Bidding Requirements


Subcontractors Bidders List

Starting with the July 12, 2013 Letting: The apparent low bidder for each project must provide a list of all subcontractors who provided a quote to perform work. The list shall be provided electronically on the TDOT form “Certification Regarding Subcontractor Bid Quotes” (Bidders List). The apparent low bidder shall submit this form before the close of business (4:30 PM, Central Time) five (5) calendar days after the date on which bids are required to be submitted (e.g., if bids are required to be submitted on a Friday, then the completed form is due by 4:30 PM on the following Wednesday). Emergency contracts will not require a bidders list. Failure to complete and submit this form within the time period required may result in the rejection of the bid.


Licensing of Prime Contractors

Please be aware that TDOT now requires all PRIME contractors (except mowing and litter removal contractors) to be licensed with the Tennessee Department of Commerce and Insurance, Board for Licensing Contractors. This requirement is effective with the August 3, 2012 letting.

Contractors will not be required to have a license to bid; however, prior to recommending award of the contract, TDOT will confirm that the lowest responsible bidder is licensed. The contractor will be considered for award for twenty-one (21) days after the letting date (bid submittal). If the contractor does not have a license on or before the 21 days, the contractor will be considered non-responsive, and the next lowest responsible bidder will be considered for award.

It is recommended that all PRIME Contractors who are not currently licensed and intend to bid on future projects begin the process to obtain their contractor’s license.

For more information on obtaining a Contractor’s License, visit the Board for Licensing Contractors website at http://www.tn.gov/commerce/section/regulatory-boards.


**NOTICE: Title 48 of Tenn. Code Ann.**

Title 48 of Tenn. Code Ann. requires all contractors and subcontractors that are domestic or foreign Corporations, Limited Liability Companies, Limited Partnerships, or Limited Liability Partnerships to be in good standing with the Secretary of State. This includes being duly incorporated, authorized to transact business, and/or in compliance with other requirements as detailed by the Secretary of State. If you have any questions, contact the Secretary of State at (615) 741-2286 or visit http://sos.tn.gov/business-services.

Effective immediately, TDOT will not execute any contracts or approve subcontracts with contractors that are domestic or foreign Corporations, Limited Liability Companies, Limited Partnerships, or Limited Liability Partnerships, who are not in good standing with the Secretary of State (i.e. have a valid Certificate of Existence/Authorization).


Unbalanced Bidding

All potential bidders should read the attached memorandum regarding the TDOT policy and specifications for unbalanced bid items.


Bid Authorization

Effective as of the September 18, 2009 letting, the Bid Authorization Form must be submitted by email to HQConst.Proposals.TDOT@tn.gov in order to bid on contracts. Bidders will receive an e-mail confirmation upon receipt of the form. Also effective with the September 2009 letting, Bid Express should not accept bids from unauthorized bidders and should display the following message when the bid is submitted: "Error submitting the bid. You are not listed as an eligible bidder for the contract. Your request could not be processed." The Bid Authorization Form must be completed and filed with TDOT before 4:00 p.m. CST on the day preceding the letting to be eligible to bid. Adobe Reader 8.0 or newer is needed to use this form.


Bid Conditioning Letters

With the Department now requiring Internet bidding, a question has been raised regarding the submission of bid conditioning letters. Bidders will be allowed to condition their bids in accordance with Subsection 102.09 of the Standard Specifications by mailing, faxing or emailing a conditioning letter to the Construction Division. Letters can be emailed to HQConst.Proposals.tdot@tn.gov. Letters must be on company letterhead, signed by an authorized signatory of the company and in the Department’s possession prior to 10:00 a.m. on the date of the letting. Letters will be posted on the Internet as soon as possible after the bid opening.