Chapter 8. Facilities Management
Section 8.7. Planning, Engineering, and Construction

8.7.1.2. Competitive Bids

Competitive Bids: The University's practice for determining the actual construction cost of a project, which is done through solicitation of quotes from responsive qualified constructors. Competitive bids shall be obtained for all building construction, expansion, rehabilitation, or demolition; and site development projects that exceed $30,000.

Competitive bids are to be consistent with the requirements of the bidding documents. Exceptions are those where MTU is the agent for a third party who specifically requests or allows a no-bid or a no-bid cost plus situation. (Example: defense contracting via the Keweenaw Research Center.) Exceptions may also be made for projects that must be done very quickly because of emergency conditions involving protection against potential injury or damages to persons and property, disruption of University operations, cancellation of instruction or other scheduled programs, or to meet the conditions of other University commitments (e.g. research contract deadlines).

Each contract shall be awarded in accordance with existing applicable State statutes.

The Purchasing Department shall participate with Facilities Management and the professional services contractor in reviewing bidding documents to assure that the documents provide all statutory and standard language requirements of a state university construction contract.

1. When a construction project is ready for bidding, Facilities Management shall establish a time and date for the bid opening and extend invitations for bids.



2. For all projects above $30,000, invitations to bid will be advertised in The Daily Mining Gazette and with Builders Exchange in the Upper Peninsula of Michigan. Additionally, projects over $2,000,000 will also be advertised in the Michigan Contractor & Builder.



3. Facilities Management shall conduct a public bid opening at the time and date set, and tabulate all proposals received. Facilities Management shall also review each proposal for irregularities or violations of the conditions for bidding.



4. Facilities Management and the professional services contractor shall review and make recommendations relative to the award of contracts for construction.



5. The Facilities Management department shall submit the recommendations for contract awards, by way of agenda to the vice president for finance and administration, the president, and the Board of Control for approval, as required by the Board policy regarding capital additions.



6. Upon approval of the recommendations for contract awards, Facilities Management is to notify the successful bidders of the awards, in writing, and identify the documents required for execution of contracts.



7. The Facilities Management department and the professional services contractor are to review the contract documents, and upon concurrence, shall obtain signatures to complete execution of the contract documents.