Pre-Bid Meeting Information to Prime Bidders
Procedures for MBE/FBE Subcontractor/Supplier Inclusion
Project:
Date:
Prebid:Bidders need to contact IL CMS Business Enterprise Program certified MBE/FBE firms to solicit proposals/quotes.
Bidders may elect to use local and state agencies that maintain lists of MBE/FBE firms
Any MBE/FBE firms certified by an agency otherthan IL CMS Business Enterprise Program must have their certification with IL CMS BEP prior to inclusion on bid documents by a prime bidder.
Bid Submission:Form 00 40 00 Attachment B needs to be filled out correctly and in its entirety. FAILURE TO DO SO WILL RESULT IN BID REJECTION.
University of Illinois projects have MBE/FBE goals stated in the bid documents. The goals may vary based on location of the project and project size.
Prime bidders who are unsuccessful in reaching the MBE/FBE goal shall use the “check box” on form 00 40 00 Attachment B to indicate a waiver or change in the goal is requested.
Before filling out the form please make sure all MBE/FBE’s are certified with either IL CMS BEP. You should confirm this is the case using the IL CMS BEP website. If you accept a bid from a MBE/FBE vendor, you are required to submit a copy of the IL CMS MBE/FBE certificate or approval letterincluded with your bid. Not submitting the IL CMS BEP certificate or approval letter is a MATERIAL DEFICIENCY.
On form 00 40 00 Attachment Bin the column labeled Proposed $ Value Contract/Subcontractyou must have a dollar amount entered. Dollar amounts must be listed on the form—not percentages. Errors on the form are now considered a material deficiency and cannot be corrected.
The form 00 40 00 Attachment Bnow includes sections that identify MBE/FBE goals as proposed dollar value ($) on alternates that are also to be bid. MBE/FBE goals are applicable to the base bid and alternates that are bid. The form 00 40 00 Attachment Bcannot be altered after the bid opening.
A bidder may revise form 00 40 00 Attachment B through the bid modification process prior to the bid opening. See document 00 20 00, Sections 8.1 and 8.3 for specific requirements on Bid Modification Prior to Bid Opening and Written Confirmation of Electronic Facsimiles and Telegrams, respectively.
Post-Bid:For projects with Construction Cost, including contingency, that is greater than or equal to $250,000, the Bidder shall submit within 7 (seven) calendar days after the bid opening documentation of its good faith efforts to achieve the MBE/FBE goals if the goals are not met (See General Instructions to Bidders, Document 00 20 00).
When applicable, it is highly encouraged all bidders submit written good faith effort documentationwithin seven (7) calendars days after the bid opening. Failure to do so will result in bid rejection if goals are not met. University of Illinois Staff will review good faith efforts and make the determination for acceptability.
Bidders are encouraged but not required to provide a listing or table of contents for the documentation they submit as good faith effort.
Bidders will not be contacted by University of Illinois staff regarding good faith effort assessment.
Submit good faith effort documentation to [as an EXAMPLE]:
Attention: PROJECT MANAGER OR PROJECT ASSISTANT
Facilities and Services
1501 S. Oak Street
University of Illinois at Urbana-Champaign
Champaign, IL 61820
Due date for good faith effort documentation for INSERT DIVISION OF WORK: Day of Week, date
Due date for good faith effort documentation for INSERT DIVISION OF WORK: Day of Week, date
Post Award:The Awarded Contractor will have 15 calendar days from the Notice of Intent to Award (NOIA) or Notice of Award (NOA) to submit the Attachment A—MBE/FBE Subcontractor/Supplier certification form.
The awarded firm must submit the following information that reflects the total award (base bid plus any alternates): Attachment A—MBE/FBE Subcontractor/Supplier certification for subcontracts/purchase orders.
The firms and dollar amounts listed on the NOIA or NOA Attachment A—MBE/FBE Subcontractor/Supplier certificationmust match the information provided on the 00 40 00 Attachment B form.