Guide to Preparation of Instructions to Bidders



Construction (Front-End) Document List

The EJCDC has developed Rural Development (RD) versions of the 2018 EJCDC Construction Documents and Idaho RD has also developed the RD Idaho Attachment 2 that modifies these documents. These documents, when assembled as described in this Bulletin are acceptable for use on water and waste projects funded by RUS. The RD versions of the EJCDC Construction Documents listed below are available to current EJCDC license holders at no additional cost and are identified in the footer of these documents as “Modified to include RD edits from RUS Bulletin 1780-26 (6/16/2020).”

The construction contract (front-end) documents must be approved by the USDA, Rural Development State Engineer prior to advertisement for bids and the executed contract documents must be approved by the USDA, Rural Development State Engineer prior to Agency concurrence in any payment of RUS funding for construction services.

It is RD’s policy that applicants use the RD version of the 2018 EJCDC Construction Documents and RD Idaho Attachment 2 with minimal modifications. However, RD recognizes each project is unique and that modifications may be required to satisfy specific project requirements or State statutes that do not conflict with federal statutes or regulations. All modifications made to either the 2018 EJCDC (RD version) document or RD Idaho Attachment 2 must be clearly shown by “Tracked Changes” in those documents. The RD Idaho Attachment 2 document is intended to function as an attachment that modifies the referenced documents, and thus the EJCDC documents need not be edited to make those changes. Because the EJCDC documents are fully integrated, when making a modification in one document applicants must ensure that appropriate modifications are made in all affected documents.

It is customary that a temporary construction project sign identifying the Owner and Funding Agencies be displayed during project construction. Idaho has specific requirements for the project sign, depending on the funding agencies involved. Multiple funding agencies may be listed on one project sign. Contractors, the Engineer and others can erect their own temporary construction signs if they wish but should not be included on the standard sign formats developed for Idaho.

This table lists guidance documents and forms needed for compilation of a complete set of contract documents and RUS Notes on their use.

|Title |Form |Notes |

| | | |

|Advertisement for Bids |EJCDC C-111 (2018) Modified to |Use the EJCDC C-111 (2018) Advertisement for Bids, RD version. |

| |include RD edits from RUS | |

| |Bulletin 1780-26, dated | |

| |6/16/2020 | |

|Instructions to Bidders |EJCDC C-200 (2018) Modified to |Use the EJCDC C-200 (2018) Instructions to Bidders, RD version. |

| |include RD edits from RUS |If the evaluation of bids involves anything other than checking the |

| |Bulletin 1780-26, dated |contractor’s qualifications and calculation of unit prices, such as |

| |6/16/2020 |additive alternates, life-cycle costs, etc., the evaluation process must |

| | |be clearly stated in the Instructions to Bidders. |

|Bid Form |EJCDC C-410 (2018) Modified to |Use the EJCDC C-410 (2018) Bid Form, RD version. |

| |include RD edits from RUS |Ensure bidders complete the bidder certifications included in RD Idaho |

| |Bulletin 1780-26, dated |Attachment 2. |

| |6/16/2020 |All procurement transactions, regardless of whether by sealed bids or by |

| | |negotiation and without regard to dollar value, shall be conducted in a |

| | |manner that provides maximum open and free competition. |

| | |To meet requirements of maximum open and free competition at 7 CFR |

| | |1780.70(b), materials and brand names must not be listed on bid schedule |

| | |unless pre-selected and approved by Agency. |

|Bid Bond |EJCDC C-430 (2018) |Use EJCDC C-430 (2018), “Bid Bond” or certified check. |

| | |Must be at least 5% of Bid amount. |

|Notice of Award |EJCDC C-510 (2018) |Use EJCDC C-510 (2018), “Notice of Award.” |

| | |Owner will not announce award of contract without consultation with |

| | |Agency. |

|Agreement Between Owner and |EJCDC C-520 (2018) Modified to |Use EJCDC C-520 (2018), Suggested Form of Agreement Between Owner and |

|Contractor |include RD edits from RUS |Contractor (Stipulated Price), RD version. |

| |Bulletin 1780-26, dated |Read Introduction and Notes to User within document and make appropriate |

| |6/16/2020 |modifications. |

| | |4.05, The amount entered for liquidated damages should cover all the |

| | |Owner’s additional costs for the project not being operational: interest,|

| | |professional fees, administrative costs, etc. Calculation of this amount|

| | |should be documented. |

| | |Blank in 6.02.B should be 100%. |

| | |6.05, Interest rate comparable to short term lending rate or State law. |

| | |The executed Agreement is to be incorporated into an electronic “Project |

| | |Manual” containing selected contractor’s bid form, bid security, |

| | |contractor’s proof of insurance forms, executed Performance and Payment |

| | |bonds, plans and specifications and all Bid Addenda. |

|Standard General Conditions of the|EJCDC C-700 (2018) |Use EJCDC C-700 (2018), “Standard General Conditions of the Construction |

|Construction Contract | |Contract.” |

|Supplementary Conditions of the |EJCDC C-800 (2018) Modified to |Use EJCDC C-800 (2018), Supplementary Conditions of the Construction |

|Construction Contract |include RD edits from RUS |Contract, RD version, to develop Supplementary Conditions. Idaho RD |

| |Bulletin 1780-26, dated |Attachment includes modifications to the EJCDC C-800 document. |

| |6/16/2020 | |

|RD Idaho Attachment |RD Idaho Attachment 2 |Must use RD Idaho Attachment 2, “Supplementary Conditions”. |

| | |Special attention should be focused on the types and amounts of |

| | |insurance, under paragraph 6.03. These should be reviewed for each |

| | |project in terms of the specific conditions associated with that project |

| | |and the risks involved. |

| | |Certificate of Owner’s Attorney, to be completed by Owner’s attorney |

| | |prior to submittal to Rural Development for concurrence in Agreement. |

| | |Modifications to the General Conditions C-700 (2018) should be shown in |

| | |the Supplementary Conditions, RD Attachment 2. |

|Performance Bond |EJCDC C-610 (2018) |Use EJCDC C-610 (2018), “Performance Bond.” |

| | |Must be full amount of Contract. |

| | |Surety must be listed in TC-570, have adequate bonding capacity, and be |

| | |licensed to do business in the State or other jurisdiction where project |

| | |is located. |

|Payment Bond |EJCDC C-615 (2018) |Use EJCDC C-615 (2018), “Payment Bond” or alternate payment bond prepared|

| | |by EJCDC, including C-615-A. |

| | |Must be full amount of Contract. |

| | |Surety must be listed in TC-570, have adequate bonding capacity, and be |

| | |licensed to do business in the State or other jurisdiction where project |

| | |is located. |

|Application for Payment |EJCDC C-620 (2018) |Use EJCDC C-620 (2018), “Application for Payment.” |

| | |Must retain signature blocks for Owner’s Approval and Agency Concurrence.|

| | | |

| | |It is anticipated that an attachment to the Application for Payment for |

| | |the detailed tracking of quantities, materials stored, etc. will be |

| | |developed by the Engineer and Contractor. |

| | |Work added by Change Order will not be considered for payment until |

| | |Change Order has Agency concurrence. |

| | |Quantity Completed on Final Application for Payment must equal final |

| | |adjusted contract quantities on unit price contracts. |

| | |Application for Payment can be processed electronically. Originals are |

| | |not required. |

|Change Order |EJCDC C-941 (2018) |Use EJCDC C-941 (2018), “Change Order.” |

| | |Must retain signature block for Agency Concurrence. Change Orders can be|

| | |processed electronically. Originals are not required. |

|Notice to Proceed |EJCDC C-550 (2018) |Use EJCDC C-550 (2018), “Notice to Proceed.” |

| | |Executed copy will be provided to Rural Development. |

|Certificate of Substantial |EJCDC C-625 (2018) |Use EJCDC C-625 (2018), “Certificate of Substantial Completion.” |

|Completion | |Executed copy will be provided to Rural Development. |

|Notice of Acceptability |EJCDC C-626 (2018) |Use EJCDC C-626 (2018). |

|Project Sign | |Every Rural Development project requires a project sign. Cost for |

|**USE IDAHO’S VERSION** | |project sign must be included in the contract price. An example of the |

| | |project sign should be included in the contract documents. Several |

| | |project sign formats have been provided on the Idaho Rural Development |

| | |Website. |

|Plans &Specifications | |Submit with front-end documents |

In the Idaho Versions Text enclosed in {} indicates a choice is necessary or information must be inserted.

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