Massachusetts Bay Transportation Authority

CAPITAL PROGRAMS USER GUIDE:

CONSTRUCTION ADVERTISING

Table of Contents
1.0 Policy............................................................................................................................................................... 2

2.0 Purpose ........................................................................................................................................................... 2

3.0 Responsibilities ............................................................................................................................................... 2

4.0 Instructions ..................................................................................................................................................... 3

5.0 Exceptions..................................................................................................................................................... 11

6.0 Document History......................................................................................................................................... 11

7.0 Appendices ................................................................................................................................................... 11

1.0 Policy

The MBTA is bound by state and federal statute to procure the Construction Contract through a public
advertisement and Bid opening, with the award going to the lowest responsive and responsible Bidder.
In order to procure the lowest responsible Bidder, the Construction Contract is advertised in various
publications and on the MBTA website.

2.0 Purpose

To establish and document the standard procedures for the advertisement of standard Design Bid Build
Construction Contracts within Capital Programs. This process is intended to facilitate the consistent
advertising of Construction Contracts by providing general direction and guidance to process
participants, including but not limited to the Design Consultant, MBTA Project Manager, and
Construction Contract Services.

3.0 Responsibilities

3.1 Project Manager

3.1.1 The Project Manager needs to notify the Director of Construction Contracts of their
Construction Contract so it can be added to the Capital Program’s
Advertisement/Letting Schedule

3.1.2 Must attend weekly Construction Advertisement meetings to report/track progress of

the advertisement process

3.1.3 Prepare and complete the Pre-Bid Review Control Sheets (PRCS) prior to any
construction project being advertised

3.1.4 Coordinate with Contract Services on all advertising activities

3.2 Designer or Consultant

3.2.1 Coordinate with the MBTA’s Project Manager on all design submittals: 60%, 75%, 90%,
100% Plans, Specifications, and Estimate (PS&E)

3.2.2 Provide Bid Phase Services Support

3.2.3 Final Plans and Specifications to Contract Services

3.2.4 Enter Engineer’s Estimate into MBTA’s BIDS system

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 3.3 Contract Services

3.3.1 Perform review of Bidding Documents to ensure compliance with state, federal, and
MBTA guidelines

3.3.2 Review and sign Pre-Bid Review Controls Sheets

3.3.3 Authorize Advertisement

3.3.4 Advertise Notice to Bidders (Solicitation) in the Central Register, local and minority
publications, and MBTA’s website and post to BIDX

3.4 Project Controls

3.4.1 Provide a Quality Control review of the Pre-Bid Review Control Sheets (PRCS) submitted
by the Project Manager

3.4.2 Provide a Turnback Sheet identifying any items within the PRCS that need follow up
from the Project Manager

4.0 Instructions

Please note that this process is executed entirely outside of e-Builder.

4.1 Request for Contract Number

4.1.1 At 60% Design, the Project Manager submits a Request for Construction Contract No.
form to Contract Services to request a Contract Number.

4.1.2 Contract Services shall file the request form in a newly created “Pre-Award Folder” on
the Contract Services “O” Drive.

4.1.3 Contract Services shall use the Work Order in the form to determine the Project Code,
which will symbolize the first three letters of the Contract Number.

4.1.4 Contract Services shall go into CMS and go to the Contract History window screen and
click on the Contract No. field, and then click list to check available contract numbers.
The Contract Number should be the Project Code CN XX (using the next available
numbers).

4.1.5 Contract Services shall enter information for the following fields:

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  Description (as stated on the Request for Contract No. form), City, and Town
 Type: Design Build (DB), Design Bid Build (DBB), Construction Management
General Contractor (CMGC), Construction Manager at Risk (CMR), Sole Source
 Select Project Manager
 Design Contract No.
 Procurement Type

4.1.6 Click the add link button, enter the Work Order Number, and save.

4.1.7 Contract Services shall email the newly assigned Contract Number to the Project
Manager.

4.2 Pre-Bid Review Control Sheet and Specification Submission

4.2.1 At 60% Design, the Project Manager starts the CN Pre-Bid Review Control Sheet (PRCS)
in preparation of advertising the Construction Contract. The PRCS is a checklist of 40
items that need to be completed prior to being able to advertise.

4.2.2 The Project Manager prepares an electronic file that contains tabs for each of the items
requiring back-up documentation. The back-up documentation is tabbed in accordance
with the numerical item listed on the PRCS.

4.2.3 Consultant’s role should be limited to assisting the Project Manager’s areas.

4.2.4 Project Controls reviews the PRCS and submits a Turnback Sheet with either the
“recommendation to advertise” or “not recommended to advertise”.

 If not recommended to advertise, the Project Office must address any

deficiencies noted on the Turnback Sheet before advertisement.

4.2.5 At 90%, the Project Office submits a link to the Plans, Specifications, and Estimate (PSE)
to Contract Services for review.

4.3 Plan Review

4.3.1 Project Office emails Contract Services to request Plan Numbers.

4.3.2 Contract Services has a spreadsheet to keep track of what numbers have been issued,
what contract they are for, and who requested them.

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 4.3.3 Contract Services will make a new entry for the request and email the Consultant and/or
Project Manager to let them know what range of Plan Numbers are issued for their
project.

4.3.4 When Plans have been submitted, Contract Services will review that the CN Design Plan
Cover Sheet is as follows:

 Is signed by the Delivery Chief and Deputy Chief

 The index accurately lists the Plans included
 All individual Plans are stamped by an engineer

4.3.5 Consultant submits, using their preferred file transfer protocol, a single PDF containing
all the plan sheets, as well as individual files for each plan sheet in PDF format.

4.3.6 File names for each individual Plan should be in accordance with MBTA standards.
Contract #_Plan Sheet #._Sheet #.

4.4 Specification Review

4.4.1 Contract Services shall review all Construction Contract specifications prior to and
during the advertisement and bidding period to ensure that the proper format is
followed and that the specifications are consistent with the MBTA’s policies. This review
is performed at the 60%, 90%, and 100% Design levels for all Construction Contracts.
Please refer to the MBTA Project Manager’s Manual for additional guidance.

4.4.2 Contract Services reviews the Construction Contract specifications to confirm the
following:

 Correct type and most recent revision of sections 00000 – 01700

 Schedule of Bid Prices is included after Section 00410-3 of the specification
 On Section 00410-3, the “enter total from page no.” is filled out with the final
page of Schedule of Bid Prices.
 Ensure the prevailing wage rate schedules are inserted. To Request State Wage
Rates:
o Log into mass.gov/prevailing-wage-program and select “Official request
for prevailing wages”
o Enter contract info:

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  Project Type – If bridges over rivers or bays are involved, this
will be Construction and Op Eng Marine — Dredging, otherwise,
it’s Construction only
 Project Description – An abbreviated explanation of the
project’s Scope
 Contract Number, Contract Name, Start and End Dates, and
Value – These can usually be found on CMS
 Location(s) of Work – Entered either as cities or counties in
which work will take place
o The prevailing wage rate schedules will be emailed to the Consultant
and Project Office for insertion after Section 2 of the Supplementary
Conditions of the specifications (usually on page 00800-3 for state-
funded projects, or 00800-4 for federally funded projects)
 For federally funded projects, ensure that the federal wage rate determinations
are inserted after section CC of the Supplementary Conditions (usually on page
00800-27), and line CC.1.a is filled in with information from the federal wage
determinations. To request Federal Wage Rates:
o Visit wdolhome.sam.gov and click “Search wage determinations”
o Select “Davis-Bacon Act” under Wage Determination Type
o State = Massachusetts, Construction type = Building
o Select the applicable determinations from the generated list, according
to the counties in which construction will take place
o Make sure all prevailing wage rate determinations are saved on the O-
drive when received
 Look through the “Products” sections of Divisions 02000 – 16000 to ensure that
three options are provided in any case where a specific vendor or product is
specified
 Coordinate Bid phase dates with the Project Office (Pre-Bid, Site Tour, Bid) on
the CN Notice to Bidders – State/Federal
 Engineer’s Estimate

4.4.3 Project Office must email Contract Services to request access to the BIDS system to
allow the Consultant to enter the estimate.

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 4.4.4 Contract Services sets up the Contract in the MBTA side of the BIDS system.

4.4.4.1 Log into MBTA BIDS, https://business.mbta.com/

4.4.4.2 Create Contract
4.4.4.3 Enter Contract number and description
4.4.4.4 Enter Contact information for the Project Manager and Consultant
4.4.4.5 If the Contract exists, click the “Reset password and send to user” box to reissue
access to the Consultant
4.4.5 Once the Consultant receives the email from MBTA BIDS, they can begin entering the
estimate into Consultant BIDS
4.4.5.1 Click the MBTA BIDS link from email and from the main menu, click the
Select/Add bid items. Bid items can be searched by Description, Item #, or Unit
of Measure
4.4.5.2 Select line item from search
4.4.5.3 Enter Quantity and Price for the line item selected
 Only select AN for allowance items
 Qty for AN, FP are 1
4.4.5.4 To continue adding item, select the add item button until the estimate is
complete
4.4.5.5 Go back to the main menu
4.4.5.6 The Consultant can select Print Engineer Estimate for their records
4.4.5.7 Select Complete Bid Package
4.4.5.8 If the Consultant needs to update the Bid package after they select complete,
they must email Contract Services to regain access to BIDS

4.4.6 BIDS notifies Contract Services that the Consultant has completed the estimate

4.4.6.1 Contract Services selects yes to the “Finish Flag” and “CMS Flag”
4.4.6.2 BIDS sends an email to Contract Services that the estimate is now available for
import into CMS

4.4.6.3 Import Line Items

 To import the line items, go to CMS>Construction>Contract Line items

 Enter Contract number and click import

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  Review line items to ensure that there are no AL items (they would be
highlighted in red)
 Click save and print the schedule of Bid prices (CMS BM 005) and
engineer estimate (CMS BM 001)
 Email Schedule of Bids Prices and estimate to Consultant and Project
Office for inclusion into the Bid Form 00410-3 in the specifications
 Update construction activity report with final engineer estimate amount
4.4.7 Once wage rates, Schedule of Bids, and Final Notice to Bidder has been incorporated,
the Consultant submits via email or file sharing the final version of the Bid Specifications
in One (1) searchable PDF file to Contract Services.
4.4.8 Contract Services uploads Plans and Bid specification to the MBTA FTP Site folder.

4.5 Authorization for Advertisement

4.5.1 Contract Services advertises the Construction Contract for the solicitation of Bids once
the Construction Contract specification review is complete at 100% Design and all
approvals have been obtained.
4.5.2 The Project Office must submit a completed PRCS with all required signatures before the
project can be advertised.
4.5.3 Contract Services verifies that the PRCS package is complete and accurate.
4.5.4 Project Coordinator prepares the CN Authorization to Advertise Memo
 Include the CN Notice to Bidders (NTB) – State/Federal, Budget Memo,
Engineer’s Estimate, and copy of the project’s Contract Section 01590 – Field
Office and Sheds
 Once signed off, save to the project file
 File Name should be: Contract #_Approval to Advertise

4.6 Advertisement

4.6.1 The Construction Contract advertisement, also known as the CN Notice to Bidders (NTB)
– State/Federal, includes:
 The approximate dollar value for Contract
 Name of MBTA Project Manager
 Date, time, and location for the Bid opening
 Site tour and Pre-Bid conference information

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  Pre-Qualification requirements (if applicable)
 Disadvantaged Business Enterprise (DBE) Goal (If applicable)
 Federal & State wage requirements, including provisions as required by Federal
or State funding requirements
 Bonding information
 Requests for interpretation of the plans and specifications and any other
Contract specific requirements
4.6.2 Contract Services adds the solicitation to the MBTA website. Access to this site is limited
to Contract Services (you will need a username and password to do this internally). All of
the information that is added to the solicitation will be found in the NTB.
4.6.2.1 Select Add Solicitation
4.6.2.2 Enter your name and email (if you have an apostrophe in your name DO NOT
add it)
4.6.2.3 Enter details into the following fields:
 Contract Number
 Release Date (Advertising Date)
 Kill Date (the date of the Bid Opening)
 Project Name
 Bid Opening Date and Time
 Project Value (No commas)
 Project Location
 Use itouchmap to add Latitude and Longitude of the project
 If the project is on the MBTA website, copy and paste the link into the
blank space
 Class (you will find this in the first line of the NTB)
 Scope of Work (second paragraph of the NTB)
 DBE Goal (N/A when state funded)
 Obtain Document Date (advertising date)
 Project Manager’s information and address
 Check off if there will be a site tour/location
 Pre-Bid Date/Time/Location
 Check off Business Type (found in project’s specification table of
contents)

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 4.6.2.4 Email Message – Select Yes. If documents will not be available immediately,
type in information regarding when the documents will be available for
download.
4.6.2.5 Upload the NTB (you will need to convert to a PDF File)
4.6.2.6 Click Add Solicitation
4.6.3 Contract Services Advertises the Legal Notice in Local Papers.
4.6.3.1 Create email stating MBTA intention to advertise in their earliest publication.
Attach shortened version of the NTB and advertise to the following publications:
 Boston Herald (brobinson@digitalfirstmedia.com) - Reference Acct
#1278990 in the email
 Boston Globe (shared.legals@globe.com) - Reference Acct # 21052995
in the email
 Banner Publications (rachel@bannerpub.com)
 El Mundo Newspaper (doris@elmundoboston.com)
 El Planeta (johnm@elplaneta.com),
 AACA/Sampan Newspaper (ads@sampan.org)
 City of Boston (cityrecord@boston.gov)
4.6.3.2 Send Notice to Bidders to appropriate delivery group, internal group personnel
and schedules the Bid Opening time on Outlook
4.6.4 Contract Services Advertises in Central Register
 Deadline is Thursday for the following Wednesday. Bid opening can be no
earlier than two weeks from the official publication date.
o http://www.sec.state.ma.us/sprpublicforms/GCSubmissionForm.aspx
o Fill out required fields with information from the NTB
4.6.5 Contract Services Advertises in BIDX (Electronic Bidding System)
4.6.5.1 Update CMS with DBE Goal
4.6.5.2 Confirm DBE goal with ODCR Goal setting Memo
4.6.5.3 If there is a DBE goal, make sure procurement type is set to FEDERAL
4.6.5.4 Enter NTB date
4.6.5.5 Run EBS in CMS (Construction>Bid Management>Bid Exports)
4.6.5.6 Upload file to BIDX (www.bidx.com)
4.6.5.7 Make sure it’s visible
4.6.5.8 Upload DBE bin file as attachment

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5.0 Exceptions

No exceptions.

6.0 Document History

Document Owner: Capital Programs Support – Contract Services Group

VERSION / RELEASE DATE

V1 / June 30, 2021

7.0 Appendices

7.1 Templates

 CN Pre-Bid Review Control Sheet (PRCS)

 Request for Construction Contact No.

 CN Notice to Bidders (NTB) – State/Federal

 CN Authorization to Advertise Memo

7.2 Reference Documents

 PRCS Instructions

 CN Design Plan Cover Sheet

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