CONTRACT SUBMISSION 1.0 Introduction Submission of the Contract Package takes place during Phase 5 - Tendering of detail design. During this phase the final Contract Package is submitted to the Regional Contract Review Office then to the Contract Tendering Section (CTS) in St. Catharines for advertising on the Ministry's Registry, Appraisal and Qualification System (RAQS). A complete Contract Package consists of everything required to tender a project, including the Tender Document, Plans, Drawing Books, Quantity Sheets, attachments, submission form, checklists, reports, cost estimates, etc. All components must be completed and submitted in their entirety as part of the submission of the Contract Package. 2.0 Submission to Regional Contract Review Office (CRO) Contract Packages are to be submitted in full on the due date specified by the CRO which is typically 4-6 six weeks prior to the scheduled advertising date. On the due date the designer shall transfer ownership of the CPS file to the CRO and shall submit the following completed items: Contract Package Submission Form (See H-410). Contract Package Review Checklist (See H-401). CPS Quality Assurance Report. Detailed estimates for all Lump Sum and Major Items. A final formatted copy of the Tender Document. Contract Drawings and Quantity Sheets in PDF format. Contract Attachments in PDF format. 3.0 Submission to Contract Tendering Section (CTS) Contract Packages to be tendered by CTS via RAQS on-line tendering system are to be submitted in full on the due date specified by CTS which is typically 2 weeks prior to the scheduled advertising date. On the due date the CRO shall transfer ownership of the CPS file to CTS and submit the remainder of the contract package in its entirety via Enterprise Attachment Transfer Service (EATS). August 2017 (UNDER REVIEW) Page 1 of 5 CDED H-200
4.0 CTS Submission Guidelines a) Submission Enquiries Enquiries regarding regional submission of contract packages should be directed to the appropriate regional Contract Review Officer (CRO). Enquiries regarding Provincial Office submissions should be directed to Team Lead, Contract Tendering Section (CTS), telephone 905-704-2198. Project managers and service providers should direct all communications to CTS via the regional CRO. The contract number must be quoted in the subject line of all enquiries to CTS and the distribution of all contract related correspondence should include the Team Lead and Contract Technicians. Enquiries regarding issues related to Contract Preparation System (CPS) should be directed to Andy Luo, Design Innovation Section, telephone 905-704-2332. b) Due Dates Due dates for submission of contract packages to CTS are set at two weeks prior to the advertising date shown on the Capital Construction Advertising and Award Schedule issued weekly by ISB, Capital Programming Section. CROs must review the schedule weekly and report any discrepancies to their Regional Program Development Officer in order for the information to be updated in Contract Improvement Delivery System (CID). Contract Packages must be submitted in full to CTS by the regional CRO, on or before the due date. The submission must include all items as detailed in section 3.1 above. All contract documents and attachments must be in electronic.pdf format and transferred via e-mail or Enterprise Attachment Transfer Service (EATS). c) Rejection of Submissions The following may result in the rejection of a submission and a delay to the scheduled advertising and tender opening dates. Submissions that do not comply with the requirements of these guidelines. Failure to submit a complete package and transfer all files and documents, on the due date. August 2017 (UNDER REVIEW) Page 2 of 5 CDED H-200
CPS files that are not up to date as of the submission date; files that crash when the Tender Package is generated or contain improperly formatted SP s, obsolete/history entries, or missing information. d) Regional Review of Documents Posted on RAQS/MERX Final documents posted on the Registry, Appraisal and Qualification System (RAQS/MERX) must be reviewed by the MTO Project Manager and members of the Design Team. Any errors or omissions should be reported to CTS immediately. e) Contract Drawing Book Contract Drawing Books shall be provided to the Contract Tendering Section in the following format: Submit each book as a separate PDF file. Individual file size must be 40 MB or less. Plan Books are to be separated into Contract Drawings and Quantity Sheets. File naming protocol to be used is: - 2015-1234 Contract Drawings - Book 1 of 1-2015-1234 Quantity Sheets - Book 1 of 1 Where file size necessitates splitting up the electronic files the naming protocol is: - 2015-1234 Contract Drawings - Book 1 of 1 - File 1 of 2-2015-1234 Contract Drawings - Book 1 of 1 - File 2 of 2 Each book shall be limited to approximately 100 pages (double sided). Format drawing sheets to 11 x 17 inches. The Plan Book Index shall be produced in and exported from CPS, not AutoCAD. 5.0 Attachments That Do Not Form Part of the Contract Designers must exercise care when including contract attachments in order to clearly distinguish between those that are intended to form part of the Contract Package/Contract Documents and those that are being made available to bidders for information purposes only. August 2017 (UNDER REVIEW) Page 3 of 5 CDED H-200
Care must be taken to clearly distinguish and identify the documents that are being provided to bidders for information purposes only for example as constructed drawings from previous contracts in the area or copies of old contract documents, otherwise they will be deemed to form part of the Contract. 6.0 Changes After Submission Revisions to the Contract Documents may be necessary after submission of the Contract Package for tendering. Changes that affect the bid price significantly should be incorporated even after submission for tendering. The MTO Project Manager is responsible for ensuring that any changes made to the Contract Package after submission for tendering, are reviewed by the Contract Review Officer (CRO), endorsed by the appropriate Functional Area or Provincial Functional Office (PFO), and approved by the appropriate manager (e.g. Area Manager, Manager of Engineering, Manager of Operations, etc.). Changes that are submitted with sufficient lead time can sometimes be incorporated into the Contract Package before advertising. When this is not possible an Addendum will be required. 7.0 Review and Submission of Addenda a) Review of Addenda Prior to submission of an addendum to the Regional Contract Review Officer (CRO), the Designer must complete a comprehensive review of the documents including but not limited to the items outlined in the Addenda Review Checklist provided in Section H-402. The checklist is provided to assist the Designer in compiling deliverables and is not to be considered exhaustive or meeting the requirements for a comprehensive review. b) Submission of Addenda Addenda packages are to be submitted in full on the due date specified by the CRO. On the due date the designer shall transfer ownership of the CPS Addendum file to the CRO and submit the following items completed in full: Addendum Package Review Checklist (See H-402). CPS Quality Assurance Report. Detailed estimates for Lump Sum and Major Items added via the Addendum. August 2017 (UNDER REVIEW) Page 4 of 5 CDED H-200
A final formatted copy of the Addendum tender document. Final PDF copies of Addendum Contract Drawings, Addendum Quantity Sheets, and other applicable attachments. Addenda packages for projects tendered by CTS via RAQS/MERX on-line tendering system are to be submitted in full on the due date specified by CTS. On the due date the CRO shall transfer ownership of the CPS Addendum file to CTS and shall submit the remainder of the Contract Package in its entirety via Enterprise Attachment Transfer Service (EATS). August 2017 (UNDER REVIEW) Page 5 of 5 CDED H-200