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The purpose of this document is to define the internal procedures used to evaluate contractor bids for construction projects in Georgia Department of Transportation (GDOT) administered lettings.
Engineer’s Estimate
The Engineer’s Estimate is defined as GDOT’s most precise calculation possible of the construction cost of a project. It is an expert analysis and evaluation of the project cost given the individual characteristics of the project. The goal is to establish fair and reasonable costs for the work assuming good competition. The Engineer’s Estimate is the benchmark for comparing all bids.
An Engineer’s Estimate shall be prepared for each construction project let by the Georgia Department of Transportation. Final responsibility for the Engineer’s Estimate and estimating procedure is assigned to the Estimating Committee. Staff responsibility for the preparation of the Engineer’s Estimate is assigned to the Chief Estimator within the Office of Engineering Services. Each District Engineer will assign a full time District Estimator to support the staff of the Chief Estimator.
All factors that influence project cost will be considered in preparing the Engineer’s Estimate. These include but are not necessarily limited to:
Chief Estimator
The Chief Estimator supported by Estimating Staff and District Estimators is responsible for analyzing project plans and specifications, researching field conditions, obtaining material costs, establishing production rates, establishing equipment costs, and establishing labor rates to develop a fair and reasonable cost for the work required by each bid item.
District Estimators
District Estimator responsibilities shall include verification of traffic conditions, presence and placement of utilities, presence and extent of rock excavation, description of actual clearing and grubbing requirements, unsuitable material excavation, all earthwork quantities, evaluation of traffic staging conditions, identifying inaccurate quantities, and required work restrictions necessary to build the project. Also, District Estimators will be required to furnish cost based estimates on items in the contract as designated by the Chief Estimator, as well as provide production rates on selected items of work from previous projects let to contract.
Specialized Work
For specialized work the GDOT office responsible for design shall appoint one or more specialists to provide estimating information and to prepare cost estimates under the direction of the Chief Estimator. Examples are:
Cost estimates and cost information for specialized work shall be provided to the Chief Estimator no later than 3 weeks prior to the letting.
Estimating Committee
The Estimating Committee shall consist of the State Construction Engineer (chair), the State Project Review Engineer, the State Maintenance Engineer, the State Office Engineer, the Chief Estimator and other members as appointed by the Deputy Commissioner.
The Estimating Committee shall meet prior to each letting and review the Engineer’s Cost Estimate for accuracy and completeness. The Estimating Committee will accept or modify the Engineer’s Cost Estimate as appropriate.
The Estimating Committee shall meet after each letting to review and evaluate contractor’s bids. The Estimating Committee shall provide recommendations and appropriate supporting documentation to the Bid Review Committee regarding the award, rejection, postponement or deferral for each project. Estimating Committee decisions are based primarily on cost issues. These include but are not necessarily limited to the following:
Bid Review Committee
The Bid Review Committee shall consist of the Deputy Commissioner (chair), the Chief Engineer, the Division Director of Construction, the Division Director of Field Districts, the Division Director of Preconstruction, the Division Director of Operations, and the Division Director of Planning, Data and Intermodal Development.
The Bid Review Committee shall meet after each letting to review the Estimating Committee recommendations. The State Construction Engineer, the State Office Engineer, the State Project Review Engineer, the Chief Estimator, and other personnel as directed by the Bid Review Committee members shall attend the meeting to provide information.
The Bid Review Committee shall provide recommendations and appropriate supporting documentation to the Commissioner regarding the award, rejection, postponement or deferral for each project. In addition to costs and Estimating Committee recommendations the Bid Review Committee considers other issues such as but not necessarily limited to the following:
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