Electronic Bidding Procedures
The following scenarios are acceptable for Paper and/or Electronic Bids/Bonds.
Paper bid (when specifically allowed by the proposal) with an electronic bond : You must fill out the Surety number given to you by the surety agent on the
C-24 form, sign it and submit with your paper bid. VDOT uses this number to verify your bid bond.
Electronic bid with a paper bond : The bond must be in the Contract Engineer’s office prior to reading the bid or your bid will be considered non responsive. Your Bid Bond folder will stay red in Expedite but you can still submit an electronic bid.
Electronic bid with the electronic bond number on paper : You must fill out the Surety number given to you by the surety agent on the C-24 form, the bond must be in the Contract Engineer’s office prior to reading the bid or your bid will be considered non responsive. Your Bid Bond folder will stay red in Expedite but you can still submit an electronic bid. VDOT uses this number to verify your bid bond.
Annual Bid Bonds : If you are using the annual bid bond process, you must ensure that the Power of Attorney is delivered to the Contract Engineer prior to the bid opening.
How to fill out the Miscellaneous Section .
Dropdown Boxes : There are several dropdown boxes where you can choose a value. The dropdown boxes are mandatory and cannot be left blank.
Acknowledgement of Revisions : Enter the date of the revision (amendment). The format is 02/02/2002 and the system will modify this to the appropriate system value.
Contracting association membership : Enter the name of the Contracting association that you are a member of, and its location.
Next, the dropdown boxes require you make a choice (Have, Have Not).
Next, the dropdown box requires you to certify to the information listed above (Yes or No).
Conditional Withdrawal (Yes, No). If you select Yes, you must then fill out the remainder of the boxes on the form.
Price Adjustments : If you select Yes, you must then put in the price in the following boxes.
Status of Contracts on Hand : You must select either Will or Will Not.
Electronic Bid Certification : You must select either Yes or No.
C-42, Status of Contracts on Hand – submit once a year .
Submit the C-42 with the annual prequalification information and as major changes occur in the contractor’s capacity.
Joint Venture process
Currently, a Joint Venture must become prequalified as a single entity to bid. The Joint Venture is given a unique Vendor ID by VDOT. The Digital ID will be handled the same way as other IDs and will be unique to that Joint Venture Vendor ID.
Expedite software – multiple states .
E ach state uses a separate version of Expedite. If your firm bids on projects in multiple states you will need to have separate versions installed on your computer. Make sure when you download the State’s version of Expedite, that you save it to your computer with a unique name (Example: VAexpedite, NCexpedite, GAexpedite, etc.). This avoids conflicts between different versions residing on the same computer.
Detail amendment process :
VDOT will notify you by mail, place the revision letter on our Construction Advertisement Bulletin Board (CABB), and if there is a change in the price sheets, there will be an amendment file on the Bid Express web site for the respective project. It is your responsibility to make sure that you download and apply the amendment.
Once an amendment file has been posted, it can be found on the Bid Express page for the specific project. Links are available on the right hand side of the screen. The amendment file link is available underneath the .ebs file and it has an extension as follows:
- Initial amendment file: .001 file extension
- If a subsequent file is posted it will have a .002 extension
From the Bid Express web site, you download the amendment file and save to your Expedite/Gen folder. Open Expedite, then open the original .ebs file for the call that has been revised, then click the "File" menu, then "Load Amendment". A pop up window will show you what changes have been made to the file.
Acknowledgement of Revisions:
- Recently there has been some confusion regarding acknowledgement of Revision. Please be sure to read “Electronic Bidding Procedures – Detail Amendment Process” under Electronic Bidding at the Construction and Maintenance Website prior to submitting a bid. Bid Express will alert you only of an amendment to the schedule of Bid Items. All other changes such as time limits, specs. plan changes, etc. will not show up in BidX. As always, plan revisions are mailed to plan holders. However, to ensure you have all revisions you must check the advertisement page (CABB website). Revisions are noted in the third column under “Notices”. There is a link from BidX to this site. Failure to acknowledge Revisions will result in rejection of Bids.
- If you do not purchase paper plans or proposals from the VDOT plan room, I cannot notify you of plan revisions. It is you responsibility to check in NOTICES on the VDOT advertisement page for Revisions.
Expedite DBE Commitments
The Electronic version of the C111 and C112 Instructions