Transportation Bulletin

The department advertises projects about seven times a year via the Transportation Bulletin and makes this schedule public in the Transportation Bulletin. The department will on occasion require a Special Letting outside of the published letting date schedule. These Special Lettings are strictly on an as-needed basis. If a Special Letting is required, information will be available in the tab below.

November 4, 2016 Transportation Bulletin

The Transportation Bulletin is the official publication for construction bids by IDOT's Division of Highways and Division of Aeronautics, as well as for the Illinois Department of Natural Resources.

The following are items pertaining to the advertised projects in the Notice of Letting and are the contractor’s responsibility to review before submitting a bid.


In order to be considered for an item on the bulletin, the firm will have to follow the requirements and process to Submit a Bid. Please note in order to bid on an advertised project, a firm must first seek to become prequalified with the department (or renew their prequalification); please visit IDOT's Prequalification webpage for more information. (Note: Small Business Initiative (SBI) projects and Target Market Program (TMP) projects items do not require prequalification.)

Pre Bid Conference(s)

The Pre-Bid Conferences are identified in the Notice of Letting and are designed  to answer questions, clarify unique items, and discuss the scope of work and staging for the upcoming projects. There are two types of Pre-Bid Conferences:

Voluntary: Depending on the district that is requesting the services, a conference can be held in the appropriate district where questions and answers are supplied by experts in the area of work.

Mandatory: The Transportation Bulletin indicates if there is a mandatory pre-bid conference. These are required to be attended for specific items published on the bulletin. Prospective bidders must attend and sign-in to be eligible to bid.

Transportation Bulletin Archives

For your convenience all past letting information and reports are located under Resources for archived bulletins.

Need Help?

Jim Layden
(217) 782-7806
Jim.Layden@illinois.gov
Chief Contracts Official
Bureau of Design and Environment
Division of Highways

Submitting a Bid

Authorization to bid is required before a bid can be submitted to ensure that the contractor has enough capacity to perform 50 percent or more of work on the project of interest. 

The Rules for Prequalification of Contractors, Authorization to Bid, and Subcontractor Registrations govern the process of the issuance of Authorization to Bid on state highway lettings. It contains procedures and requirements for request, issuance, denial, and joint ventures for bid issuance.

Obtaining Authorization to Bid

Upon authorization to bid, the prime contractor will be added to the 'For Bid List of Bidders', if you are not authorized you will be added to the 'Not For Bid List of Bidders'.  Both lists are posted every Friday three weeks prior to the letting and the Thursday prior to the letting and can be found on the appropriate letting under Active Transportation Bulletin tab. 

Seek Authorization to Bid

There are two forms that are required prior to authorization to bid being granted:

  1. Prime contractors must submit a Request for Authorization to Bid/or Not for Bid Status (BDE 124) and indicate which items of the current bulletin you are interested in submitting a bid in order to become authorized to bid.  The form can be submitted either by email to
    DOT.DE-Contracts@illinois.gov or fax to (217) 785-1141. Confirmation of authorization to bid will be sent via fax to the potential bidder.
  2. Prime contractors must submit an Affidavit of Availability (BC 57). This form is the prospective bidder’s sworn statement concerning their present and pending contract commitments. Authorization to bid will not be issued without an accurate, signed and notarized original affidavit submitted to and accepted by the department of transportation by the cutoff date specified in the Transportation Bulletin. This form is available in excel and word formats for your convenience.

Note: the BC 57 is not required on Small Business Initiatives (SBI) or Target Market Program (TMP) projects.

Plan a Bid

When preparing your submittal be aware of deadlines and relevant information that can affect your bid. All of this information is included in the Transportation Bulletin. Please review that information carefully for each letting. If an advertised project has a railroad facility located on or adjacent to the work, you should review the following manual Guide to Working with Railroads before submitting a bid. 

Partnerships

Interest Reports

Prime Contractor Request for Subcontractor

Prime Contractors request for Subcontractors click here.

Subcontractor Statements of Interest

Subcontractors Statement of Interest click here.

Reports

Individual reports are generated for each letting date. View reports by letting date, search reports by item number. Please click here to generate interest reports.

Mentor Protégé Program

An optional IDOT program designed to enhance the capabilities of socially and economically disadvantaged businesses to perform prime contracts and subcontracts and if a prime enters into this program the goal of the project will be reduced by five percent. The program centers on business collaborations between Mentor firms (prime contractors) and Protégé firms (socially and economically disadvantaged businesses certified as DBEs) to provide developmental assistance to enhance the Protégé’s business and technical capabilities to do more complex work. Please visit the Mentor Protege Program webpage to learn more.

In the ‘Item Description’ (in the ‘Notice of Letting’ under the the Transportation Bulletin page) a project is noted in red text if it is eligible for Mentor Protégé Program participation. 

Joint Venture

The Rules for Prequalification of Contractors, Authorization to Bid, and Subcontractor Registrations allow prequalified contractors to combine their available bidding capacity and request an Authorization to Bid for a single contract to bid as a joint venture after department approval.  

Requirements
A Certificate of Joint Venture (BC 2267) must be filled out by the parties of the joint venture.  Submit an original signed copy to:

Illinois Department of Transportation
Bureau of Construction, Prequalification Section
2300 South Dirksen Parkway, Room 322
Springfield, Illinois 62764

An Authorization to Bid report (which is unique per prequalified firm) will be sent via fax to the firms indicating what items they are authorized to bid on as a Joint Venture, if they are not authorized an explanation will be given on the report.

If your firm is interested in an advertised project, a bid is required to be submitted.   There are two ways to submit a bid at this time: eBids and Paper Bids.

EBIDS

In November 2013, IDOT began accepting electronic bids through the IDOT Vendor Portal and the external application iCX (Integrated Contractors Exchange).

In November 2015, an enhancement was made to the IDOT Vendor Portal login process, which required existing EBids users to reset their passwords prior to logging in.

Please be sure to bookmark the new IDOT Vendor Portal address: https://webapps.dot.illinois.gov/VendorPortal/

Refer to the:  IDOT Vendor Portal User Guide for assistance.

iCX User Guide

First time users:

To register for a State of Illinois Public account, go to:
https://webapps.dot.illinois.gov/VendorPortal/ and click on “Public Account” then “Create New Account” and follow the steps.

Existing E-Bid Users:

To reset your password, go to: https://webapps.dot.illinois.gov/VendorPortal/ and click on “Public Account” then “Can’t Access Your Account?” and follow the steps.

For instructions on resetting your password, go to: 
http://www.idot.illinois.gov/Assets/uploads/files/Doing-Business/Letting-&-Bidding-Reference/Submitting-A-Bid-Info/IDOT VP2 password reset.pdf

To submit a bid electronically, please do the following:

  1. Log into IDOT Vendor Portal.
  2. Follow the Disclosure Form A and Form B Instructions
  3. Complete the Illinois Office Affidavit (if applicable)
  4. Complete the Project Labor Agreement - Letter of Assent (if applicable)
  5. Complete the Joint Venture Signature Sheet (if applicable)
Follow the prompts and upload the documents as cued in the iCX system.

Paper Bids

Because of the considerable savings in time and money for industry, the department encourages all contractors to utilize the electronic bidding process (eBids), however, paper bids will be accepted.

If you choose to submit your bids on paper, please follow the Bid Guidelines and Checklist to ensure that your bid is in the proper order and submitted correctly. Bids can be hand-delivered or mailed and must be received prior to the bid opening deadline specified in the ‘Invitation for Bids’ within the appropriate letting date under the Transportation Bulletin.  If mailing please send to the following address:

Illinois Department of Transportation
Chief Procurement Office
C/O Chief Contracts Official
2300 South Dirksen Parkway, Room 326
Springfield, Illinois 62764

Need Help?

For Letting
Jim Layden
(217) 782-7806
Jim.Layden@illinois.gov
Chief Contracts Official
Bureau of Design and Environment
Division of Highways

For Authorization & Prequalification
Mike Copp
(217) 782-3413
Michael.Copp@illinois.gov
Unit Chief of Prequalification Services
Bureau of Construction
Division of Highways

 

View the Letting Webcast

Can’t travel to Springfield, Illinois to view the letting? No worries - the letting is streamed online! Videos below require a flash plug-in to play. If video does not play, please install Adobe flash player from the Adobe site.

Awarded

All highway construction contracts are awarded to the lowest responsive, responsible bidder per 30 ILCS 500/20-10(g).

Letting Day

Following the bid opening the bids are sorted and read publicly. Please join us at the Hanley Building Auditorium in Springfield or by the web via streaming video and audio options and are posted in this section of the website.

The bids are published in As Read Tabulation of Bids are posted the day of the letting.  These are the preliminary results from the letting and show all bid amounts submitted and the apparent low bidder is identified for each item.  Three to seven days after the letting, a Corrected Tabulation of Bids will be posted showing any corrections to the submitted bids and the apparent low bidders. The corrections are normally identified as math errors in the submitted bid.

By law the bidders bid must be valid for a minimum of 45 days. If we are unable to award within 45 days, the bidder may walk away from his/her bid. We do award contracts occasionally after 45 days have passed but only if the bidder agrees to honor his/her original bid.

Note: At this time contractors identified as the low bidder on an item do not need to do anything but wait until the bid is cleared to be awarded.  It is hoped all bids will be awarded within 45 days.

Frequently Asked Questions

Q: When does Paragraph K (Apprenticeship and Training Certification) need to be completed?
A: When the contract will be state funded. If bidding electronically the Paragraph K certification will not be present on a federally funded contract. If you will be submitting a paper bid a federally funded contract will include “N/A-FEDERAL” in Paragraph K.

Q: As a prime contractor am I required to participate in an apprenticeship & training program?
A: Please read the terms in the bid proposal or review 30 ILCS 500/30-22.

Q: Are DBE (Disadvantaged Business Enterprise) or VOSB (Veteran Owned Small Business) forms required with our bid if the goal is 0.00%?
A: No. They are not required when the goal is 0.00%. Verify the goal by referencing the special provisions of the bid proposal.

Q: When is my DBE Utilization Plan due?
A: You have 5 calendar days to submit your utilization plan in accordance with the special provision in the bid proposal.

Q: Why is the Illinois Office Affidavit no longer included in the bid proposal?
A: It is now included as a certification in your bid.

Q: If I am a prequalified contractor and want to bid on a Small Business Initiative contract do I need to complete the Qualifications and Equipment Inventory Certification document?
A: Yes

Q: Can I submit a paper bid and an electronic bid for the same contract?
A: If the department receives a paper bid and an electronic bid your paper bid will not be recorded and will be returned.

Q: If I discover an error in my EBid do I need to withdraw the bid and start over?
A: Never withdraw your electronic bid unless you do not want to submit a bid for the contract. If you discover an error simply fix the error, save the fix, and re-submit your bid.

Q: Does my Annual Bid Bond cover Aeronautics and DNR contract bids?
A: Aeronautics and DNR will accept the Annual Bid Bond (BDE 356A). They also accept the contract specific bid bond (BDE 356B).

Q: If I have an annual electronic bid bond do I need to submit a paper copy to the department?
A: No, if the department needs a copy we will access the issuer’s electronic database.

Q: If I am bidding electronically but have mailed the bid bond to IDOT, how do I validate the bond in EBids?
A: Type "Mailed Bid Bond" or "Annual Bid Bond" in the space provided.

Q: If bidding as a joint venture, who must complete Form A and Form B?
A: All individuals meeting the requirements of 30 ILCS 500/50-35 of the joint venture must complete Form A. A separate Form B must be completed by the individual companies of the joint venture.

Q: If bidding as a joint venture who is responsible for the bid bond?
A: Responsibility of acquiring the bid bond is to be determined by the joint venture; however both parties must be named on the bid bond.

Q: Is the proposal signature page required in EBids?
A: Only if bidding as a joint venture.

Q: If I want a copy of the “As-Built” plans who do I contact?
A: Please contact the respective district construction office.