If you plan to submit a bid directly to the Department of Transportation
PREQUALIFICATION
Any contractor who desires to become pre-qualified to bid
on work advertised by IDOT must submit the properly completed
pre-qualification forms to the Bureau of Construction no later that 4:30
p.m. prevailing time twenty-one days prior to the letting of interest.
This pre-qualification requirement applies to first time contractors,
contractors renewing expired ratings, contractors maintaining continuous
pre-qualification or contractors requesting revised ratings. To be
eligible to bid, existing pre-qualification ratings must be effective
through the date of letting.
REQUESTS FOR AUTHORIZATION TO BID
Contractors receiving paper plans and/or proposals who are
wanting to bid on items included in a particular letting must submit the
properly completed “Request for Proposal Forms and Plans & Request for
Authorization to Bid” (BDE 124) or Contractors downloading plans and/or
proposals who are wanting to bid on items included in a particular
letting must submit the properly completed “Request for Authorization to
Bid/or Not For Bid Status” (BDE 124INT)and the ORIGINAL “Affidavit of
Availability” (BC 57) to the proper office no later than 4:30 p.m.
prevailing time, three (3) days prior to the letting date.
WHO CAN BID?
Bids will be accepted from only those companies that
request and receive written Authorization to Bid from
IDOT's Central Bureau of Construction.
WHAT CONSTITUTES WRITTEN AUTHORIZATION TO BID?
: When a prospective prime bidder submits a "Request for Proposal Forms
and Plans"(BDE 124) or “Request for Authorization to Bid/or Not For Bid
Status”(BDE 124INT) he/she must indicate at that time which items are
being requested For Bidding purposes. Only those items requested For
Bidding will be analyzed. After the request has been analyzed, the
bidder will be issued a Proposal Denial and/or Authorization
Form , approved by the Central Bureau of Construction, that
indicates which items have been approved For Bidding. If
Authorization to Bid cannot be approved, the Proposal
Denial and/or Authorization Form will indicate the reason for
denial.
ABOUT AUTHORIZATION TO BID: Firms that
have not received an authorization form within a reasonable time of
complete and correct original document submittal should contact the
department as to status. This is critical in the week before the
letting. These documents must be received three days before the letting
date. Firms unsure as to authorization status should call the
Prequalification Section of the Bureau of Construction at the number
listed at the end of these instructions.
ADDENDA: It is the contractor's
responsibility to determine which, if any, addenda pertains to any
project they may be bidding. Failure to incorporate all relevant addenda
may cause the bid to be declared unacceptable. When the Department
implements electronic ONLY Plans and Proposals it will
not send addenda to individual plan holders.
Each addendum will be placed with the electronic Plan
and/or Proposal. Addenda will also be placed on the Addendum Checklist
and each subscription service subscriber will be notified by e-mail of
each addendum issued.
The Internet is the Department's primary way of doing
business. The subscription server e-mails are an added courtesy the
Department provides. It is suggested that bidders check IDOT's website
www.dot.il.gov before submitting final bid information.
IDOT is not responsible for any e-mail related failures.
Addenda Questions may be directed to Jim Duncan at
217-782-7806 or duncanjr@dot.il.gov.
WHAT MUST BE INCLUDED WHEN BIDS ARE SUBMITTED?
: Bidders need not return the entire proposal when bids are submitted.
That portion of the proposal that must be returned includes the
following:
-
All documents from the Proposal Cover Sheet through
the Proposal Bid Bond
-
Other special documentation and/or information that
may be required by the contract special provisions
All proposal documents, including Proposal Guaranty Checks
or Proposal Bid Bonds, should be stapled together to prevent loss when
bids are processed by IDOT personnel.
ABOUT SUBMITTING BIDS : It is recommended
that bidders deliver bids in person to insure they arrive at the proper
location prior to the time specified for the receipt of bids. Any bid
received at the place of letting after the time specified will not be
accepted.
WHO SHOULD BE CALLED IF ASSISTANCE IS NEEDED?
Questions Regarding Call
Prequalification and/or Authorization to Bid 217/782-3413
Preparation and submittal of bids 217/782-7806
Mailing of plans and proposals 217/782-7806
Electronic plans and proposals 217/785-5875
ADDENDUMS TO THE PROPOSAL FORMS
Planholders should verify that they have received and
incorporated the revisions prior to submitting their bid. If
plans/proposals were requested/downloaded prior to the date of the
addendum, an addendum package should have been mailed to the planholder
or updated electronically on IDOT's website. If plans/proposals were
ordered/downloaded after the date of the addendum, the plans/proposal
package should already include all revisions and an identifying addendum
sheet immediately after the proposal cover sheet. Failure by the bidder
to include an addendum could result in a bid being rejected as
irregular. If a planholder has not received an addendum within 5 days
after the addendum date noted, they should call 217-782-7806.
