Bidding Checklist
In every bidding situation, consider the following issues:
Has the board defined its goals and objectives in this bid process?
Are there any bidding requirements in the Association’s governing documents that the board should follow (i.e., a requirement to obtain at least 3 bids)?
Will professional assistance be needed to draft the specifications for the job, and/or to evaluate the bids? Have complete plans and specifications been written to specifically define the scope of work to be performed?
Is the bid due date clearly stated? Have the bidders been given enough time to submit complete and accurate bids?
Should a pre-bid job walk be scheduled? Mandatory or optional?
Have interviews with the bidders been scheduled? What questions will be asked?
Who will check the bidder’s references and what questions will be asked of the references?
Who will check that the bidder has an active California Secretary of State registration?
Who will check the bidder’s Contractor’s State License Board profile for any prior complaints/violations? If there are any complaints/violations, does the bidder have a good explanation?
What special requirements does the association have? Are these listed in the bidder’s information materials?
Are bids to be submitted sealed or open?
Will unsuccessful bidders be told why they were not awarded the job?
- Are the following forms included in the bid package? Invitation to Bid; Bid Form; Contractor’s Qualification Form; Designation of Subcontractors; Insurance and Licensing Information Form; Contractor’s Certification of Applicability of Specifications; Special Instructions; Contract Form
- Does the Contractor’s Qualification Form ask for all of the following? Form of company and company principals; Years in business; Number of employees; Number of previous lawsuits/claims; References for similar jobs; Bonding capacity/surety information; Financial information; Dollar volume of business in past year(s) and value of current work in progress
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