agreement, and approval of Bonds
and Insurance Certificates, VTA will issue a Notice to Proceed.
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