Bidding Instructions

INSTRUCTIONS TO BIDDERS:

DEFENITIONS:
Contract Documents:  shall include the Full Set of Plans, the Specification Manual, the Geotechnical Report, and the HUD Wage Determination Document
Bidding Documents:  All Contract Documents, with the addition of the scope of work document, bid form, and references sheet.
Addenda:  Written and/or graphic documents issued by the Architect prior to the Bid Date, which modify or interpret the Bidding Documents. They become part of the Contract Documents when issued, and hence will be included by the executed Subcontract Agreement.

BIDDER’S REPRESENTATIONS:
By submitting a bid, the bidder represents that:

1. Bidder has carefully studied and compared the Contract and other Bidding Documents with each other.  Bidder understands the Bidding Documents and the bid is fully in accordance with the requirements of those documents.
2. Bidder has thoroughly examined the site and any building or obstruction located thereon, and has become familiar with local conditions, which might directly or indirectly affect the contract work, and has correlated its personal observations with the requirements of the proposed Contract Documents.
3. Bid is based on materials, equipment, and systems required by the Contract and Bidding Documents.

BIDDING DOCUMENTS:
Bid Form:  All bids must be submitted on the bid forms provide, and must contain a breakdown bid categories and a schedule of values.  A number of working days required (broken down as necessary for different phases) shall also be shown on the bid form.
Scope of Work:  Each subcontractor shall print, review and bid per the Scope of Work (in addition to the Contract Documents) and shall acknowledge on the Bid Form, that the bid is in accordance with the requirements of the Scope of Work and the Contract Documents.
References (For those that have not worked previously on Projects for Miller Development Company, Inc.):  Project references should be for similar multi-family projects, including contact names, phone numbers, project addresses and the number of multi-family units for the given project.

BIDDING PROCEDURES:
Obtaining Plans, and Bidding Forms:  Contract Documents, Bid Forms, Scopes of Work… will be provided in the following ways:
1.  Hard Copies of Plans and Specifications (limited supply):  available for 72-hour check out from the office of Miller Development Company ($200 deposit on Plans).
2.  Compact Discs containing The Plans and Specifications will also be provided at the same location.
3.  Plans, Specifications, Bidding Forms, Scopes of Work, RFI Forms, Addendums… will be available for download from the Miller web site at:  www.millerdev.com

User names and passwords will be required to access online plans and forms, and can be obtained by contacting us at contractors@millerdev.com.  Required bid forms and Addendums will only be available online – so all bidding subcontractors must access the web site.

Bidders shall use complete sets of Bidding Documents in preparing bids.  The bidder (including those submitting sub-bids) assumes full responsibility for errors or misinterpretations resulting from the use of partial sets of bidding documents.

Unless otherwise clarified by the Architect (by Addendum) any discrepancies or ambiguities in the plans shall be interpreted in favor of the Owner, and in most cases the more stringent requirement shall govern.

R.F.I.’s (Requests for Information):  All bidding and plan related questions, proposed product substitutions (for equal products only), and clarifications needed, that come up during the bidding will be submitted in writing (on the RFI forms provided on the web site) to Miller Development Company via email or fax.  Responses to RFI’s will be answered in the form of Addendums issued and distributed by the Project Architect, and placed on the web site for all bidders.

SEPARATE SITE WORK BIDS FOR “PUBLIC vs. PRIVATE” as shown on the Plans:  Separate bids (and bid forms) shall be provided for the “Public” and “Private” Areas delineated in the Plans on the “C” and “SD” sheets.  Separate Bids for these areas will include the following components:  Sewer, Water, Storm Drain, Excavation/Grading, Asphalt/Road Base, Site Concrete, Site Electrical, Carports, Fencing, Landscaping, and Signage…

Submission of Bids:  Bids shall be submitted via email to bids@millerdev.com on or before a set date for each Project.  It is the bidders sole responsibility to ensure that Miller Development receives the bid on or before the specified time.

CONSIDERATION OF BIDS:
Miller Development Company will conduct a private opening and evaluation of bids. Bids will be evaluated based on the following criteria:

1. Competitive Pricing & Value
2. Accuracy (Including Use of Bid Form and Scope of Work Documents)
3. Working Days required for the work bid (Schedule)
4. Ability to Bond (Performance and Payment Bond)
5. Multi-Family Building Experience (and References)

POST BID INFORMATION:
At the conclusion of the Bid Evaluation, Miller Development will Award the successful Subcontractors.  Awarded Subcontractors will then need to satisfy the following Post Bid Requirements:

1. Executed Subcontract Agreement (including the following)
2. Updated, project specific insurance certificates as required
3. W9
4. Safety Program
5. List of all Suppliers & Second Tier Subcontractors
6. Performance & Payment Bond (original copy provided to Miller Development before the start of work, and no more than 5 days after the execution of the Subcontract Agreement)
7. Submittals:  as required by Contract Documents (including but not limited to:  HVAC equipment, Plumbing Equipment, Swimming Pool Engineering, Stair Shop Drawings, Site Utility Components, all Exterior Finishes, Cabinets & Countertops,
8. Attendance at Pre-Construction Meeting as set up by Miller Development.

PERFORMANCE AND PAYMENT BOND:
Each Bid (on the bid form) must include the cost of a performance and labor & materials bond for the full amount of their bid.  Subcontractors that cannot bond may not submit bids on this project.  Original copies of the Bonds will be required no more than 5 days after Subcontract Agreements are executed.

FORM OF AGREEMENT BETWEEN OWNER/DEVELOPER/CONTRACTOR AND SUBCONTRACTOR:

Miller Development Company, Inc. has it’s own Subcontract Agreement (which includes exhibits A-N).  A sample of the Subcontract Agreement can be downloaded and reviewed from the Miller Development web site:  www.millerdev.com

MISCELLANEOUS:

Billing Terms:  Subcontractor applications for payment shall be submitted for payment to Miller Development every 30 days (on the 20th of each month). Applications must be received by Miller Development (via email). Incomplete or Late submissions of payment applications on any given month, shall automatically be placed in the subsequent month’s payables. Payments shall be issued on accurate and complete Pay Applications in approximately 60 days.  All Subcontractors shall used the Subcontractor Pay Application provided as an exhibit in the Subcontract.  Each Pay Application shall also include the following back up documentation:

1. Lien Waivers (for each supplier, and for the Subcontractor)
2. Quality Assurance Certificates (signed by Site Superintendent)

Subcontracts and Performance & Payment Bonds shall also be executed and in the possession of Miller Development before any payments can be released.

Retention:  HUD Projects required 10% retention to be withheld from each Payment Application.  Retention will be released (for the entire project) once the project is completely finished, and after the project is Cost Certified by HUD.  Retention payments will only be released to Subcontractors, by Miller Development, after said retention funds are released by HUD to Miller Devleopment.  No interest shall accrue or be paid (by Miller Development) on retention money held by HUD and the Lender.