Section 4: Addenda

General

In the event that the Department modifies a proposal or the plans after the proposal release date,
the external electronic bidding system will immediately generate email notification to Contractors of addenda related to projects for which they have requested the proposal.
Make an informed decision as to whether or not an addendum is needed or whether a change order is appropriate. Major errors require an addendum request.
  • Minor errors, including but not limited to minor quantity errors or misspelled words, do not require correction prior to letting. A minor quantity error is an error that does not create significant change. The price also does not change, so it should not affect the bid.
  • Major errors cause substantial changes that affect the bidding process.

Addendum Requests

Because significant work has gone into bringing a project to letting, and Prospective Bidders have expended efforts in preparing their bids, DES, CST, and Civil Rights Division (CIV) will make every effort to assist in issuing addenda.
Reference the
Letting Manual
, Chapter 2 and DES Division website for the
Addendum Request Form
and
Addenda Processing SOP
for information on processing of addenda (internal access only). Addenda submitted without complete documentation will be returned to the district unapproved.

Accessing the Bidders List to Gather Contact Information for All Prospective Bidders

Access the Bidders List and gather contact information using either of the following options to ensure that every prospective bidder that has requested a proposal receives the same information.
  • Option 1 - Electronic Bidding System (internal access only):
    • Access the
      Electronic Bidding System
      (EBS) via intranet access.
    • EBS will automatically populate the Network
      Username
      and Mainframe User ID fields. (If it does not auto-populate, contact CST’s Construction and Maintenance Contract Letting (CMCL) Section to request an access role in EBS.) Click Log In.
    • Click on the Addenda tab.
    • Using the drop-down list, select the project CSJ and click the button to generate the Proposal Request Report.
    • The report will include the name and email address of each prospective bidder that has requested a proposal for the specified CSJ. Copy all prospective bidders on one distribution email.
  • Option 2 - TxDOT website:
    • Access the Bidders List for
      State-Let Construction and Maintenance
      or
      Local-Let Mainte
      nance, as applicable.
    • Click on the project county and find the project CSJ to see the list of prospective bidders who have pulled a proposal.
    • Click on the prospective
      bidder's
       name to access contact information.
    • Copy all prospective bidders on one distribution email.