Capital Improvement Projects Bid Process

All awards of funding require following CDBG procedures and processes.  Please see the following information and attachments:

Phase 1 - Pre-bid and Advertisement

The awarded agency is responsible for the advertisement of the bid (A-01) and preparing the bid packet (A-01 through A-04) for bidding contractors.

• A-01 Scope of Work Ex. (Agency to draft and City Staff to review) 
• A-02 Bid Advertisement (Agency to complete and post in a newspaper of general circulations)
• A-03 Bid Distribution List (Agency to also send the Bid Advertisement to Builder Exchanges on this distribution list)
• A-04 Contract Price & Cost Analysis (Information only)

Phase 2 - Preparation of Bid Packet for Bid Walk

The awarded agency is responsible for putting together the "Bid Packet" which will consist of the documents below and have the "Bid Packet" available to interested bidders at the "Bid Walk".

• B-01 Bid Invitation (Notice to Bidders, Agency to complete)
• A-02 Copy of Bid Advertisement (from Phase 1)
• A-01 Copy of Scope of Work (from Phase 1)
• B-02 General Block Grant Conditions
• B-03 Insurance Requirements
• B-04 Davis Bacon Wages (City Staff will provide latest Wage Decision)
• B-05 Davis-Bacon-and-Labor-Standards-Agency-and-Contractor-Guide
• B-06 Davis-Bacon-and-Labor-Standards-Contractor-Guide-Addendum
• B-07 Federal Labor Standards provisions (HUD-4010)
• B-08 MBE-WBE Guidelines
• B-09 Section 3 Overview Guidelines

Phase 3 - Bid Submission

Bidders must submit the following documents with their bid:

• C-01 BID CONTENTS CHECKLIST
• C-02 Bid Form and Representation Certificate (Bidder to complete)
• C-03 Bidder Certifications
• C-04 Statement of Qualifications for Construction Work
• C-05 Subcontractors List (if applicable)
• C-06 Bidder's Bond
• C-07 MBE-WBE Self Certification (if applicable)
• C-08 Section 3 Employee Self-Certification (if applicable)
• C-09 Section 3 Employer Certification (if applicable)
• C-10 Certification for Section 3 Business Concern (if applicable) 

Phase 4 - Bid Award and Agreements

After the sealed bids are opened and reviewed by the Agency and City Staff, the winning bidder will work with the Agency to draft an agreement that City Staff will review and approve prior to execution. The following clauses will need to be in the agreement or attached as an addendum: 

• D-01 REQUIRED CONTRACT PROVISIONS 
• D-02 CLAUSE - SC's Prohibition Against Discrimination 
• D-03 CLAUSE - Section 3 and Part 135 
• D-04 Sample Contractor Agreement Template
• B-02 General Block Grant Conditions (from Phase 2)
• B-03 Insurance Requirements (from Phase 2)
• B-07 Federal Labor Standards provisions (HUD-4010) (from Phase 2)

The construction bonds and HUD form below, if applicable, are required to be submitted with the Agreement:

• D-05 MBE-WBE Form HUD-2516 (Agency to complete if applicable)
• D-06 Construction Performance Bond
• D-07 Construction Labor & Materials Payment Bond

If you have any questions about the process or forms, please email communityservice@santaclaraca.gov with 'Capital Improvement Project' in the subject line.