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Bids for Construction and Renovation

Policy

In order to ensure compliance with local building codes and safety regulations, satisfy insurance requirements, and minimize risk exposure; all requests for building renovations will be submitted to Facilities Management for review and approval. Renovations include, but are not limited to, changes/additions to work space configuration, painting/plastering, electrical, plumbing, hvac, floor covering, access/egress, structural, etc. Facilities Management is charged with the responsibility of deploying available in-house resources, or engaging outside private contractors to meet work schedules.

Procedure

When it has been determined that a proposed project requires the services of an outside private contractor, Facilities staff will follow the standardized procedure for each of the project classifications as further defined:

Projects up to $19,999

  • Select prospective contractors from list of "Pre-qualified contractors"
  • Conduct a site "walk through" to familiarize participant with the project specifications
  • Solicit an informal quote on company letterhead, dated, and signed by an authorized corporate official.
  • After approving the quotation (for award), Facilities staff will generate a purchase requisition, and a University purchase order will then be issued to execute the award.

Projects $20,000 - $99,999 - Informal Bid

  • Select a minimum of five (5) prospective contractors from list of "Pre-qualified contractors"
  • Conduct a site "walk through" to familiarize participants with the project specifications
  • Invited contractors will submit sealed bids directly to the Facilities Managment Department prior to the deadline utilizing the bid documents provided. Documents should be dated and signed by an authorized corporate official
  • After a contractor is selected (for award), Facilities staff will generate an "AIA" contract and a purchase requisition. A University purchase order will then be issued. The purchase order and the contract will be signed by the appropriate University official thereby finalizing the award.

Projects $100,000 & Over - Formal Bid

  • Select a minimum of five (5) prospective contractors from the list of "Pre-qualified contractors"
  • Conduct a site "walk through" to familiarize participants with the project specifications
  • Invited contractors will submit sealed bids directly to the Purchasing Department prior to the deadline utilizing the documents provided. Documents should be dated and signed by an authorized corporate official
  • After the deadline, a bid opening will be held in the Purchasing Department. Project Managers are invited to attend. Bid offerings will be read and summarized by the Purchasing Agent (base bid, amendments where applicable, bid bond, compliance with terms and conditions, etc.)
  • After a contractor is selected (for award), Facilities staff will generate a purchase requisition and an "AIA" contract. A University purchase order will then be issued. The purchase order and the formal contract will be signed by the appropriate University official thereby finalizing the award