Accept all simple or complicated questions via email, phone or in person and post in the web-based application the same day for the benefit of all perspective bidders.

Post all responses, including the verbal answers to simple questions, to the (examples can be found on the CST Support page):

For simple, straightforward answers, post on the same day
Most questions should have detailed responses within 48 hours
Acknowledge complicated questions that may require study and collaboration prior to responding, and these questions should be followed up in a timely manner.
Avoid responses stating nothing more than, “Bid as Shown,” “Bid per plans,” or “Bid as advertised.”
Special effort should be made to expedite answers during the week of letting, including the weekend prior to letting.
Staff should be monitoring the Q&A the weekend before letting and should provide timely answers.

If a potential bidder raises a question regarding an error in the plans:

Acknowledge that you will research the potential error
DO NOT make statements to that bidder, or any other potential bidder, that a possible or probable change to the plans, specifications, or quantities should be forthcoming
Perform due diligence to determine whether the possible error is valid, and if so, ensure the error is addressed with:
An addendum, prior to letting (refer to
CCAM Chapter 2
, Section
4
, "Addenda," for requesting a form and its corresponding SOP later in this chapter)
A Change Order after letting and award
A Postponement of letting to a later date.

Responses posted to the web-based application trump any responses given verbally should there be a conflict.

Take notes when discussing a project with a Contractor during the pre-bid period, including during non-mandatory pre-bid conferences, a ride-along, or when otherwise showing or discussing a project. Ensure to post all notes or meeting minutes to the web-based application for all prospective bidders.

Post additional documentation requested that was not included in the plans.

Preliminary plans
Cross Sections (PDF
or XSR
)
CPM schedule
Geotechnical data/reports
DGN files (may only be provided to the awarded bidder).
As-Built Plans (As-built bridge plans may be posted for informational purpose only. The only exception to this would be in the case when the plans requested are for Critical/Safety Sensitive structure. Refer to the
Open Records Request Guidance for Bridge Information)
.

Engineer's estimate for individual bid items
Global stability calculations
Retaining wall and bridge calculations

Ensure all interested parties are treated fairly and equitably.

Keep a record of all information provided to the prospective bidders with the project files (electronically or hard copy). Instructions for printing, entering questions, uploading documents or answers on the web-based application can be found: – TxDOT/Bidder Version. For questions regarding TxDOTCONNECT Pre-Bid Q&A, email: .