BS5412 - Construction Bids

All construction projects involving Plant Funds more than the competitive quotation or competitive bid thresholds listed in the Code of Iowa, shall follow the bidding procedures specified in the Code of Iowa and DMACC Board Policy 808. Construction projects include site improvements, construction of new buildings, or the remodeling of existing buildings.

Plant Fund expenditures for construction projects less than the competitive quotation threshold listed in the Code of Iowa, and furniture and equipment, will be in accordance with College Procedure BS5300.

Procedure

Plan review

Requests for new construction should be submitted during the annual budget cycle, considered by the President, and included in the budget approved by the Board of Directors.

Contracts must be issued for all Plant Fund construction expenditures more than the competitive bid threshold listed in the Code of Iowa.

Proposed plans and specifications shall be prepared and presented to the Board of Directors prior to advertising for bids. The preparation of plans and specifications shall be under the direction of the Executive Director, Facilities Planning & Management.

Following review of the proposed plans and specifications, the Board, by resolution, will adopt the proposed plans and specifications and proposed form of contract, and fix a time and place for a public hearing on the proposed plans and specifications. The date for receipt and opening of bids shall be set at the same Board meeting.

Bidding Activity

The bid opening may precede or follow the public hearing, but in all instances, the hearing and the bid opening must precede the contract award.

If it becomes necessary to change the bid date, the Board Secretary may cancel the bid opening. The new bid date shall be set by Board resolution and the advertisement for bids shall be republished.

When approved by the Board, the bid opening shall be conducted by the Executive Director, Facilities Planning & Management or designee, independent of a Board meeting; otherwise, the Board will conduct the bid opening.

Public Notice

According to the Code of Iowa, DMACC shall advertise for sealed bids for the proposed public improvement by posting a notice to bidders not less than thirteen and not more than forty-five days before the date for filing bids in a relevant contractor plan room service with statewide circulation, in a relevant construction lead generating service with statewide circulation, and on an internet site sponsored by DMACC or a statewide association that represents DMACC. If circumstances beyond the control of DMACC cause a scheduled bid letting to be postponed and there are no changes to the project’s contract documents, a notice to bidders of the revised date shall be posted not less than four and not more than forty-five days before the revised date for filing bids in a relevant contractor plan room service with statewide circulation, in a relevant construction lead generating service with statewide circulation, and on an internet site sponsored by DMACC or a statewide association that represents DMACC. The Executive Director, Facilities Planning & Management shall be responsible for preparing and publishing these publications. The Board Secretary will be responsible for verifying the publications.

Adoption of Plans and Specifications and Award of Contract

The Board shall adopt Plans and Specifications, and form of contract, at the conclusion of the public hearing.

Following receipt of bids, the Executive Director, Facilities Planning & Management, shall propose the appropriate Board action to the President.

The President shall make the recommendations to the Board.

The contract award will be by Board resolution.

Adopted: April 20, 2006
Reviewed: November 2007; October 2020; July 2024

Revised:
July 2024