Advertisement Instructions

The following format is to be used on all letters authorizing project advertisements. Authorization letters

must be sent to the “HQ-CU/Construction Contracts Unit” distribution list in Outlook. All ad authorizations

must be received no later than 9:00 A.M. on the Monday morning before the ad date. If there is a holiday

on any day of the week prior to the Thursday advertisement, the request letters must be received by 9:00

A.M. the previous Friday.

To ensure a timely advertisement of the project the Printing and Visual Communications Center requires

the following schedule (additional consideration should be given during holidays).

a)Typical PS&E packages (200 plan sheets or less):

Deliver to the Center 8 calendar days prior to advertisement.

b)Large PS&E packages (between 200 and 400 plan sheets):

Deliver to the Center 15 calendar days prior to advertisement.

c)Very Large PS&E packages (over 400 plan sheets):

Deliver to the Center 22 calendar days prior to advertisement

Failure to provide the information requested in the authorization letter format below may result in the delay

of advertisement date.

Authorization Letter Format

Const. Project No.: ______________

Const. Project Code: _____________

PE Project No.: __________________

PE Project Code: _________________ Date: _____________________

To: Construction Contracts Unit

From: Project Manager’s Name

Subject: Advertise Project Number

Requisition number has been created and released (approved) by both

the appropriate engineer and region business office in SAP for this project. Please advertise the

above project on for weeks. Necessary clearances have

been obtained. The ad notice is ready for download in Trns*port. Plans and specifications have

been sent to the Printing Center in accordance with their submittal deadlines. The UDBE

contract goal has been set at __%.

The bid items

___ will not exceed $600,000. ___between $5,000,000 and $10,000,000

___ between $600,000 and $1,500,000. ___between $10,000,000 and $20,000,000

___ between $1,500,000 and $5,000,000 ___over $20,000,000

If the project is federally funded use the following statement:

FHWA agreement date of obligating the construction phase.

If the project is not federally funded use the following statement:

This is a non-federally funded project.

If the project requires local concurrence to award use the following statement: This project requires local concurrence to award.

If the project does not require local concurrence to award, use the following statement: This project does not require local concurrence to award

Funding information:

Contracts now require account coding in the recital portion. In order to advertise a project and ultimately write a contract the following information is needed:

Coding to be used for advertisement:

Fund Number , Funds Center: ,

Functional Area , GL Account , WBS Element ______

Coding to be used for contract and PO entry:

Fund Number , Funds Center: ,

Functional Area , GL Account ,

*Responsible cost center____ *CE Pool External Cost center ____ *CE functionl area 3200 *Items with an asterisk are not required for MTCE projects

Contact information:

Contracts also require that CDOT provide the contractor with the name and address of the CDOT contact to whom all communication, notices and correspondence shall be addressed.

Name _____________

CDOT Region _____

Address ____________

City _________, CO _____ zip ____

Phone (___) ___-____

e-mail: ____________

The following is applicable only if a pre-bid conference is required:

Attendance at the pre-bid conference will be: mandatory_____ non-mandatory_____

Only one of the following statements will be included in the advertisement:

“Bids will be accepted only from pre-qualified bidders who attend the pre-bid conference”

Or

“Bidders are not required to attend the pre-bid conference in order to submit a bid”.

In addition advise of any special conditions for bid acceptance which may have been made anywhere in the project specifications. It is impossible for the bid reviewer to read all of the project specifications for every project. Therefore it is essential that we be advised of any

special documentation that is required. Failure to so advise has resulted in the acceptance of bids that have been contested by other bidders. These incidents come as a complete surprise to the bid reviewer and cause embarrassment and potential liability to CDOT.