PUBLIC WORKS DEPARTMENT BIDDING GUIDE

PUBLIC WORKS DEPARTMENT BIDDING GUIDE

January 24, 2018 This guide has been created to help contractors with the process of bidding on Mille Lacs County Road and Bridge projects. It covers the steps required, from creating an account to submitting a bid. The intent is to make the process easy to follow for anyone who wants to bid on a Mille Lacs County project. You can use the internet to view a list of Mille Lacs County projects that are currently advertised for bids at the following locations: County Website: www.co.mille-lacs.mn.us > Departments > Public Works > Projects for Bid / E- Gram > Advertisement for Bids egram site: https://egram.co.mille-lacs.mn.us/ MnDOT eadvert site: https://eadvert.rtvision.com/ In the case of discrepancies, the project bid documents supersede information in this guide. Mille Lacs County has no prequalification requirements for submitting a bid, but it is the bidder s responsibility to determine if their company is able to meet the requirements of the project before submitting a bid. After the bid is opened, the lowest responsible bidder may be requested to make a written statement before the award of the bid, stating their experience and the amount of capital and equipment they have available to do the work. How to Obtain Bidding Documents The preferred method for obtaining bidding documents is via the internet. However, paper copies of the bidding documents will be available from the Mille Lacs County Public Works Department during the advertisement period. There are two options for submitting bids on Mille Lacs County projects: Hard Copy and Electronic. Check the advertisement of bids and special provisions to find out which type of bid is required for a specific project, as that will vary from project to project. A fee is required to be paid by the contractor to use bidvault (electronic bidding). How to Obtain Bidding Documents Electronically 1. Bidders will need a User ID and Password for their company through ConneX. Bidders must register through the ConneX system to download plans, be added to the plan holder list, and bid on projects. In the ConneX system, you will be able to set up a company User ID and Password for each employee you want to have access to the system. 2 P a g e

An informational Guide to help you through the process of setting up your account is available at: https://connex.mn.uccs.com/. Select Guide as indicated on the screenshot below to guide you through the setup process. Guide is located here 2. Go to the Mille Lacs County E-Gram site and download the plans, proposal, etc. Mille Lacs County E-Gram website: www.co.mille-lacs.mn.us > Departments > Public Works > Projects for Bid / E-Gram, click on the link for E-Gram. a. Go to the E-Gram site where you can see projects in bidding, construction, and planning. b. Click on the Project ID for the project that you are interested in. c. At the project page, you can view the advertisement of bid, current plan holders, and messages. d. Login using ConneX user ID and password. e. Under Project Files on the left are documents for download. Important: Download files individually, do not download all files. f. After downloading all plans, specifications, addenda, etc., the contractor will be added to the plan holder list on the project page, found under Plan Holders. g. Addenda: Each plan holder is responsible for all addenda. Registered plan holders will be notified by e-mail of any addendums that are released. Plan holders are encouraged to check E-Gram for addenda throughout the advertising period. It is your responsibility to acknowledge receipt of addenda with your bid. *This is important, as any addendum unapproves/unsigns ALL bids already submitted by electronic bidding. The contractor must acknowledge the addendum and resign the bid before resubmitting. If the bid remains unapproved and unsigned, it will NOT be accepted. How to Obtain Hard Copies of Bidding Documents 1. In Person (no charge): Mille Lacs County Public Works Department 635 2 nd Street SE Milaca, MN 56353 2. Mail (fee applies): Shipping Charge will apply as detailed in the advertisement. Bidding documents will not be mailed until the shipping fee has been received. 3 P a g e

Electronic Bidding Method Information For projects that require electronic submittal, please follow the procedures below: Electronic bidding is available for Mille Lacs County projects through bidvault. BidVAULT can be accessed through Mille Lacs County s E-Gram site or https://bidvault.mn.uccs.com/. A Guide and technical support are provided by clicking: https://bidvault.mn.uccs.com/ and choosing Guide in the upper right hand corner (see screenshot below). Guide is located here Important: For projects that are required to use bidvault, E-Gram must be used to obtain bidding documents. All required bidding documents must be submitted through bidvault as listed in the Proposal Documents. A bid security (bid bond or certified check) may be submitted electronically or in paper form. A bid key will be generated by bidvault. You will need this bid key each time you wish to access your bid online. Each project has a unique bid key. Bid Security Bid security (bid bond or certified check) is required for all projects. The bid bond is five percent (5%) of the contract amount or per the project specifications amount. There are three options available for submitting the bid security: Submit an electronic bid bond with your electronic bid on bidvault for this project using Surety 2000 or InSure Vision; or Submit the original paper bid bond or certified check to Mille Lacs County Public Works Department, 635 2 nd Street SE, Milaca, MN 56353. The bid security must be received in the Mille Lacs County Public Works Department office prior to the bid opening time and date; or E-mail a copy of your original paper bid bond or certified check prior to the bid opening time and date to: bids@co.mille-lacs.mn.us. Subject line of the e-mail must include the project number and the words Bid Security. Your original signed bid security must be received in the Mille Lacs County Public Works Department office within three (3) days after bid opening. 4 P a g e

Important Items to Remember: Keep your bid key in a safe place. The key keeps your bid safe and protects your bid information. Each project has a unique bid key. You will need it each time you wish to access your online bid. All employees who will need access to this bid key will also need to access your company s electronic bid. If you lose your bid key and request a new one, your previous bid submissions will be voided and deleted. You must re-enter and re-submit your bid information. All items must have a value in the Schedule of Prices. DO NOT LEAVE A FIELD BLANK. Any item or items added or modified through an addendum will be highlighted. Submit your bid security by one of the methods addressed under Bid Security. Approve and submit your bid (following the instructions through bidvault). You may withdraw a bid by reopening the bid in bidvault and electing to withdraw the bid. If the bid is withdrawn before the bid opening time, the bid will not be passed to Mille Lacs County. Hard Copy Bidding Information For projects that require Hard Copy submittal, please follow the procedures below: Important: Read the entire proposal booklet; all bids must be written in blue or black ink, or typewritten. Submit the complete proposal booklet and make sure the following pages are filled out completely AND submit a Certificate of Compliance from the MN Department of Human Rights. a. Title Sheet b. Non-Collusion Affidavit c. Proposal (Bid) Bond d. Responsible Contractor (failure to include this document will result in rejection of your bid) e. Schedule of Prices (total the amount and carry the total to the top of Form 21126D Proposal Guaranty). f. Form 21126D Proposal Guaranty Carry the total bid amount forward from the Schedule of Prices and sign the proposal. Receipt of Addenda If any addenda (changes to the proposal documents during the bidding process) were sent out, write the addenda number and date in the space provided. Note: You are responsible for the information contained in all addenda; it is strongly suggested you contact the Mille Lacs County Public Works Department prior to the time bids are due to be sure you have received all addenda. Execution of Proposal The upper part is for an individual or a partnership. Provide the requested information. Much of this information is the same as the Title Sheet. The lower part is for a corporation. List the officers of the corporation and sign. Complete the Information for MnDOT, Office of Civil Rights EEO-2 Form information. 5 P a g e

Questions? Bidding questions may be submitted to Mille Lacs County Public Works Department via the following methods: E-mail: publicworks@co.mille-lacs.mn.us Telephone: (320) 983-8201 In Person: Mille Lacs County Public Works Department Mille Lacs County Historic Courthouse (Upper Level) 635 2 nd Street SE, Milaca, MN 56353 Office hours are M-F 8 a.m. 4:30 p.m. 6 P a g e