Catalog of Sample Policies for Pennsylvania's Conservation Districts

Bidding Procedures & Policy
(Potter Conservation District)

The following steps will be used when bidding projects for the Chesapeake Bay or other cost-shared projects. These steps are outlined in the Chesapeake Bay Administrative manual.

Projects Less than $25,000

The designer's estimate will be used as the basis for the project cost.

Estimated project cost must be kept confidential during the bid solicitation process.

A minimum of three bids should be obtained, unless work is done by the landowner. If less than three bids are available, the names of three contractors will be listed along with an explanation.

Landowner chooses the lowest responsible bid, which is within 10% of the designer's estimate. If the lowest bid is not accepted as the lowest responsible bid, or the selected bidder is not the responsible low bidder, and explanation must be provided. Cost share payment will be based on the bid price from the responsible low bidder.

The district will review and approve or reject the price solicitation and contractor selection process.

Projects Greater than $25,000

The designer's estimate will be used as the basis for the project cost.

Estimated project cost must be kept confidential during the bid solicitation process.

Solicitation for contractors will be done through a sealed bid, unless work is completed by the landowner.

The district shall issue an invitation for bid at least 30 days before the expected start of construction.

The invitation for bids will include a brief description of the project, the township where it will be built, and a brief explanation of the competitive bidding and contracting process. The district shall allow at least 21 calendar days between the invitation for bids and the bid opening, including a reasonable amount of time between the site showing and bid opening. The invitation for bids will be placed in newspapers with general circulation in the county, inviting prospective contractors to obtain bid packages from the conservation district.

The bid package will consist of instructions to bidders, a bid sheet, and project plans and construction specifications.

The conservation district will keep a log of prospective bidders who request bid packages. In the event of a modification of the invitation for bids, the district will notify each prospective bidder.

All bids will be opened by the conservation district at the prearranged time and place (landowners are encourage to attend).

The conservation district will keep a log of the bids, listing the name and address of the bidder, the date and time of receipt of the bid, the amount of the bid, and conformity with the bidding procedures and contract terms. The log shall be retained in the landowner's case file

The landowner shall determine which bid is the responsible low bid, select the bid he plans to accept, and notify the conservation district. If the landowner does not identify the lowest bid as the responsible low bid, a written explanation must be given to the conservation district. Any and all bids may be rejected for just cause.

At the bid opening, the name of all bidders and their bid amounts become public information.

For those projects that provide service directly to the Conservation District, the following procedures will be followed:

As defined above, except it will be specified in the advertisement for the bid that the bids will be accepted at the board's discretion.