Construction Bidding Phase

The construction bidding phase translates design documents into construction contracts, establishing the framework for project execution. Proper bid phase management ensures qualified contractors, competitive pricing, and clear contractual terms for HVAC system installation.

Bid Document Preparation

Bid Package Contents

Complete HVAC bid packages include:

Contract Documents:

Agreement form
General conditions
Supplementary conditions
HVAC specifications (Division 23)

Drawing Set:

Mechanical plans
Equipment schedules
Details and sections
Control diagrams

Bid Forms:

Base bid form
Alternate pricing
Unit prices
Allowances

Specification Sections

Typical HVAC specification divisions:

Section	Content
230500	Common work results
230593	Testing, adjusting, balancing
230900	Instrumentation and control
232100	Hydronic piping
233100	HVAC ducts and casings
233600	Air terminal units
237200	Air handling units
238100	Decentralized HVAC

Addenda Process

Issue addenda to clarify or modify bid documents:

Formal distribution to all bidders
Track addendum acknowledgment
Deadline for pre-bid changes
Impact on bid due date

Pre-Bid Activities

Bidder Qualification

Evaluate contractor capabilities:

Financial:

Bonding capacity
Insurance coverage
Financial statements
Credit references

Technical:

Similar project experience
Staff qualifications
Equipment capabilities
Safety record

Administrative:

License verification
Reference checks
Legal standing
Workforce availability

Pre-Bid Meeting

Mandatory or optional meeting to:

Review project scope
Answer contractor questions
Site visit and access
Schedule clarification
Document interpretations

Record and distribute meeting minutes to all bidders.

Request for Information (RFI)

Pre-bid RFIs address document ambiguities:

Contractor submits written question
Engineer/architect reviews
Response via addendum (to all bidders)
Deadline for RFI submission

Bid Submission

Bid Requirements

Format:

Sealed envelope/electronic
Completed bid form
Addenda acknowledgment
Bid bond (typically 5%)

Schedule:

Submission deadline (exact time)
Public opening (competitive)
Evaluation period
Award notification

Bid Security

Bid bonds guarantee contractor commitment:

5-10% of bid amount typical
AIA Document A310 form
Forfeiture upon withdrawal
Released after contract execution

Bid Evaluation

Responsive Bid Criteria

Verify bids meet requirements:

All forms complete
Addenda acknowledged
Proper signatures
Bond included
On-time submission

Technical Evaluation

Review for compliance:

Equipment meets specifications
Alternates properly priced
Unit prices reasonable
Qualifications acceptable

Price Analysis

Evaluation Item	Consideration
Base bid	Primary comparison
Alternates	Add/deduct as planned
Unit prices	Compare to estimates
Allowances	Standard amounts
Total value	Complete comparison

Lowest Responsible Bidder

Award typically to lowest responsible bidder:

Responsible Criteria:

Technical capability
Financial capacity
Past performance
Legal compliance
Available resources

Contract Award

Notice of Award

Formal notification includes:

Bid amount accepted
Contract time
Required submittals
Performance/payment bonds
Insurance certificates
Contract execution deadline

Contract Execution

Complete contract documents:

Signed agreement
Performance bond (100%)
Payment bond (100%)
Insurance certificates
Notice to proceed

Unsuccessful Bidders

Notify unsuccessful bidders:

Release bid bonds
Provide bid tabulation (if public)
Answer debriefing requests (if applicable)

Special Considerations

Prequalification

For complex HVAC systems:

Prequalify before bidding
Limit bidders to qualified list
Detailed capability assessment
Reduces bid evaluation burden

Negotiated Procurement

Alternatives to competitive bid:

Design-build delivery
Construction management
Qualified contractor negotiation
Best-value selection

Public vs. Private

Public Projects:

Strict competitive bidding
Lowest responsible bidder
Transparent process
Defined protest procedures

Private Projects:

More flexibility
Relationship considerations
Negotiation possible
Faster process potential

The construction bidding phase establishes critical contractor relationships and contractual terms that govern project execution, with proper procedures ensuring fair competition and qualified contractor selection.

Sections

Pre-Bid Procedures

Comprehensive guide to HVAC pre-bid procedures including invitation to bid, bid document preparation, pre-bid meetings, site visits, RFI process, bid security requirements, and contractor prequalification for mechanical construction projects

Bid Evaluation

Comprehensive HVAC bid evaluation procedures including responsiveness review, contractor qualification verification, scope completeness analysis, alternates assessment, value engineering proposals, and systematic contractor selection criteria for mechanical construction projects

Addenda Process

Comprehensive guide to HVAC construction addenda including preparation procedures, timing requirements, distribution methods, clarification responses, specification modifications, drawing revisions, and documentation practices during the bidding phase

Bid Award Procedures

Comprehensive HVAC bid award procedures including award notification, contract execution, notice to proceed, performance bonds, payment bonds, insurance requirements, and contract document assembly for mechanical construction projects