Prebid Review Control Sheet
(PRCS)
To be completed, signed and submitted to Contract Documents Coordinator with review copy of
Specifications and Final Estimate. Review copy is to be bound in such a manner to facilitate removal and/or
insertion of pages. Insert N/A (not applicable) where appropriate in items below.
1.
2.
3.
4.
5.
a.
MBTA Contract No.: ____________________
b.
Contract Specifications Title:__________________________________________
a.
FTA Project No.: _______________________
b.
FTA Project Title:___________________________________________________
a.
Designer's Name:
b.
Address: __________________________________________________________
c.
Individual to Contact: ________________________________________________
d.
Professional Service Contract No. ___________________
e.
Phone No. _________________
f.
FAX No.
a.
b.
Designee of the General Manager: ______________________________________
AGM of Design and Construction
Project Manager:
c.
Phone No.
d.
FAX No.
a.
Estimated Construction Cost* ____________________
b.
Funds Available** ___________________
c.
Proposed Construction Starting Date: _____________
d.
Proposed Completion Date: ____________
_________________
*If the Construction Estimate is $1,000,000 or over, the Bidding Documents (Bid Form) must include prequalification paragraphs,
project value, and Class of Work. Class of Work recommended must be approved by Contract Administration.
**Budget Department approval is required -- Project Office must attach concurrence in writing from Director of Budget.
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6.
a.
Source of Funds: (Insert Budget No.)
✔
FTA _________
BOND _________ MASSDOT _________ OTHER
CBA ID. No.
b.
c.
Source of Funds for Printing and Advertisement of NTB:
Area No. _
Account No.
Center No.
Active Work Order No.
Method of Procurement (See attached Decision Matrix)
Sealed Bid
7.
CMS Work Order No.
Two Step
Sole Source
Desired advertising period (minimum - 30 days)
a.
If less than 30-days are desired, the Project Manager must obtain approval in writing
from Organizational Diversity through the Chief of Design and Construction. This
approval must be submitted to Contract Administration.
8.
Location, time and number of days after advertising, Prebid Conference will be held:
9.
Arrangements for on-site inspection:
10.
a.
Individual to contact: ___________________________________________
b.
Phone No. _______________ FAX No. _____________
c.
Special Instructions: ___________________________________
If FTA is participating Project Manager must sign
Item g. below.
a.
Has the Buy America Provision been incorporated?
b.
Has Cargo Preference U.S. Flag Vessels Provision
been incorporated in the Supplementary Conditions?
Revised October 2011
PreBid Review Control Sheet
YES
N/A
NO
___
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2
YES
N/A
NO
c.
Is Contract known to be of special interest to FTA,
sensitive and subject to close scrutiny, or unique
and require special evaluation?
___
___
___
d.
Has FTA requested the opportunity to perform a
pre-bid review of the bid form and specifications?
___
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___
e.
Has latest provisions of FTA Requirements been
incorporated in the Supplementary Conditions?
___
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___
f.
Does contract require budgeting or funding action by
FTA? (e.g. budget revision or amendments)?*
___
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g.
This project is FTA Funded and all applicable Federal
___
Provisions are incorporated into the Contract Documents.
___
___
Concur:
___________________________________________________
Project Manager
*
Preparation and processing of requests for Budget Revisions (for
funding) to FTA are the responsibility of the Project Manager and
must be coordinated through the Budget Office.
11.
Has latest provisions of Standard Federal EEO Specifications
with Appendices Nos. 1, 2 and 3 been incorporated in
Supplementary Conditions? Project Managers must furnish
data to the Office of Organizational Diversity for establishment
of DBE goal. MMU and DBE goals MUST be available prior
to advertising.
___
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___
12.
Has the Right-to-Know Law Provisions been incorporated?
___
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13.
Real Estate (Real Estate Department approval is required -Project Office must attach concurrence in writing from
Director of Real Estate):
a.
Have all utility relocations been completed or
arrangements made for their relocation prior to
advertising?
___
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___
b.
Is right-of-way available for contractor's operation?
___
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c.
Have all residential and business relocations been
completed?
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YES
d.
Have rights of entry on all real property or right-ofway required by the contractor for his operation been
secured?
e.
Have all land acquisitions required for this Contract
been obtained?
N/A
NO
(If answers 13a, 13b, 13c, 13d, or 13e are negative, the Project Manager must coordinate with General Counsel and submit to Contract
Administration a memorandum of explanation and/or his approval to proceed with advertising/bidding process.)
14.
Is other Authority construction work under way in the vicinity
of this contract or presently planned to be under way during
the duration of this work?
If yes, please list by name or project number other Authority
construction under way in the vicinity:
___________________________________________________
___________________________________________________
___________________________________________________
15.
Has the Designer designated specialty items which may be performed by subcontract? (Article 6.01 - subletting or
Assignment of Contract)
16.
Has sĂůƵĞŶŐŝŶĞĞƌŝŶŐbeen performed on this Contract?
a.
17.
18.
Is Contract to be lump sum?
___
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___
a.
___
___
___
___
___
___
If not, has Schedule of Bid prices (ENG-104) been
attached citing quantities, Authority items numbers,
descriptions and units?
Has detailed Engineering Estimate of Bid Prices been attached?
a.
19.
If not, The Project must submit to Contract Administration
a signed copy of the Value Engineering Waiver.
In addition, the Project must also submit to Contract
Administration a lump sum breakdown of the Engineer’s
Estimate in excel format.
Are Allowances to be incorporated in the bidding documents?
a.
Revised October 2011
If yes, the Project Manager must submit to Contract
Administration a letter of approval signed by the
Director of Design and Construction.
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YES
N/A
NO
Has a Bid Escrow account been established?
(For projects $1,000,000 or greater)
___
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___
21.
Is Railroad Protection Insurance required?
___
__
__
22.
Is Pollution Liability Insurance required?
___
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20.
23.
Are Asbestos, Lead or Hazardous Material Abatement
included in this Contract?
If yes,
a.
Have Asbestos Abatement specifications been
incorporated in the Construction Specifications?
___
___
___
b.
Has Lead Abatement specifications been incorporated?
___
___
___
c.
Has Hazardous Material Abatement specifications
been incorporated?
___
___
___
24.
Has a copy of Contract specifications, Article 5.04 Insurance
Requirements been forwarded to the Risk Manager?
___
___
___
25.
Has Article 5.22 - Conflict of Interest been incorporated
into the Contract Specifications?
___
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___
26.
Are display panels applicable to this Contract?
___
___
a.
If yes, the Project must incorporate the provisions and
detail sketches.
27.
If station contract is in excess of $10 million have
alternative contracting methods been considered?
___
28.
If contract provides for revenue producing construction
costs (concession shells), are separate items included?
___
a.
Revised October 2011
If yes, the Project must submit to Contract
Administration, a signed letter confirming that the
concession plans and Specifications comply with
Massachusetts Department of Health Standards.
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5
29.
If authority-furnished materials are required, has
sufficient, long-range procurement planning taken place?
30.
Does each product listed in "Part 2" of the specifications
provide for a minimum of three equal named brands or
a description of material that can be met by a minimum of
three manufacturers or producers? (see General
Conditions, Article 4.01)
a.
31.
33.
34.
N/A
NO
___
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___
___
___
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___
If not, the Project must justify, in writing, and obtain
the AGM of Design and Construction's approval.
Do the Contract Specifications include paint systems?
a.
32.
YES
If yes, the Project must submit to Contract Administration a signed letter stating that the
paint systems have been approved by
Construction - Quality Control.
Assure that the Contract Documents do not contain
restrictive provisions pertaining to the experience and
responsibility of the bidders.
a.
Has the Architect/Engineer submitted an appropriate
Certificate of Compliance for conformance with 521
CMR Rules and Regulations of the Architectural
Access Board, Department of Transportation 49
CFR, Parts 27, 37 and 38 regulations, ADA, and
UFAS as applicable?
___
___
___
b.
If the project design does not meet regulations of the
Architectural Access Board (AAB), has a variance
application been submitted to and approved by the
AAB?
___
___
___
c.
Copies of the above must be submitted to Contract
Administration.
___
___
___
Are equal facilities provided for male and female
personnel as applicable?
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35.
36.
Has the Liquidated Damages (LD) calculations been attached?
a.
If no, contract cannot be advertised
b.
(LD) must be calculated by Project/Designer.
Building Permit (When Necessary)
Has the necessary review and coordination been accomplished with agencies for the building
permit as follows:
a.
Massachusetts Department of Public Safety, State
Building Inspectors?
b.
Local Fire Departments?
c.
Executive Secretary Board of Plumbers and Gas Filters
(When Necessary)?
d.
Massachusetts Board of Elevators
and Escalators (When Necessary)?
Questions on these matters should be referred to the Force Account & Utility Coordinator, Design
and Construction (Questions 37-39)
37.
Have all safety items been addressed in the specification
(refer to sections 5.15, Safety and First Aid, 01568,
Construction Safety and 01569, Safety Certification)?
38.
Has Force Account Committee Approval been obtained?
a.
39.
If yes, the Project must submit to Contract Administration a signed letter stating that the force
account plan has been approved the Force Account
Committee
Has structural peer review been completed?
a.
If yes, have peer structural review comments been
incorporated in the Construction Specifications?
40.
Has risk analysis been performed at 30% and 100% design?
41.
Was a constructability review peformed at 60% design?
a.
If no, please provide a copy of the approved waiver
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YES N/A NO
42.
Have all Environmental permits and approvals been
obtained and forwarded to the Director of Environmental
Affairs?
a.
Conservation Commission (S)
___
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___
b.
Corps of Engineers (S)
___
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___
c.
Chapter 91 License (waterways) (S)
___
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___
d.
DEP Soils Management (S)
___
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___
e.
Coast Guard (F)
___
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___
f.
Coastal Zone Management Consistency Statement (S)
___
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___
g.
MEPA Approvals (F)
___
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___
h.
NEPA Approvals (F)
___
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___
i.
Mass Historical Commissions approval (S)
___
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j.
106 Approval (S/F)
___
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k.
4F Statement (F)
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___
l.
Other
___
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___
m.
Has the Consultant identified in writing, the
Environmental Permits, Licenses and their Status?
___
___
___
Environmental requirements must be completed prior to advertisement.
Submit a signed copy of Consultant's letter.
(S) State Permit
(F) Federal Permit
Environmental Approval:
___________________________________
Director of Environmental Affairs
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YOUR SIGNATURE(S) SIGNIFIES THAT YOU HAVE REVIEWED THE CONTRACT
DOCUMENTS AND RECOMMEND PROCESSING:
_______________________________________
Project Manager
____________________________________
Area Director
Date of Submission
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PreBid Review Control Sheet
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<Y>
Pre Bid Control Sheet
6(c)
EXHIB
Method Of Procurement Decision Matrix
Rev. 04-2011
METHOD OF PROCUREMENT DECISION MATRIX
To best determine which method of procurement Is suitable, classify your situation by checking off the appropriate boxes below. All elements must apply
to use that method.
Mkro-purchlse
Amount < $ 3,000
Multiple sources
B
Competitive Procurement
Amount> $ 3,000
Multiple sources available
Not an emergency purchase
Sealed Bid (IFB)
Complete and adequate specification
or purchase
Two or more responsible bidder
willing to compete
Selection can be made on basis of price
Procurement suitable for firm, fixed price
No discussion with bidders needed
after receipt of offers
§
0✔
0
§
Competitive Proposel (RFP)
Complete specification not feasible
Bidder Input needed for specification
Two or more responsible bidders willing
to compete
Discussion needed with Bidder
after receipt of proposals, prior to award
Sole Source
OEM, custom Item
Only one source available
Approved by FTA-sole source
Public exigency Issue/ emera.
Competition Is Inadequate
after public solicitation
Emerpncy Procurement
subset of sole sources
There Is a health and safety Issue
that prohibits delay
0
Contract Type •
§
0
Basis of Prldnl
Fixed Price
Cost Relmbusement
Time & Materials ••
Delivery & Qulntlty Plrlmeters
Indefinite Delivery Contract
Blanket Purchase Agreement
Flxe<l price can be set after discussions
Other Contract Types
Procured In accordance wlth The Brooks Act
Basic Agreement, Basic Ordering
Agreement, FAR Letter Contract
• Prohibition aglinst cost plus
percentage of cost
Prepared
•• T&M allowed only when fixe<l
By:
price can not be set for work or
the complete scope of work Is
unknown. Project Manager must
provide a Justification memo
describing why this contract type
Date:
~
§
B
0
I~ II~NI
FTA Circular 4220.1F VI-6, VI-7
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