Frequently Asked Questions
What is the procedure for advertising bids and when are bid documents available to potential bidders?
Normally, the District will advertise bids for 21 days prior to the bid opening date. Applicable statutes require that bids cannot be opened any sooner than the 14th day after the advertisement. Projects with Federal funding must be advertised a minimum of 30 days. As soon as the project is officially advertised, bid documents may be viewed and requested, through this Internet site, or via fax, phone or in person from the District Procurement and Contract Services Department.
What is the Bid Date?
The bid date is the date the sealed bids will be opened at the specified time and location bids will be publicly read aloud. The bid date will be called out in the advertisement and the bid specifications and may be modified by addendum.
How do I submit my bid proposal?
You should ensure that you have followed all the instructions in the bid specifications. Enclose the required bid submittals in an envelope and seal it. The District prefers that on the outside of the envelope you state, the NAME of the PROJECT, NUMBER of the PROJECT, DATE and TIME of the BID (Bid Opening). In the upper left hand corner (where you would normally see a return address) place the words: - Bid By: - Bidder’s name and address. Enclose the sealed bid envelope in another properly addressed envelope for mailing or transport to Procurement and Contract Services Department.
Can I FAX in my bid?
Small Works: Yes, a complete bid may be submitted to the Procurement & Contract Services Department by fax, however, the bidder must also mail the original to Procurement & Contract Services with a postmark of no later than the scheduled bid opening date/time.
Bids: No. Fax bids are not allowed EXCEPT a bidder may elect to fax a complete bid to a third party and arrange, at bidder’s own cost and risk, for that third party to place the faxed bid into a sealed envelope (addressed to Procurement & Contract Services and including the bid number and bid name on the envelope) and arrange to have the sealed envelope delivered to 327B North Wenatchee Avenue, Wenatchee, Washington. Bidder must also mail the original to Procurement & Contract Services with a postmark of no later than the scheduled bid opening date/time.
Local companies which may be able to provide assistance to bidder for faxing a bid:
The UPS Store
1250 N. Wenatchee Avenue, Suite H
Wenatchee, WA 98801
M-F 8:30am - 6:00 pm
962 Valley Mall Parkway
East Wenatchee, WA 98802
M-F 8:00am - 5:00pm
Do I need to have a Washington Business License and Contractor’s License to bid on a project?
Yes. In accordance with RCW 18.27.020 it is a misdemeanor crime to bid on a Public Works Project without a Contractor’s License. In order to obtain a Contractor’s License, you must have a Washington Business License (UBI).
How do I get a Washington Contractor’s License?
The Department of Labor and Industries Construction Compliance section is responsible for the administration of Washington State’s Contractor Registration Law, RCW 18.27. Contractors must show that they are insured and bonded as part of the registration requirements. Inspectors also check construction job sites to verify contractor registration. The section administers a toll-free hotline, 1-800-647-0982, by which consumers can call during business hours to verify that their prospective contractor is registered. Your nearest Labor & Industries Service Location can also assist you with your contractor registration questions. Go to this site for more helpful information: http://www.leg.wa.gov/RCW/index.cfm?fuseaction=chapterdigest&chapter=18.27. Additional information can be found at https://fortress.wa.gov/lni/bbip/
What is a UBI and how do I get one?
In January 1987, several Washington State agencies that work with the business community joined together to launch the Unified Business Identifier (UBI) program. A UBI number is a nine-digit number that is assigned to your business when you apply for a business license through the Master License Service of the Department of Licensing or register with the Departments of Revenue, Labor and Industries, Employment Security, or the Secretary of State. Prior to the UBI program, each state agency assigned its own business identification number to contractors. Now, all agencies participating in the UBI program can identify a business using the UBI number, so as a business you can use the same identifying number when dealing with different State agencies. A UBI number stays with your business as long as you operate your business under the same business structure. If you change the business structure of your business (for example, from a sole proprietorship to a corporation), you must apply for a new UBI number and complete a Master Application to register your locations under your new business structure. Web page link to Washington Department of Licensing is http://www.wa.gov/dol/main.htm
Who is the Project Manager? And may I call him?
The Project Manager will be listed on the Advertisement for Bid. E-mail is the preferred method of contact or the Project Manager may also be contacted by telephone. Questions and answers thereto may be issued in subsequent Addenda to all prospective bidders.
How will I receive the bidding documents?
All projects, both Bids and Small Works, are offered only via the electronic download process. The packet request process will remain the same. Instead of receiving a printed copy of the bidding documents in the mail, you will receive an e-mail with a link and password for downloading the documents.
If you do not have the resources to print the documents at your place of business, we have partnered with the Wenatchee Plan and Copy Center and you may obtain copies of the documents there.
Printed copies of the documents and contract drawings will be made available to all contractors who are awarded work with the PUD.
What are Addenda and when are they issued?
Generally, addenda are issued to clarify or supplement information in the bid documents or answer questions as the result of a site visit. The intent of an addendum is to provide the same information, in a consistent format to all prospective bidders. Addenda are sent to all prospective bidders who have requested bid documents.
How does the District’s Internet site benefit prospective bidders?
The Internet site provides 24/7 availability for bidders, suppliers, subcontractors and other interested parties to find out what bidding opportunities are scheduled, what is out for bid, and the status of opened bids. You may also request bid documents. If you are having problems with the Internet site, please e-mail Marilyn Sherling or call (509) 661-4649, or toll free 800-663-8121, extension 4649.
What does the law require?
In Washington, contractors must register with the Department of Labor and Industries, post a bond and carry general liability insurance coverage.
- A general contractor must maintain a $12,000 bond. A specialty contractor, such as a painter, must maintain a $6,000 bond. Dissatisfied consumers may pursue restitution by taking civil action against a contractor's bond in Superior Court.
- All registered contractors must carry general liability insurance coverage ($50,000 property damage and $200,000 public liability or $250,000 combined single limit).
- A current certificate of registration as a contractor in compliance with RCW 18.27, which must have been in effect at the time of submission of bid
- A current Washington Unified Business Identifier (UBI) number
- An employer identification number (EIN). (An EIN is optional for a sole proprietorship with no employees.)
- If applicable:
- A Industrial Insurance (workers compensation) coverage for the Contractor’s employees working in Washington, as required in RCW 51.
- A Washington Employment Security Department number, as required in RCW 50
- A Washington Department of Revenue state excise tax registration number, as required in RCW 82
Which contractors may be granted web access to project information?
How do we obtain access?
Upon receipt of the executed forms, the contractor will be contacted to set up a customer code and password to access their project information. Only one customer code and password is issued per contractor. This will enable the contractor to view any and all projects which they have been awarded.
The Business Process Specialist in Procurement and Contract Services will set up your customer code and password. Phone Marilyn Sherling at 509-661-4649, or e-mail her at firstname.lastname@example.org with any questions.
What type of information will Contractor Web Access show me?
Contractor Web Access information is divided into three sections:
Bid Award Checklist
- Lists Contract Administrator name, phone and e-mail.
- Shows when items associated with the Bid Award were processed, including, but not limited to:
- Notice of award
- Notice to Proceed
- Performance and Payment Bond
- Inventory List of Hazardous Chemicals
- Certificate of Insurance and Checklist
- Lists Post-Award contact name, phone and e-mail.
- Shows when Post-Award tasks were processed, including, but not limited to:
- Field Work Order/Change Orders with amounts and times
- Contractor Orientation Checklist
- Job Safety Analysis
- Acceptance Inspection Report
- Original Contract Completion Date
- Award Date
- Contract Execution Date
- Contract Start Date
- FWO/CO Total
- Revised Contract Price
- Revised Contract Completion Date
- Revised Contract Completion Amount
- Completion of All Contract Work
- Shows Accounts Payable Supervisor name, phone and e-mail.
- Lists when Contract Completion tasks occurred, including, but not limited to:
- Filing of Intents and Affidavits
- Small Works Final Acceptance Processed
- Letter Sent to Dept. of Revenue
- Certificate of Payment of State Tax Received
- Date Retainage Paid Out