Traffic-Roadway Section (TRS) Frequently Asked Questions (FAQ's)

The following questions and answers are provided to help customers find answers to frequently asked questions. If you wish to suggest additional questions, please contact Bob Callaway, the Unit Manager of SEOPL.

QI. Does a PD-02 Exception Letter allow a project to be awarded?

Q2. Can a Notice to Proceed (NTP) with construction be issued with outstanding PD-02 Exception Letter issue(s)?

Q3. [Estimator Question] Why is the catalog lined through for certain items – do I have a faulty catalog?

Q4. What is the best way to select a bid date for my project?

Q5. [Hybrid Lump Sums Question] Why is the Structure Excavation - item 0510.0101000A LS on the website and m³ in Estimator?

Q6. [Hybrid Lump Sums Question] Does the "A" at the end of the item number designate a hybrid item?

Q7. [Hybrid Lump Sums Question] Why does 0510.0101000K show as m³ on both?

Q8. [Hybrid Lump Sums Question] When I print out the estimate from Estimator, the bid items with an "A" at the end of the item number still show up with specific quantities (i.e. m³). This is incorrect, what is happening?

Q9. [Hybrid Lump Sums Question] What happens if I don't have quantities for a hybrid, and I just want to use a true LS?

Q10. [Hybrid Lump Sums Question] Should I use the 9Z9 item when I want to use a true LS?

Q11. [Hybrid Lump Sums Question] I don't want to disable the bid histories by using a quantity of 1, but I'm not finding a way around it yet. How can I do this?

Q12. [Estimator Question] I've checked the most current English Bid Item List, and it appears that there is no item number for the Deck BT 72 Precast Prestressed Beams. In situations where a bid item is not listed on the bid item list, should we just indicate the first four digits of the item number or leave the bid item number blank?

Q13. [Estimator Question] In one of the training sessions, we were told that we could obtain a copy of the template file, which was used to create a previous job that lists the most common bid items typically associated with a new bridge construction. How can I get a copy of that file?

Q14. [Estimator Question] If there is not a current 9Z9 miscellaneous item number in the catalog under the proper section (0290), how do I add one? I'm trying to create two 0290-9Z9 items, but I can't get the field to accept my typed in entry.

Q1. Does a PD-02 Exception Letter allow a project to be awarded?

A1. PD-02 exception letters provide a mechanism to request authorization allowing a project to proceed to bid advertisement given some incomplete PS&E submittal requirement(s). The exception letter must list all outstanding items and include for each item:

o        a resolution plan,

o        the expected resolution date,

o        the responsible person for each outstanding item.

By default, approved PD-02 exceptions letters are assumed to authorize projects to proceed to advertisement only. Projects will not be allowed to proceed to bid opening, project award, or issuance of a Notice to Proceed unless explicitly requested in the exception letter and approved by the Deputy Director.

In all cases, the Office of Pre-Letting (OPL) QA staff has been tasked to track identified outstanding PD-02 issues by periodically querying the PL/CPM/LAL regarding the status of the resolution plan(s). The project PL/CPM/LAL carries the responsibility to confirm to the OPL QA staff that all the listed issues have been resolved. The ODOT Procurement Office Construction Contracting Unit must also be so advised so they can proceed with contract award. This notification needs to be in writing (e-mail preferred) and can be directed to the project QA engineer, to OPO Construction Contracting directly, or both.

Answer updated 04/20/06

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Q2. Can a Notice to Proceed (NTP) with construction be issued with outstanding PD-02 Exception Letter issue(s)?

A2. PD-02 exception letters routinely request authorization to proceed to bid advertisement and bid opening given some incomplete PD-02 required items. This request must list the outstanding items and include a resolution plan for each of them. Most often PD-02 exception letters only request permission to proceed with advertisement and are silent regarding the question of proceeding with contract award.

In the latter cases, the Office of Pre-Letting QA staff has been tasked to follow the outstanding PD-02 issues by periodically querying the PL/CPM/LAL regarding the status of the resolution plan. When the PL/CPM/LAL has confirmed that all the listed issues have been resolved, the ODOT Procurement Office Construction Contracting Unit can be so advised and will then proceed with contract award. This notification needs to be in writing (e-mail preferred) and can be directed to the project QA engineer, to OPO Construction Contracting directly, or both.

Unless PD-02 letters explicitly request authorization to advertise and award, contracts will not be issued until confirmation from the PL/CPM/LAL that the outstanding issues have been satisfactorily resolved.

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Q3

Q3. [Estimator Question] Why is the catalog lined through for certain items – do I have a faulty catalog?

A3. The “unit system” default must be preset before entering data into the “Skeleton”. In this case, the metric default was not changed to English prior to accessing an English catalog to enter new bid items. View Screenshots below:

Screenshot 1- Location of entry error

Screenshot 2 - Resulting view from the catalog

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Q4. What is the best way to select a bid date for my project?

A4. The need to identifying your project bid date accurately depends somewhat on stage of the project. We recommend following the logic shown in the diagram linked below. The logic can be described as follows:

At project initiation and up to 13 months prior to the planned bid month, we recommend you target the first day of the month in which the project is desired to be bid. Be sure to account for the PS&E submittal/advertisement lead time, typically 45 calendar days prior to bid opening - longer for projects intended to be advertised more than 3 weeks.

During the 13th month select one of the "standard" bid dates, as listed on the ODOT Office of Procurement (OPO) web page: http://www.oregon.gov/ODOT/CS/OPO/construction/bid_opening_dates.shtml

During the 7th month, contact the Office of Pre-Letting to confirm the recommended bid date. This last step will enable you to take into account any additional bid dates beyond the "standard dates" that may have been added to the schedule and to place your project for competitive bidding. Once this date is agreed to it will be shown on the "Six Month Schedule of Projects" which OPO makes available to the contracting community and the public. http://www.oregon.gov/ODOT/CS/OPO/construction/schedule_of_projects.shtml

Bid Date Planning Guide

Q5. [Hybrid Lump Sums Question] Why is the Structure Excavation - item 0510.0101000A LS on the website and m³ in Estimator?

A5. The website shows the bid items as they will be viewed and bid by contractors. An "A" designation at the end of a bid item indicates the bid item is either a lump sum (LS) or a "hybrid". Hybrids are bid items that have been developed from specific estimated quantities, but for bidding purposes, have been "lumped" together as a lump sum. When using hybrid bid items the estimated quantities are input in Estimator and automatically converted to lump sum within the PES/DSS systems.

Q6. [Hybrid Lump Sums Question] Does the "A" at the end of the item number designate a hybrid item?

A6. Not necessarily – the "A" designation indicates either Lump Sums or Hybrids. Be sure to check the unit of measure in Estimator with each item – again, if the A designation is accompanied with anything other than “LS” in the unit of measure field, this is your indicator that the item is a Hybrid

Q7. [Hybrid Lump Sums Question] Why does 0510.0101000K show as m³ on both?

A7. This is because the "K" designates a bid item intended to be bid by a specific quantity. Hybrids are only calculated from the "A" designation.

Q8.

Q8. [Hybrid Lump Sums Question] When I print out the estimate from Estimator, the bid items with an "A" at the end of the item number still show up with specific quantities (i.e. m³). This is incorrect, what is happening?

A8. The printing function for Estimator will show and print the item with quantities and prices. You will not be printing the bid schedule for the contractors so this is not a problem. The PES overhead system will take care of the contractors bid schedule – that will print out the 1 and “LS” for bidding purposes.

Q9. [Hybrid Lump Sums Question] What happens if I don't have quantities for a hybrid, and I just want to use a true LS?

A9. In all cases, we will want quantities for the hybrid lump sums – simply using lump sums has never been an ODOT standard for cost tracking and in the past the Bridge group has been manually entering the quantity data into systems for federal reporting and cost information that is sent back to the bridge designers. In some cases, the bridge group has had to go back and re-calculate quantities to complete their reporting data. The Estimator system is designed to eliminate the redundant data entry process. In all cases, we will need the quantities.

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Q10. [Hybrid Lump Sums Question] Should I use the 9Z9 item when I want to use a true LS?

A10. Do not use the 9Z9 items for missing data – the PS&E bid schedule will be incomplete and we will not upload an incomplete set of data.

Q11

Q11. [Hybrid Lump Sums Question] I don't want to disable the bid histories by using a quantity of 1, but I'm not finding a way around it yet. How can I do this?

A11. The simple answer is to contact the bridge designers and obtain the quantity data necessary to complete the hybrids. The Estimator training for designers is beginning next month – these designers will be using the template system to enter data for their engineering discipline.

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Q12

A12. Please do not leave blanks in the bid item list selection box. You will need to select a bid item with the first four digits matching the Oregon Standard Specifications for Construction (as closely as possible) and with the first 3 digit places following the dash (-) designated as "9Z9" and the last letter matching the unit of measure you are selecting for the item. In this case you would select the letter "F" for feet. Once this is selected you will need to fill in the supplemental description box with the item description - all letters in caps.

Q13

A13. The template file is available from the region tech center. Please contact your local tech center to obtain a copy.

Q14

A14. Use the 9z9 from another section that is a close fit to the 0290 section - the prefix to the -9z9 does not need to be an exact fit for the "bucket item" bid items. This data is not intended to be regenerated in the historic data fields.

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Q15