OSU PaCS 304-12: Timelines

Purpose

To provide an outline of the time required to process an Invitation to Bid for an advertised Public Improvement construction project.

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Applicability

This procedure is applicable to construction projects valued at $25,000 or greater.

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Background Information

The authority for contracts for repairs and public improvements is in OAR 580-050-0032.

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Policy

Once a project has been funded and authorized the following procedure will be used to solicit bids.

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Procedure

Timeline

1. One full week is needed (1) before the advertisement can be placed in order to prepare the final specifications and incorporate them into a Project Manual, (2) to prepare the bid form, (3) to prepare the advertisements, (4) for copying any drawings and (5) the printing of the Project Manuals.  (NOTE: If the project is estimated to be over $3,000,000 or is a non-standard contracting process (REP, CM/GC, design/build) it must be sent to the Department of Justice for legal sufficiency review, which typically takes one to two weeks.)  Advertisement dates for OSU on-campus projects are always on Tuesdays.
   
   
2. 1-1/2 weeks until the mandatory pre-bid walk-thru is held.
   
   
3. 2-1/2 weeks until bid opening is scheduled to allow time for substitution requests and addenda preparation and distribution.
   
   
4. 1-2 days for contract award assuming there are no problems with the bid or no need to obtain additional funding.
   
   
5. Contractor has up to 10 days after receiving award letter to obtain bonding and submit the signed agreement, insurance certificates, and performance and payment bonds.
   
   
6. 1-2 days for contract documents to be bound and executed by the Associate Director of Business Services/OSU Contracts Officer
   
   
7. Once the contract is executed a pre-construction conference can be scheduled by the Construction Manager.

"Days" refer to calendar days including weekdays, weekends and holidays.

The total time is approximately 6 to 8 weeks from project approval to start of work.  It should be noted that this time schedule reflects the optimum situation.

OUS Retainer contracts take 2-3 weeks less as there is no delay for advertisement. Retainer type contracts are typically simpler projects and therefore not as much time is needed substitution requests.

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Cross Reference

See PaCS 101-02: Department of Justice (DOJ) & Other Reviews & Thresholds.

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