SECTION 3

CHECKLIST

The following checklist includes Bid Depository related items that we have found often re-occur in specifications. This checklist is provided to assist in reviewing the project documents to ensure there is no conflict between the documents and the Bid Depository Rules of Procedure.

1.    TRADE SPECIFIED TO CLOSE THROUGH BID DEPOSITORY

Have you specified all directly related sections?

Do the section/division numbers and titles correspond correctly to the section/division numbers and titles in the project documents? (We recommend the use of the Master format numbers as they will associate most clearly to the Bid Depository Rules of Procedure.)

2.    CLOSING DATES

Have you allowed three working days between the Bid Depository closing and the General Contractors’ closing?

Reminder: Addenda should not be published less than three (3) working days prior to closing in the case of trades covered by the Bid Depository (except in the case of Pre-Bid Interpretations). Where addenda are essential within a shorter time of closing, the time of Bid Depository and General Contractors’ closings should be adjusted accordingly.

3.    SEPARATE, ALTERNATE AND UNIT PRICES

Are any required separate, alternate and/or unit prices clearly identified in at least one of the following:

General Contractors’ Tender Form
Instructions to Bidders
General Conditions and also
the individual sections or divisions of work?

It is preferable to identify in both the individual section or division of work and one of the other locations.

4.    CASH ALLOWANCES

Are any required cash allowances clearly identified?

Do you require that a cash allowance must be carried by the Trade Contractor, rather than all cash allowances to be carried by the General Contractor? If so, specify only in that section or division of work, identify accordingly on the General Contractors’ Tender Form and clearly indicate the requirement in the Instructions to Bidders.

5.    "SUPPLY ONLY" SECTIONS

Have you specified for Bid Depository any sections which are typically "supply only" (such as metal doors and frames, hardware or washroom accessories, etc.)? It is not recommended that these supply only items be put through Bid Depository.

6.    ROOFING

Sometimes the roof flashing and trim specified for the roofing section is in a section for miscellaneous flashing and trims. If the latter, include the following language in the appropriate paragraph listing the trade sections to be included in Bid Depository:

INSERT:

For the purposes of Bid Depository bids, the flashing and trim related to the roof as included in Section (insert no. and title of section) is to be considered as part of Section (insert no and title of roofing section) and shall be included in the bid closing through Bid Depository.

Example:

For the purposes of Bid Depository bids, the flashing and trim related to the roof as included in Section 07600 Flashing and Trim is to be considered as part of Section 07500 Membrane Roofing and shall be included in the bid closing through Bid Depository.

7.    WEATHER PROTECTION AND INSULATION

Sometimes weather protection (such as air barrier, vapour barrier, etc.) and insulation are included in a separate trade section, i.e. for masonry cavity walls, drywall/stucco, metal cladding, roofing, curtain walls. If so this is a related Trade section and should be included in Bid Depository. As well as including the section in Bid Depository add the following language in the appropriate location:

INSERT:

For the purposes of Bid Depository bids, the (insert topic as appropriate) related to (insert as appropriate) as included in Section (insert no. and title of section) is to be considered as part of Section (insert no. and title of section) and shall be bid through Bid Depository.

Example:

For the purposes of Bid Depository bids, the cavity wall insulation and air barrier related to masonry as included in Section 07200 Insulation is to be considered as part of Section 04400 Masonry and shall be bid through Bid Depository.

8.    GYPSUM BOARD & RELATED INSULATION & AIR OR VAPOUR BARRIERS

Sometimes the insulation contained within a wall system such as a gypsum wallboard & metal stud wall is specified within that particular section, such as 09250 Gypsum Wallboard. In order to facilitate bidders that want to bid on all the insulation and air or vapour barriers we would prefer to always have a separate section for this work. The exception to this is as outlined in item 7. above. where it may be more suitable to have the contractor for the exterior wall system, such as a masonry or metal cladding contractor, do the insulation work.

9.    BONDING

All bids through the Bid Depository for $50,000 or more will be bonded unless specified otherwise.

Do you have any requirements for bonding specific trade bids of under $50,000? If so, include a paragraph in the Bid Depository Section of the project documents which identifies the requirements for the specific trade section(s) or division(s).

Is there a strong reason (such a the geographic location of the project) to waive bonding for any trade bids? If so, identify those sections in a separate paragraph, such as

INSERT:

The current BCCA Bid Depository Rules of Procedure bonding requirements for trade contractors apply except for the following trade section(s) or division(s). All other Bid Depository Rules of Procedure shall apply. Section 06400 - Architectural Woodwork Section 16720 - Alarm and Detecting Systems

10.    EXTENDED WARRANTIES

They are not covered by bonds. Therefore since trade contractors can not qualify their bids through Bid Depository it creates a situation that could potentially result in a disqualification. An owner is paying for something they may never receive the benefit of, if the contractor is not available to honor an extended warranty. A Maintenance Bond may be more appropriate.

11.    SITE SERVICE CONNECTION FEES

Our preference is to have them included as a cash allowance. Information received from municipal / utility personnel is not always consistent or reliable and could cause a competitive advantage situation or the owner an excessive amount of money.

11.    STAGED TENDER CLOSINGS

Staged tender closings only result in situations that encourage ‘ bid shopping ‘. With the use of the Bid Depository, the 3 days between closings allows General Contractors sufficient time to prepare alternate / separate prices and a list of named trades.