Resolutions-2019-022

Office of Contracts/Project Delivery Bureau 800 Lincoln Way | Ames, Iowa 50010 Phone: 515-239-1414 | Email: [email protected] To: Local Agency Contracting Authority Subject: Contracts for Award Determination The Iowa DOT has accepted bids on behalf of your agency. We have determined the contractor who provided the lowest responsive bid. It is your responsibility to analyze the bids and make a final determination to award the contract or reject all bids. You have or will be receiving an email with the confidential bid tabs for your review. The contract will be placed in the contract signing drawer of Doc Express soon. Please take one of the two following actions: REJECT ALL BIDS OPTION Do not have discussions with the contractor prior to rejecting all bids. 1. Take formal Board/Council action to reject all bids. 2. Send written notification to the contractor of your intent to not award a contract. 3. Send written notification with justification to the Office of Contracts, Iowa DOT, of your action to reject all bids within 30 days. You may send this letter (on letterhead) by email to: [email protected] 4. Destroy bid tabs. This information is confidential for projects that are not awarded. AWARD OF CONTRACT OPTION Do not discuss or have discussions with the contractor prior to receiving notice from the IA DOT that the IA DOT has concurred in the award of the contract, signed and marked the contract completed in Doc Express. 1. Take formal Board/Council action to award the contract. 2. Place your approval on the contract in Doc Express. Do not remove any pages from this contract or anything from the contract signing drawer in Doc Express. 3. Once your approval is placed on the contract it will be released so the contractor can verify the bond and sign the contract. 4. Once the bond has been verified and the contractor has signed the contract, the Local Agency must digitally sign the bond and the contract. 5. The prime contractor will upload a certificate of insurance as an "Other Required Document" into the contract signing drawer, listing the local entity as an "additional insured". The Office of Contracts will review the insurance certificate. 6. Prior to contract signature and concurrence in award by the Office of Contracts, the Office of Contracts will authorize all subcontract requests that have been submitted to the Office of Contracts. The Office of Contracts will process and place the tax certificates along with the AA/EEO Poster in the contract signing drawer. If no subcontractor request was sent in prior to the IA DOT's concurrence with award, only the prime contractor's tax certificate will be in the contract signing drawer with their AA/EEO Poster only listing the prime. It is the responsibility of the local entity to sign all tax certificates for the prime, each tax certificate must have a signature on it. You will need to download the tax certificates and AA/EEO Poster and sign them by pen and either email them or US mail them to the prime contractor or you can upload them to the Contract Document drawer in Doc Express but you will not be able to upload them back to the contract's signing drawer. There is no change to the policy for processing/approving subcontractor requests. 7. After the prime contractor and the local entity have signed and verified the bond and the contract, the Office of Contracts will review all documentation to ensure everything is in compliance with IA DOT Specifications. The Office of Contracts will concur in award, digitally sign the contract and mark the contract as "Completed by the Office of Contracts". There will be no further action needed in the Contract Signing Drawer. 8. Once the contract has been marked "Completed by the Office of Contracts", you may have conversations with the prime contractor, schedule the pre-construction meeting and work may commence. 9. All contracts and contract documents should be approved for award and digitally signed within 30 days, regardless of when the work is proposed to begin.