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Contract Letting Information


Attention

Form FHWA-1273 must be physically incorporated in each construction contract/subcontract funded under Title 23 (excluding emergency contracts solely intended for debris removal). The contractor (or subcontractor) must insert this form in each subcontract (excluding purchase orders, rental agreements and other agreements for supplies or services).


2019 Letting Dates

Letting Preparation Schedule

Choose the appropriate letting date to view notices, notifications, the bidders list, updates or to download the letting's registration form. Click here to request Existing Plans for advertised contracts.


2020 Letting Dates

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Indiana DBE Directory

Find certified DBEs through the use of the Directory. DBEs may be searched and sorted by company name, NAICS code, DBE category/specialty, INDOT district, and/or DBE code.

Additional Information and Documents

Bid Express

Bid Express is the secure internet bidding website that contractors use to submit their bids to INDOT.

The Bid Express service is an on‐line information service for bidding provided by Info Tech, Inc. The Bid Express service is available on the Internet at www.bidx.com. It is a two‐way service, publishing bid‐related information from agencies to the bidding community, and allowing on‐line, secure bid submission from the bidding community to the agency. The Bid Express service also enables electronic bid bond verification.

Subscribe to Bid Express

Each contractor bidding to INDOT is required to subscribe to the Bid Express service, obtain a Digital ID, and download the AASHTOWare Project Bids ® Bid component software. Detailed step‐by‐step instructions are available HERE and at the Bid Express internet website (www.bidx.com).

Using the Electronic Bidding System

Bidders must download from Bid Express the EBSX (electronic bid file) file for each contract they are going to bid. An EBSX file may be downloaded individually, or the EBSX files for an entire letting downloaded in one .ZIP file. The .ebsx files must be extracted from the ZIP file. Later in the letting advertisement period individual amendment files may need to be downloaded and loaded into an .ebsx file. (Contract proposals are organized in the downloaded files by their assigned letting call numbers.) A bidder will open the original .ebsx file for the call no. they are bidding. While the file is open in Project Bid, they will click on ‘File’, the click on ‘Load Amendments’. A dialog window appears displaying appropriate available downloaded amendments, such as: 25Jan2.002x, etc. The bidder can then click on the listed amendment for the call no. currently opened and then click on the ‘Open’ button. The items that are changed, added, or deleted will show up in a box that you can print out and/or save to the file (no items will show if revision was not for Schedule of Pay Items). The original .ebsx file then will be updated with the changes. You can repeat the above steps when another addendum file is issued.

Customer Support

Customer Support for the Bid Express service is available by phone or email Monday through Friday from 7:00 a.m. – 8:00 p.m. Eastern Time, excluding legal holidays.

A Chat Service is also available to subscribers from 8:00 a.m. to 6:00 p.m., Eastern Time, Monday–Friday, excluding legal holidays. To chat with a live agent, you will need to click the chat icon located throughout the site.

Contact Bid Express customer support:

By phone or Fax:
Toll free phone: (888) 352–BIDX (2439)
Phone: (352) 381–4888
Fax: (888) 971–4191

By email:
Support: customer.support@bidx.com
Suggestions/ideas/general input: feedback@bidx.com

Letting Info

Contract Letting Forms

The Construction Letting Email Inbox application is for contractors to submit electronic or scanned copies of contract documents they cannot submit through Bid Express. These documents include the Drug Testing Plan, the Performance Bond with power of attorney letter and insurance license and the Indiana Veteran's Business Enterprise Compliance.

INDOT requires a properly executed performance bond and drug testing policy be submitted with most bids, pursuant to 105 IAC 11‐3‐8 and IC 4‐13‐18. Failure to comply will result in rejection of bids. Refer to Recurring Special Provision (100‐C‐214) in the Contract Information Book (CIB) for instructions on submitting emails. Emails received are then posted to the Letting Page, where contractors can confirm that we received their email.

For questions about submitting performance bonds and drug testing policies contact Trudy Wagoner at (317) 232‐5099.

Construction Link

Prequalification Links

Economic Opportunity Links

Letting Information and Procedures

Location of Deposit

Mr. John P. Wooden
Bid Review & Estimate Manager
Department of Transportation
Government Center North
100 North Senate Avenue
Room N725
Indianapolis, IN 46204‐2217

Location of Opening

All proposals will immediately thereafter be taken to the N725 Conf. Room, Government Center North, 100 N. Senate Avenue, Indianapolis, Indiana where they will be publicly opened and read.

Contract documents will be available for downloading via the Indiana Department of Transportation (INDOT) Extranet at no cost. The internet address of the INDOT Extranet is: http://erms.indot.in.gov/viewdocs/.

Bids will be considered as provided for in the Prequalification and Bidding Regulations on file. Copies are available in Room N725, Government Center North.

Implementation of Electronic Bidding

All contracts within this notice are designated for electronic bidding via Bid Express. Only electronic bids submitted via Bid Express will be accepted on contracts designated for electronic bidding; the paper Proposal Book (blue cover) will not be issued for these contracts. It is the bidder's responsibility to check the Bid Express website for all amendment files prior to the deadline for bid submittal. This includes amendment files that may be generated as a result of administrative changes to the bidding form, which may not be communicated in a revision letter.

Mandatory Bidder Registration

Contractors desiring to submit electronic bids via Bid Express must register with INDOT as a valid bidder by submitting the Bidders and Planholders Registration Form found on the current letting page. Failure to register will cause failure of the Bid Express bid submission process. NOTICE: A bidder may request valid bidder status by submitting the bidder registration form until 9:00 AM Eastern STD on the bid opening date.

Bonds

An executed bid bond and an executed performance bond shall be included with the bid, except on contracts for roadside mowing, vegetation control, demolition, landscaping, fencing, seeding and sodding, bridge painting, and guardrail installations of $100,000 or less, the bidder may elect not to furnish a performance bond. NOTICE: Effective March 1, 2008, paper bid bonds will no longer be accepted. Only electronic bid bonds submitted through the designated electronic medium, either Surety 2000 or SurePathNetwork, will be accepted with the bid. Bid Express does not support submittal of the performance bond. The performance bond must be submitted to the construction letting email box or be delivered in paper. Performance bonds must be on the form provided by the department and available online at: http://www.in.gov/dot/div/contracts/letting/general/performancebond.pdf.

Joint Venture Electronic Bidding

105 IAC 11‐3‐5 of the Rules for Prequalification of Contractors and Bidding, sets out the requirements for joint ventures. Below is a summary of how joint ventures are handled in an electronic bidding situation.

  1. All joint venture partners will acknowledge all revisions by emailing the acknowledgments to the construction letting email box. The sponsor of the joint venture will enter the revision dates on the electronic proposal form.
  2. Each company will have their drug testing plan on file with the pre‐qualification engineer, or email them to the construction letting email box. The sponsor's drug testing date will be the date used in the electronic bid.
  3. Each company will have to email their individual contractual obligations to the construction letting email box. The sponsor will place the combined contractual obligations of the joint venture on the electronic bid form.
  4. Each company will have to email their own CM 32‐34 form to the construction letting email box. The sponsor will complete the form on the electronic bid form.
  5. The non‐collusion form submitted with the electronic bid will be valid for both companies.
  6. The bid bond will be sent in as other electronic bid bonds. Surety 2000 and SurePath should be able to handle the bond with two surety companies.
  7. The performance bond will be handled as in the past, with both parties signing the bond which is then emailed to the construction letting email box.
  8. A digital signature must be acquired for the joint venture, using the vendor ID of the joint venture. If a vendor ID does not exist for the joint venture, contact the Prequalification Engineer as soon as possible, because it takes up to five days to get a digital signature. A vendor ID for a joint venture is given the following form: 99‐9991234.

Title VI Assurances

In accordance with Title VI of the Civil Rights Act of 1964, 78 Stat. 252, 42 U.S.C 2000d to 2000d‐4 and Title 49, Code of Federal Regulations, Department of Transportation, Sub Title A, Office of the Secretary, Part 21, Nondiscrimination in Federally assisted programs of the Department of Transportation, the Indiana Department of Transportation assures minority business enterprises will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, sex, age, national origin, disability/handicap or income status in consideration for an award.

Letting Information

Bidders & Planholders Registration Form: The form used to register as a bidder and/or planholder for a contract. Contractors desiring to submit electronic bids via Bid Express must register with INDOT as a valid bidder. Failure to register as a valid bidder will cause failure of the Bid Express bid submission process (Prequalification & Bidding Process Info). Posted within 24 hours of Notice to Contractors, and updated as needed.

Notice to Contractors (NTC): Written bulletin inviting bids for work to be performed, listing the type of work, location, qualification requirements, and the cost of the bidding documents. Usually posted 4 weeks prior to the Letting Date.

Print Order Information: Provides a page count for Contract Information Book (CIB), Plans and Cross Sections, along with a link to an optional printing vendor. Posted within 24 hours of Notice to Contractors, and updated as needed.

Schedule of Pay Items (SOPI): A part of the proposal book which shows pay items, quantities, and pay units for the contract. Posted with Notice to Contractors.

Supplemental Notice: Contains additions or revisions to the Notice to Contractors. Posted as needed up to 2 weeks prior to Letting Date.

Letting Results

Affirmative Action Certification (AAC): After a contract has been awarded, this document certifies which Disadvantaged Business Enterprise (DBE) the contractor will use on the project in order to meet the DBE goal required by the contract. Posted within 3 days of Official Bid Results.

Apparent Bid Results: A report for each proposal opened and read at the bid opening. The report shows the names of all bidders and their bid amount, the engineer's estimate. Posted within 24 hours of Letting Date.

Official Bid Results: A report for each proposal opened and read at the bid opening. The report shows the names of all bidders and their bid amount, the engineer's estimate, and the official action by the Commissioner on the bids received. Posted approximately 2 weeks after Letting Date.

Unit Tab Results: A report listing the unit price, extension amount, and bid total for all bidders on contracts awarded. Posted within 1 week of Official Bid Results. Click Here for Unit Tab Results Definitions.

Additional Information

Bidders & Planholders List: A listing of contractors and vendors who have completed and submitted the Bidders & Planholders Registration Form. Posted 2 weeks prior to Letting Date and updated as needed.

Construction Letting Email Inbox: This email inbox application was created for contractors to submit electronic or scanned copies of contract documents they cannot submit through Bid Express. These documents include the Drug Testing Plan, and the Performance Bond with power of attorney letter and insurance license. INDOT requires a properly executed performance bond and drug testing policy be submitted with most bids, pursuant to 105 IAC 11‐3‐8 and IC 4‐13‐18. Failure to comply will result in rejection of bids. Refer to Recurring Special Provision (100‐C‐214) in the Contract Information Book (CIB) for submitting emails. A listing of emails received is then posted to the Letting Page, so contractors can confirm their email was received. Email Inbox content typically posted 1 week prior to Letting Date and updated as needed.

Rescheduled & Withdrawn Contracts: This section provides links to show which contracts have been rescheduled to or from a letting, along with their new Letting Date, as well as which contracts have been withdrawn from a letting. Updated as needed.

Wage Determination: Minimum wage rates and fringe benefits required by the General Decision (Davis Bacon Act), which may be found here. Refer to Special Provisions in Contract Information Book (CIB) to determine which General Decision Number applies to a specific contract. Appropriate general decision(s) posted 10 days prior to Letting Date.

Bid Express & AASHTOWare Project Bids Bid Component Information

Bid Express is the secure internet bidding website that contractors use to submit their bids to INDOT. After contractors register with Bid Express and secure approval to bid to INDOT, they use the AASHTOWare Project Bids Bid Component software (available for download at Bid Express website) to prepare and submit their bids. Find out more at INDOT's Bid Express Home Page.

*Schedules are estimated and subject to change without notice. For official information about Prequalification and Bidding, click here.

Contact Us

John Wooden
Bid Review Manager

Indiana Department of Transportation
100 N. Senate Ave., IGCN 725
Indianapolis, IN 46204

317-233-5743
jwooden@indot.in.gov

*Contact for bidding assistance.

Dan Stickney
Construction Cost Manager

Indiana Department of Transportation
100 N. Senate Ave., IGCN 725
Indianapolis, IN 46204

317-234-4759
dstickney@indot.in.gov

*Contact for estimating assistance

Jose Murillo
Prequalification Engineer

Indiana Department of Transportation
100 N. Senate Ave., IGCN 725
Indianapolis, IN 46204

317-232-5094
jomurillo@indot.in.gov

*Contact for prequalification assistance

Keith Martin
Business Systems Analyst

Indiana Department of Transportation
100 N. Senate Ave., IGCN 725
Indianapolis, IN 46204

317-234-4949
keimartin@indot.in.gov

*Contact for site navigation assistance

 

Melanee Habig
Business Systems Analyst

Indiana Department of Transportation
100 N. Senate Ave., IGCN 725
Indianapolis, IN 46204

317-232-5072
mhabig1@indot.in.gov

*Contact for site navigation assistance

Equal Opportunity Division

Elizabeth Kiefner Crawford
Director, Economic Opportunity Division

Indiana Department of Transportation
100 N. Senate Ave., IGCN 725
Indianapolis, IN 46204

317-650-1689
ekiefner1@indot.in.gov

Kent Borggren
Contract Compliance Manager

Indiana Department of Transportation
100 N. Senate Ave., IGCN 725
Indianapolis, IN 46204

317-518-9288
kborggren@indot.in.gov

Derrick Casson
DBE Certification Manager

Indiana Department of Transportation
100 N. Senate Ave., IGCN 725
Indianapolis, IN 46204

317-605-8433
dcasson@indot.in.gov

Mary Brouillette-Koning
Equal Employment Opportunity Manager

Indiana Department of Transportation
100 N. Senate Ave., IGCN 725
Indianapolis, IN 46204

812-895-7349
mkonig@indot.in.gov

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