Department of Central Services

FREQUENTLY ASKED QUESTIONS

Is there a minimum dollar project amount where an agency is not required to go through CAP to enter into a contract and issue a purchase order?
- Yes, public construction contracts for less than Two Thousand Five Hundred Dollars ($2,500.00) for minor maintenance or minor repair work may be negotiated with a qualified contractor by the agency. However, no work shall be started until a written contract is executed and proof of insurance has been provided by the contractor to the awarding public agency.
When can an agency obtain three bids and send them to CAP for contracting?
- Whenever the project dollar amount is less than or equal to Fifty Thousand Dollars ($50,000.00)
When is a project required to go to public bidding?
- Whenever the project is expected to be over $50,000.00
When is a Consultant required on a project?
- By statute, an architect is required for any public project when the cost of construction is One Hundred Fifty-Eight Thousand Dollars ($158,000.00) or more. Some projects less than $158,000.00 may also require an architect due to complexity or special requirements. Engineers are generally required for mechanical, electrical, structural or civil work regardless of cost, although minor electrical and mechanical maintenance or replacement work does not. Asbestos, environmental and other types of consultants may also be necessary. A CAP project manager is available to discuss and advise concerning the requirements for your specific project.
What are the guidelines for an agency requesting a Consultant or a Construction Manager?
- Title 61 of the Oklahoma Statutes describes the statutory requirements for the selection of consultants and construction managers for construction projects for all State agencies. The Department of Central Services, Construction and Properties (CAP), is mandated to monitor and approve the selection process. Guidelines for an agency are described in Consultant Selection Process (CAP Form M100) and in Construction Manager Selection Process (CAP Form M200).
How can a Consultant and Construction Manager register to be considered for selection?
- All Consultants and Construction Managers desiring to perform services for the State of Oklahoma must be registered with CAP. Registration requires completing and submitting appropriate forms. Consultants fill out a Consultant Registration Questionnaire (CAP Form 254), and Construction Managers fill out a Construction Manager's Qualification Statement (CAP Form A 305CM). Registration process takes less than 10 days. Registrations are valid for one year from the date of receipt by CAP. Consultants and Construction Managers may not be solicited for projects until they are registered with CAP, but may register any time prior to the due date stated on a solicitation.
Are pay applications submitted to CAP?
- Some of them. Monthly payment applications for projects bid through CAP or for Consultants hired through a CAP program must be submitted to CAP for approval by the project manager and/or the State Construction Administrator. CAP will forward the approved pay applications to the appropriate agency for payment. For smaller projects, generally those without a Design Consultant, the invoice for construction work is submitted directly to the agency for payment.
How do I find out what projects are currently out for bid?
- Projects currently out for bid are posted on the Bid Opportunities page of the Construction and Properties web site. Plans and specs are available for viewing, free of charge, at Construction & Properties, Suite 106, Will Rogers Building, 2401 N. Lincoln Boulevard, OKC, OK 73105-4402. Projects are also advertised in a local newspaper in compliance with Title 61 of the Oklahoma Statutes and in The Journal Record and/or The Tulsa Daily Commerce and Legal News. Plans are distributed to 3 plan rooms: Bid News, Southwest News, and Dodge Report. If you subscribe to one of them, they should provide you with the information.
How may I obtain bid documents for a certain project?
- You do not have to buy plans from CAP in order to bid on a project. Plans and specifications may be purchased from CAP for the amount stated in the Solicitation for Bids (Bid Notice) by any of the following methods:
  - In person using check or credit card (Visa, Master Card or Discover) in the Will Rogers Office Building, Suite 106, 2401 N. Lincoln Boulevard, Oklahoma City, Monday through Friday between 8:00 a.m. and 5:00 p.m.
  - By phone using a credit card (Visa, Master Card or Discover) - plans and specs will be shipped using your UPS, FEDEX or DHL account number or shipping charges may be added to your credit card
  - By mail - submit a check with a written request stating the DCS Number and Project Name, your Company Name, Contact Name, Address and Telephone Number and your UPS, FEDEX or DHL account number for shipping (or add an additional $10.00 postage and handling fee to your check and specify in your request that you wish to have the documents mailed to you by the U.S. Postal Service)
Is the money I paid for the plans and specifications refundable after the bids have been opened?
- No, money paid for bid documents is non-refundable. This fee pays for the cost of printing, mailing of addenda as well as certain administrative costs.
What is an addendum?
- Addenda are written or graphic instructions issued by CAP prior to the execution of the contract, which modify or interpret the Bid Documents by additions, deletions, clarifications or corrections. Addenda will be mailed, sent electronically, or delivered to all who are known by CAP to have received a complete set of bid documents from CAP (Registered Bidders). Copies of the addenda will be made available for inspection at CAP. No addenda will be issued later than seven (7) calendar days prior to the date for receipt of bids except an addendum withdrawing the request for bids or one that includes postponement of the date for receipt of bids.
Must all bidders be registered?
- Contractors are encouraged to register with the Construction and Properties division for each individual project for which the Contractor wishes to submit a bid. Contractors may register by filling out and submitting a Bidder Registration (CAP Form A150) or may call in their registration to (405) 521-2112 during regular business hours. Bidders will be automatically notified of any addendum issued using the contact information from the registration form. Bidder specialization information will be kept on file by the Construction and Properties Division and contact information provided to state agencies, upon request, for projects under $50,000.00 for which agencies may request written quotes from vendors.
How can I get on your bidder's list?
- There is no official bidder's list. Bid opportunities are posted on our web site and all responsible contractors are invited to bid.
Does a contractor ever need to be pre-qualified by CAP?
- Yes, but only when requested in the Solicitation For Bids (Bid Notice). As of July 2006, CAP no longer pre-qualifies all contractors. When specifically requested in the Solicitation for Bids (Bid Notice), bidders must submit a Specialized Qualification Statement (CAP Form A305B) which is used to describe required specialized experience. When requested, this form must be filed with the Construction & Properties division fourteen (14) days prior to the Bid Date. Information on this form must be updated annually unless otherwise notified.
How do I find out specific information on a certain project that I may be interested in bidding?
- There is usually an architect/consultant's phone number or an agency contact person on the cover of the bid documents or on the Solicitation For Bids (Bid Notice). The Consultant is the Licensed Architect, Licensed Landscape Architect, Registered Professional Engineer, or Registered Land Surveyor under contract to the State of Oklahoma for the purpose of designing and monitoring the construction of the project. You may call the CAP receptionist at (405) 521-2112 and ask for the project by the DCS/CAP number. There will usually be a mandatory or non-mandatory pre-bid meeting at the site of the project. These meetings are for your information and a good time to ask questions. When the meeting is "mandatory" a prospective bidder or an independent contractor, authorized to represent the company, must be present and sign in to be eligible to bid on the project.
Where do I turn in my bid?
- Bids are turned in at Construction & Properties, Suite 106, Will Rogers Building, 2401 N. Lincoln Boulevard, OKC, OK 73105-4402 prior to 2:00 p.m. on the date of the bid opening. Bids turned in more than 72 hours prior to or after 2:00 p.m. on the bid date will be returned unopened.
How do I know if I was the successful bidder?
- The bid opening is open to the public. Usually the same day as the Bid Opening, the Bid Tab Sheet will be posted to the CAP web site under Bid Opening Information. The bids are reviewed and evaluated concurrently by the State Agency and the Construction and Properties division and contracts are usually awarded within 30 days. When a contract is awarded, the Bid Award information is posted to the CAP web site under Bid Awards.
How can I make sure I am submitting all of the required paperwork?
- Page 4 of the project manual is a Checklist For Bidders. Follow this list and make sure you have completed each item before submitting your bid. Failure to do so could invalidate your bid.
What are the insurance requirements?
- A vendor is required to submit proof of general liability not less than $100,000/$300,000; property damage insurance of not less than $50,000/$100,000; automobile insurance and Worker's Compensation insurance.
If a contractor is self-employed with no employees are they required to submit a Certificate for Workers' Compensation?
- Pursuant to Title 61, Section 133.B.4., Workers' Compensation insurance is required for all construction contracts greater than Fifty Thousand Dollars ($50,000.00). For construction contracts less than $50,000.00 the Division requires proof of Workers' Compensation insurance OR CAP Form A312D Statement of Exemption From The Workers' Compensation Act Affidavit stating that the contractor qualifies for an exemption allowed under Title 85, Section 2.6.
When is a bid bond required and how much is required?
- A bid bond, certified check or cashier's check is required whenever a bid is greater than Fifty Thousand Dollars ($50,000.00). Generally the bid bond, certified check or cashier's check is 5% of the bid amount unless otherwise specified in the Solicitation for Bids (Bid Notice).
When are bonds required and what bonds are required?
- Bonds are required for a sum equal to the contract amount when a contract exceeds Fifty Thousand Dollars ($50,000.00). Three bonds are required: (1) statutory performance bond; (2) defect bond; and, (3) payment bond. All bonds must be on the forms prescribed and issued by CAP to the successful Bidder on the contract.
Can an irrevocable letter of credit be used as a substitute for the contract bonds?
- Yes, the letter of credit must be issued by a financial institution insured by the FDIC or the Federal Savings and Loan Insurance Corporation on a form obtained from Construction and Properties.
Are construction projects tax exempt?
- Contracts awarded by Construction and Properties are not exempt from sales tax unless specifically indicated by the Bid Documents.