Reconmended bid procedures part 4

4. Day and time for receiving bids

The Issue: Upon what days of the week, times of the day and under what conditions should bids be received?

Discussion: Owners who wish to receive the most competitive bids must recognize that the construction industry has certain days and times to tender bids which are much preferred. The preferred days are Tuesday, Wednesday, and Thursday. The preferred time is a time specific between 2:00 p.m. and 4:00 p.m. local time. Bids tendered at times and on days other than these will receive substantially less coverage and very likely will be higher.

Recommendations:

1. Bids should be received at a specific time between 2:00 p.m. and 4:00 p.m. on Tuesday, Wednesday, or Thursday.

2. Bids should not be received on holidays, on the day before or after holidays, nor during the week between Christmas Day and New Years Day.

3. Prime Bidders should be afforded telephones in close proximity to the place for receiving bids for receiving and recording last minute changes to their bids.

4. The time of receipt should be clearly stated and strictly enforced. An official clock should be displayed in the place receiving bids, and the person receiving bids should stamp bids received with the time of receipt and publicly state when the time for receipt of bids has elapsed. Bids received after that time should not be accepted.

5. The Owner’s construction budget for the project and basis for selecting the low bidder should be announced prior to opening bids. See also Section 10, Pre-Bid Conference and Section 19, Owner’s Proof of Financial Ability.

6. Bids should be publicly opened and read aloud. Obvious problems with a bidders responsiveness (e.g., no bid bond, failure to acknowledge addenda, failure to comply with listing requirements, etc., should be noted). If protests are allowed, the mechanism for them should be set out in bidding documents.

7. Other pertinent bid information (alternates, Subcontractor listing, etc.) should also be read aloud.

8. Interested parties should be allowed to review the bidding documents of all bidders.

9. The schedule for award should be announced. Bids should not be held longer than sixty (60) days without an award announcement being made.

10. Complete bid results should be formally published in a timely way.

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