California State Department of Transportation Project Development Workflow Tasks (PDWT)

TASK D431 (480.A)

Complete Resident Engineer File

Narrative

The Resident Engineer File is a compilation of pertinent project data developed during the design phase. It includes reports, pertinent letters, quantity calculations, right of way contracts and contractual obligations, materials data and tests, survey notes, environmental document, agreements, permits, etc.

Initiator

• Project Engineer

Sub-Tasks

• After the project has been advertised, review the Resident Engineer File for completeness.
• Send the file to the Construction Unit.

Task Duration

• 10 - 25 days

References

• Project Development Procedures Manual -- Chapter 15, Section 2

TASK D432 (480.A)

Prepare Addenda

Narrative

Addenda are used to notify prospective bidders of project revisions that may have an impact on the bidding process. Addenda may only be used prior to bid opening, and should only be issued to correct significant errors, omissions, and conflicts. If circumstances indicate the need to issue an addendum, the district should obtain approval to do so.

Initiator

• Project Engineer

Sub-Tasks

• Identify the need for an addendum.
• Prepare a request for approval to issue the addendum. Obtain the concurrence of the District Office Engineer and Project Manager.
• Obtain concurrence from responsible persons who have signed and sealed the contract plans.
• Obtain concurrence of OPPD, FHWA, and other appropriate organizations as applicable.
• Send the request to the Office of Office Engineer (OOE). The request must be received no later than the third Monday prior to bid opening.
• After approval, OOE issues the addendum.

Task Duration

• 10 - 20 days

References

• Project Development Procedures Manual -- Chapter 15, Section 1
• Plans, Specifications and Estimates Guide -- Section 1-2.06

TASK D433 (480.A)

Conduct Bid Opening

Narrative

Bid openings for projects in Northern California (Districts 1 through 6, 9 and 10) are held in Sacramento on Tuesdays and Wednesdays; those in Southern California (Districts 7, 8, 11, 12) are held in Los Angeles on Thursdays.

Initiator

• Office of Office Engineer

Sub-Tasks

• Conduct bid opening procedures.
• Send a list of the bid opening results to the district.

Task Duration

• 20-50 days

References

• Project Development Procedures Manual -- Chapter 15, Section 1
• Plans, Specifications and Estimates Guide -- Section 1-2.07

TASK D434 (480.A)

Prepare Contract Award Recommendation

Narrative

The districts must submit a recommendation for contract award within five working days following bid opening. Recommendations are required for all projects awarded by the Office of Office Engineer (OOE), regardless of how much the low bid is above or below the Engineer's Estimate.

Initiator

• Construction Unit

Sub-Tasks

• Discuss the bid with district personnel under the following conditions:

- Low bid exceeds estimate by 10% or more

- An overrun with only one bid

- Low bid is more than 25% below the estimate (20% if the estimate is over $1,000,000)

• To assist the analysis, contact the low bidder.
• Follow the procedures for recommendations, as described in the PS&E Guide -- Section 1-2.07.
• Prepare contract award recommendation and send to OOE.
• OOE awards contract.

Task Duration

• 5 - 10 days

References

• Project Development Procedures Manual -- Chapter 15, Section 1
• Plans, Specifications and Estimates Guide -- Section 1-2.07
• Construction Manual -- Section 2-03
• Task D433

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This web site last modified August 11, 1997.