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Bid documents include the plans, specifications and estimates (PS&E) developed to describe all of the elements of a construction project and become the contract between the local government and the selected contractor.

PS&E Submittal

On most projects, it is recommended the local government submits the PS&E at several stages in the project, reflecting the 30 percent, 60 percent and 90 percent completion phases in order to receive TxDOT (and FHWA when required) concurrence during development of the design aspects of the project. TxDOT may allow fewer submittals for less complex projects.

Upon final submittal, the PS&E and bid documents are reviewed and approved by TxDOT. Upon approval, a State Letter of Authority (SLOA) and Federal Project Authorization and Agreement (FPAA), if required, are issued, which allow advertising of the construction phase of the project. 

Items for Consideration

Preparation of bid documents can be a complex task that includes many elements to address all applicable local, state and federal requirements. Each of the following items should be evaluated and incorporated into the bid documents if desirable or if required by regulations:

  • Bonding
  • Buy America
  • Change Orders
  • Child Support Documentation
  • Claims
  • Contract Time
  • Debarment Certification
  • Designated Material Sources / Disposal Sites
  • Differing Site Conditions
  • Disadvantaged Business Enterprises (DBE), Historically Underutilized Businesses (HUB), and Small Business Enterprises (SBE)
  • Equal Employment Opportunity
  • Equipment Rental Rates
  • Form FHWA-1273
  • Liquidated Damages
  • Lobbying Certification
  • Local Hiring Preference
  • Non-collusion Statement
  • Non-discrimination against Persons with Disabilities
  • Non-Responsive Bid
  • Non-segregated Facilities
  • Patented/Proprietary Products
  • Prequalification
  • Prevailing Minimum Wage (Davis-Bacon Act)
  • Prison Produced Materials
  • Publicly-owned Equipment
  • Railroad Insurance Provision
  • Retainage
  • Safety
  • Subcontracting
  • Termination of Contract
  • Time Extensions
  • Title VI Compliance
  • Trench Safety
  • Warranties and Warranty Clauses
  • Workers Compensation Insurance
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