Bid room, award, punch lists and closeout

1. Set it up.

   In the project, go to Documents › Bid room and enter the bid's title, the owner, when and where bids open, the prebid meeting (and whether it's mandatory) and the day questions are due. Add the documents on its Bid set tab.

2. Share the public link.

   Copy the public link and put it in the advertisement. Bidders register there free, without an account, and each gets a link of their own to download the bid set, read and acknowledge addenda, and ask questions.

3. Add the holders who didn't register.

   Add a holder for a plan room or a bidder who called. Email them their plan holder link sends theirs. The list shows each holder's downloads, the addenda they acknowledged and whether they signed in at the prebid. It prints as the Plan holder list (PDF).

New addendum, say what it changes and attach it, then Issue to every plan holder. Every holder is emailed a fresh link, and the ledger shows who has acknowledged it and who hasn't. Four days before the opening, holders who haven't show on Construction needs attention on Home. Issuing takes the Issue field orders, directives and addenda approval.

Bidders ask from their page until the questions deadline, and each question is emailed to you. Log a question for one that came by phone. Answer it, Publish to every holder or not, and tie it to the addendum that carries the answer. Questions and answers log (PDF) prints them all.

Once the bids are loaded on Construction › Bid tabulation, the bid room checks each bidder against the register: on the plan holder list, every addendum acknowledged on its bid form, and signed in at a mandatory prebid. Tabulating the bids and the recommendation of award are in Opinions of cost and bond estimates.

On Construction › Bid tabulation, the tabulation's Award package drafts each award document from it for you to edit: the resolution of tentative award, the Notice of Award, the Notice to Proceed and the letter to unsuccessful bidders. Each prints as a PDF or is emailed from beside it: the resolution to the owner, the notices to the contractor. Get it signed beside a saved notice sends it for signature by link, with no account needed. Under Bid security returned, enter the day each bidder's went back, add the files the package needs, and Make the award package (PDF) binds it all. Send the notices once the owner has signed them.

1. Start the walk.

   From Construction › Punch lists, under Start a walk, choose Substantial completion, Final inspection or Other walk and select New punch list. It's walked today with the contractor unless you change it.

2. Add each thing to fix as you walk.

   What, where, who fixes it (the contractor unless you say) and when it's due. Open an item to add a photo from the phone.

3. Issue it.

   Email sends the PDF to the contractor and marks it issued, or Mark issued once you've handed it over. An issued list's items aren't deleted; void one instead.

4. Check and close each item.

   When the contractor says an item is fixed, mark it Contractor says it's fixed. It shows on Construction needs attention until you check it. Then Checked: close it, or Send it back with what's still wrong. The list closes itself when every item is closed or void.

From Construction › Closeout, start from NC DEQ water infrastructure (DWI) closeout or Land development closeout, then mark each item In hand, Missing or N/A, with its files. The daily reports, tests, certifications, approved submittals, payrolls, Buy America certifications and punch lists fill their own items. Closeout package (PDF) binds one PDF: the cover with the checklist, test log, certifications and quantities, every submitted daily report with its photos, the punch lists, and every PDF kept with the items.