Section
1:
Introduction
The Contracting phase of a project involving
a local government (LG) and the Texas Department of Transportation
(TxDOT) includes three stages: bid document preparation; letting
and award; and contract execution. The first stage (bid document
preparation) is included in Chapter 7 – Plans, Specifications &
Estimates (PS&E) Development. The second stage (letting and
award) is included in this chapter. The last stage (contract execution)
is included at the beginning of Chapter 9 – Construction. The tasks
associated with the letting and award are described in detail with
references to two types of procurement: design-bid-build; and design-build.
Before a transportation project can be placed under contract,
the contracting agency must “let” it, or make the project available
for bidding. Letting involves the request for a submission of bids through
a public advertisement, the receipt of bids and the selection of
the most responsive bid using a competitive selection process based
on qualifications, best value, experience or any other factors included
by the LG or required by TxDOT or federal funding requirements.
When stated in the advance funding agreement (AFA), the LG is responsible
for the letting process for local projects, although TxDOT maintains
oversight for projects involving state or federal funding. A well-planned
and executed bidding process allows the LG and TxDOT to get the
most competitive price and allows businesses to compete fairly for
business.
Chapter 4 – Preliminary Engineering and Design describes the
process for preparing and obtaining TxDOT approval of the procurement
procedures. Chapter 7 – Plans, Specifications and Estimates (PS&E)
Development outlines the procedures for preparing and obtaining
TxDOT approval for the PS&E and bid documents. The LG must follow
the approved procedures, submit the local funds to TxDOT for costs
to be incurred by TxDOT for oversight (as required by the AFA) and
obtain TxDOT approval prior to beginning the Letting phase (advertising)
and Construction phase (contract execution) of the project. This
chapter of the Local Government Projects Policy Manual and
describe the responsibilities
of the LG and TxDOT during the letting phase of the project.