Revised Bidding Process During COVID-19 Emergency
Capital Development Board and Chief Procurement Office have implemented revisions to the bidding process in response to the COVID-19 situation. Remote work, limited office access, and special bid processes are detailed.
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Revised Bidding Process During the COVID-19 Emergency Capital Development Board and Chief Procurement Office for the Capital Development Board Date: April 20, 2020 (REVISED 4/21/2020) Time: 2:00 pm 1
Presenters Arthur Moore Chief Procurement Officer Chief Procurement Office for the Capital Development Board Email: arthur.l.moore@illinois.gov Phone: 217.299.4345 2 4/20/2020
Presenters Carey L. Mayer Contracts Administrator Capital Development Board Email: Carey.Mayer@Illinois.gov Phone: 217.836.4604 3 4/20/2020
COVID-19 Response CDB and the CPO s office are all working remotely Using state-issued mobile devices or VPN connections Limited staff time in the office Stratton Building and the rest of the Capitol complex is NOT open to the public Thompson Center has limited availability to the public Health screening protocols are in effect. 4 4/20/2020
COVID-19 Response Most construction projects were initially suspended Many are in the process of being restarted Some agencies have suspended all non-emergency/non- COVID response projects Started a number of emergency projects to respond to COVID concerns Design work continues with site visits allowed on a case by case basis 5 4/20/2020
Special Bid Process Process was developed by CDB and the CPO s office Will be included as an Addendum to all currently scheduled projects Will be included in Project Manuals for newly posted projects until further notice 6 4/20/2020
Prequalification Required NO CHANGES TO THE REQUIREMENTS FOR FIRMS TO BE PREQUALIFIED WITH CDB Must be prequalified the day BEFORE bids are due See Prequalification with the CDB page of CDB website For Projects using the SINGLE PRIME DELIVERY METHOD PROTECTED SUBCONTRACTORS LISTED ON THE BID FORM FOR EACH TRADE MUST BE PREQUALIFIED (not just registered) WITH CDB 7 4/20/2020
Major Changes Bids WILL ONLY be accepted in Springfield Bid WILL ONLY by accepted by mail and email NO in-person deliveries will be accepted Bids will occur over a multi-day schedule ALL bids will be due on Wednesdays at 5:30pm ALL bid opening will be on Fridays at 10am Bid Openings will be virtual via WebEx 8 3/1/2025
Mailed Bids If you choose to mail in your firm s bid Delivery address is: ILLINOIS CAPITAL DEVELOPMENT BOARD 401 SOUTH SPRING STREET THIRD FLOOR, WILLIAM G. STRATTON BUILDING SPRINGFIELD, IL 62706 Bids mailed to CDB Chicago or CDB Carbondale WILL NOT be forwarded and WILL BE DISQUALIFIED 9 3/1/2025
Mailed Bids Firms should use CDB bid envelopes if they have them If a CDB bid envelope is not available: Include the following information ON THE OUTSIDE of the envelope Company Name CDB Project Number Trade Bid Date CDB has a procedure for accidentally opened bids 10 3/1/2025
Mailed Bids Bids can be sent via the US Post Office, UPS, or FEDEX Bids should be sent without a signature required at delivery All delivery services are currently delivering to the Stratton Building Firms are responsible for time of delivery Normal delivery times may not be guaranteed by delivery service Mailed bids WILL ONLY BE CONSIDERED ON-TIME WHEN The package is in CDB s mail received on, or before, the THURSDAY morning following the bid receipt deadline CDB will NOT provide confirmation of delivery to the contractor 11 3/1/2025
E-mailed Bids Bids submitted via email will use the State of Illinois File Transfer website. Navigate to the following website: https://filet.illinois.gov/filet/PIMupload.asp Enter the bid email address in the Recipient Email Addresses box: CDB.CPO@illinois.gov Enter the Vendor s email address in the Your Email Address box You will receive a confirmation email to this email address Please keep this confirmation. This will serve as your proof of receipt. 12 3/1/2025
E-mailed Bids Upload your file The file size is limited to 2 GB Only 5 separate files may be uploaded You may upload a zip file if necessary Enter the appropriate bid information in the File Transfer Email Subject (Optional) box Subject: Bid for (CDB Project Number) (Trade) (Bid Date) Example: Subject: Bid for 805-030-020 GENERAL 5/6/2020 13 3/1/2025
E-mailed Bids Enter the appropriate email body information in the Message to Recipient (Optional) box Full company name (as prequalified with CDB) Company mailing address Contact name Contact email and phone number CDB Project Number Trade Bid Date NO PRICING information should be included in the body of the e-mail 14 3/1/2025
E-mailed Bids If you are submitting your bid more than 5 days prior to the bid opening date please select Advanced Options and select the appropriate number of days for the document to remain on the servers You have the option of 5 days, 10 days, or 15 days Please check the I acknowledge that I have read and understand this warning box located towards the top of the form. Click Send It The email confirmation will provide you with a link to the downloaded file This site will show how many times the file has been downloaded 15 3/1/2025
Bid Modifications Bids modification submitted via email will use the State of Illinois File Transfer website. No faxed bid modifications will be accepted. Navigate to the following website: https://filet.illinois.gov/filet/PIMupload.asp Enter the bid email address in the Recipient Email Addresses box: CDB.CPO@illinois.gov Enter the Vendor s email address in the Your Email Address box You will receive a confirmation email to this email address Please keep this confirmation. This will serve as your proof of receipt. 16 3/1/2025
Bid Modifications Upload your file The file size is limited to 2 GB Only 5 separate files may be uploaded You may upload a zip file if necessary Enter the appropriate bid modification information in the File Transfer Email Subject (Optional) box Subject: Bid Modification from (Company) for (CDB Project Number) (Trade) (Bid Date) Example Subject: Bid Modification for XYZ Contractors for 805-030-020 GENERAL 5/6/2020 17 3/1/2025
Bid Modifications Enter the appropriate email body information in the Message to Recipient (Optional) box Full company name (as prequalified with CDB) Company mailing address Contact name Contact email and phone number CDB Project Number Trade Bid Date NO PRICING information should be included in the body of the e-mail 18 3/1/2025
Bid Modifications If you are submitting your bid modification more than 5 days prior to the bid opening date please select Advanced Options and select the appropriate number of days for the document to remain on the servers You have the option of 5 days, 10 days, or 15 days Please check the I acknowledge that I have read and understand this warning box located towards the top of the form. Click Send It The email confirmation will provide you with a link to the downloaded file This site will show how many times the file has been downloaded 19 3/1/2025
Virtual Bid Openings All virtual bid openings will be on Fridays at 10:00 am Attend via WebEx: https://globalpage-prod.webex.com/join Meeting number (access code): 281 263 812 Meeting password: 7RgwBDrJz33 Meeting phone +1-312-535-8110 United States Toll (Chicago) +1-415-655-0002 US Toll 20 3/1/2025
Virtual Bid Openings Call in information IS THE SAME for all bid openings and for all projects Meeting participants will NOT be able to ask questions either verbally or via the meeting s chat feature 21 3/1/2025
Any Questions? Any Questions? 22 3/1/2025
Contact Info Carey L. Mayer Contracts Administrator Capital Development Board Email: Carey.Mayer@Illinois.gov Phone: 217.836.4604 Arthur Moore Chief Procurement Officer Chief Procurement Office for the Capital Development Board Email: arthur.l.moore@illinois.gov Phone: 217.299.4345 23
