HomeMy WebLinkAboutTrans 2008-01-29 Item 3D - Discussion - Builders Exchange of WashingtonENFORMATION MEMORANDUM
To: Mayor Haggerton
From: Public Works Director.
Date: January 22, 2008
Subject: Builders Exchange of Washington
ISSUE
Discuss on line bidding using Builders Exchange of Washington bxwa.com).
BACKGROUND
Public Works staff utilized online bidding via bxwa.com on several construction bids last year as part of a
pilot project to assess the value of this somewhat new method. It was determined that using online bidding
was a net benefit to the City.
In traditional construction bidding, the original plans and specifications are sent to a reprographics
company for printing (typically has been a set of 50, of which over a dozen get sent free of charge to plan
centers to encourage subcontractors and vendors to bid to prime contractors). We have typically charged
$50 per set, including postage (ranged from $4 to $20 to send out). This method had proven to be very
cumbersome for counter staff to collate, number, track and charge plan holders.
In this online bidding method, 1 copy of all plans and specifications are transmitted to bxwa.com, who
then scans and posts the information to their website for a nominal fee (around $100 for an average size
project). The City's Call for Bids directs the bidders to bxwa.com and Tukwila's portion of the website
for bidding. The bidder may print out documents to their own printer, or order document printing from a
printing company of their choice.
ANALYSIS
The savings to the City is more efficient use of front counter time. Plan holders lists are maintained by
bxwa.com. The City will reduce printing and postage expenditures as well. The benefits to the prime
bidders, subcontractors and vendors, is quicker and easier access to plans and specifications that result in
more competitive bid prices.
If any contractor, subcontractor or vendor approaches the City and demonstrates that they do not and
cannot access the internet, such arrangements will be made for them to obtain a full set of bid documents.
RECOMMENDATION
Endorse further use of online bidding.
Attachments: Project Posting Guidelines
Price Schedule
Information Package
P;\BOB \TC_UC\BXWAUnfo Memo Builders Exchange of Washington.doc
P: \BOB \TC_UC\BXWA\Project Posting Guidelines (9- 1- 06).doc
Builders Exchange
of Washington
PROJECT POSTING GUIDELINES
(FOR PUBLIC WORKS PROJECTS)
9 -1 -06
Builders Exchange of Washington, Inc. is pleased to offer and provide its services to your Public Agency in accordance with Contract Number
2007 -001 (article 24.), Electronic Bid Package Services, as issued by the State of Washington, Department of General Administration.
Services include providing your Public Agency with its own unique on -line plan room, where your project bid documents (plans, specifications,
and addenda) will be made available to potential bidders (General Contractors, Subcontractors, and Vendors) on a free of charge basis. Your
Public Agency now has the most cost effective tool available for distribution of bid documents and to obtain the greatest number of competitive
bids in the shortest amount of time.
In order to ensure that your bid documents are published on -line in a proper and timely manner, we request that your Public Agency's
designated Project Manager (and /or Prime Design Consultant Architect) complies with this guideline for your on -line plan room set -up, bid
advertisements, and transfer of documents to Builders Exchange of Washington, Inc.:
1. Bid Advertisements
Your bid advertisement language is key to maximizing the number of potential bids. It should entice /encourage potential bidders by
informing bidders that they are being provided with free and unencumbered access to the bid documents through your Public Agency's on-
line plan room. Effective Public Agency bid advertisements inform bidders that they have convenient, efficient, and easy access to the
project bid documents; with the power to choose what format the bid documents are in when preparing their bids.
Bid advertisements, Instructions to Bidders, and or Bid Solicitation notices shall include the following standardized text:
Plans, specifications, addenda, and bidders list for this project are available free of charge on -line through Builders Exchange of
Washington, Inc., at htto /www.bxwa.com. Click on: bxwa.com'; "Posted Projects'; "Public Works'; "Name of Agency" and
'Projects Bidding
(Note: Bidders are encouraged to Register as a Bidder" in order to receive automatic e-mail notification of addenda and to be
placed on the Bidders List". This service is provided free of charge to Prime Bidders, Subcontractors and Vendors bidding this
project. Contact Builders Exchange of Washington at (425) 258 -1303, should you require further assistance.
2. Document Transfer:
1. Send one (1) paper copy of all project documents to Builders Exchange of Washington, Inc. Please send a copy only, NOT the
originals. Deliver documents to:
Address: Builders Exchange of Washington, Inc.
2607 Wetmore Avenue
Everett, WA 98201 -2926
Attention: Cheri French
Email: cheriabxwa.com
Phone: 425 258 -1303 Fax: 425 259 -3832
(Note: If you are using the services of a reorooraohics comoanv to pet the documents to bxwa.com. please mandate that the first set
printed is immediately sent/ delivered to bxwa.com so that your documents will be available on the date you advertise for bids.)
2. If time is of the essence, an advance set of the documents may be sent electronically utilizing bxwa.com's FTP site. Issuing party
shall call bxwa.com for FTP site instructions and to notify bxwa.com of impending electronic file transfer.
A paper copy should still to be sent to Builders Exchange even though documents have been sent electronically.
3. After the bid date, Builders Exchange of Washington is instructed to return paper documents as follows:
Recycle these documents; I do not want them back.
I will pick -up the documents, or send a Courier to pick them up.
Return documents to me via UPS or FedEx. My shipper account number is
Page 1 of 2
3. Quality Control:
1. Following receipt of the documents by Builders Exchange of Washington, allow 24 hours for the initial project documents to appear
on -line. Allow 12 hours for addenda to appear on -line.
2. Within twenty four (24) hours after the project documents are available on -line, the Prime Design Consultant's project manager and /or
the Public Agency's project manager shall review the on -line documents and notify Builders Exchange of Washington if there are any
required modifications, additions, or changes needed to the documents that have been posted on -line. This review is requested at
both the original project posting stage and following the posting of any issued addenda. In the event that a modification is needed
following this review, a clarification or addenda shall be issued by the public agency (or prime design consultant) alerting potential
bidders of document modifications and or additions.
3. Prime Design Consultant's project manager and the Public Agency's project manager are encouraged to "Register" on -line in order to
receive email notification of addenda that are posted to the project's documents. Registration should occur at the time of review of the
initial project documents that are posted on -line.
4. Conditions Agreement On -Line Plan Room Set -up:
If your Public Agency does not already have an on -line plan room with bxwa.com, the following set -up information is required:
1. Your Public Agency's logo.
Logo is used to announce to bidders that they have arrived at your agency's on -line plan room where documents can be accessed.
2. Conditions Agreement:
Your Public Agency's on -line plan room (including any linking to project documents from your Public Agency's own website) shall
include a "Conditions Agreement requiring user acknowledgement in order to gain access to the project documents. Conditions
Agreement shall include the following language:
1. Document clarity is dependent on the condition of original source documents and is not guaranteed.
2. BXWA and the Public Agency do not warrant programs or job images to be free from defects or errors, whether known or
unknown, existent or latent.
3. BXWA and the Public Agency do not warrant software or services provided by others in any manner, nor do they warrant
that any services or images are guaranteed for any other purpose.
4. BXWA and the Public Agency endeavor to provide accurate information with this service and the project information
provided on -line. However, errors or omissions may occur and users are advised not to rely completely on the accuracy of
the information. BXWA and the Public Agency disclaim any and all liability arising from inaccuracy or incompleteness of any
such information.
5. Access to project documents is provided for use by bidders (General Contractors/ Prime Bidders, Subcontractors and
Suppliers), Public Agency personnel, and the Public Agency's consultants only. Any other use is prohibited, except when
the named Public Agency uses this area as its official /primary means for the issuance and distribution of its project bid
documents; whereupon "recognized" plan centers may be allowed access in order to print project documents for use in their
own physical plan center and/or to link to this project (and this Conditions Agreement) from their own on -line plan room.
Harvesting" (downloading, copying, and transmitting) of any project information and/or project documents for purposes of
reselling and or redistributing information by any other party is not allowed.
6. Bidders are encouraged to "Register" on -line in order to receive automatic e-mail notification of addenda and to be placed
on the Bidders List:
7. Bidders are ultimately responsible to investigate and acknowledge all issued project addenda information, whether posted
on -line or not.
8. Acknowledgment below constitutes that user has received authorization from user's employer to access documents and
accept these conditions.
1 Agree 1 Decline
5. Billing Information:
An itemized invoice will be mailed at the end of each month, recapping services provided during the previous month. Invoice will be
broken down showing the charges for each posted project.
Provide the following information to Builders Exchange of Washington:
Agency name,
Address
Phone
Fax
Primary point of contact person
Thank you for utilizing Builders Exchange of Washington, Inc.'s services We encourage all departments divisions of your Public Agency to
post their project bid documents to your Public Agency's on -line plan room area. This simple process will enable your agency to take full
advantage of the on -line traffic project exposure made available to the construction bidding community, that routinely visit bxwa.com's Public
Works area to investigate work opportunities.
P: \BOB \TC UC BXWA \Project Posting Guidelines (9- 1- 06).doc
Page 2 of 2
Item
4. A
4. B
P:\BOBITC_UC\BXWA\Price Schedule Public Works (9- 1- 06).doc
Builders Exchange
of Waslirngtotr
BUILDERS EXCHANGE OF WASHINGTON, INC.
PUBLIC WORKS PRICE SCHEDULE
Effective 9/1/06
The abbreviations under the "Unit" column shall be defined as follows: "Dwg" means
drawing, "Pg" means Page; "Spec" means Specification, "CD" means CD -ROM and
means US Dollar.
Task Description Unit
Unit
Price
$1.25
1 The price for all work necessary to perform new project set -up and Dwg
publish drawings 11x17) on the internet (under the named public
agency's "Proiects Bidding' area), for a two -month (60 calendar day)
project bid duration; from receipt of a hard copy of drawings or an
electronic version in mutually acceptable format.
2 The price for all work necessary to perform new project set -up and Pg $0.25
publish specifications (8 -1/2 x 11, single sided) on the internet (under
the named public agency's "Projects Biddind' area), for a two month
(60 calendar day) project bid duration; from receipt of a hard copy of
single sided 8 1/2" x 11" sheets or an electronic version on CD in MS
Word or Adobe PDF,
Minimum initial project posting charge Min. fee
per
If: #plans x $1.25) #spec pages x $0.25) $45.00, minimum fee project
$45.00
will be $45.00).
3 Hold project documents on -line 60 calendar days. Project Per 25.00
documents may also be moved from "Projects Biddino" to "Under month,
Construction" for use during construction administration, which will be per
subject to this monthly charge. project
Scan, index, post new, additional, or revised documents to
existing projects posted under "Projects Biddina "Proiects Under
Construction" and or "Archived Proiects
A. Drawings Dwg $1.25
B. Specifications
Pg $0.25
Store completed project documents indefinitely on -line under an
"Archived Projects" area. Available for use for projects that have
attained substantial completion and were previously posted on -line
for a 10 month (minimum) period of time. Per $1.50
5. A A. Projects with 0 -500 images (plans, specs, as- builts, etc.) month, per
5. B B. Projects with 501 images (plans, specs, as- builts, etc.) project $3.50
6 Create CD -ROM's and deliver to Public Agency Per CD $40.00
7 Download to your own PC (and burn you own CD's) No $0.00
Charge
Fees:
Conditions:
P:\BOB \TC_UC\BXWA\Price Schedule Public Works (9- 1- 06).doc
Builders Exchange
of Washington
On-Line Archiving Services
Effective 9/9/06
(For Public Agencies)
Builders Exchange of Washington, Inc. is pleased to announce offer its new on -line archiving service.
Benefits:
No more lost misplaced paper documents or CD's.
Better more secure control.
Improved coordination, efficiency historic document access.
Timely concurrent access to as -built project information by multiple users.
Eliminate dependency on expensive labor- intensive "hard- copy" plan storage vaults.
Access historic project information job details for use during on -going building
maintenance, space planning, and future tenant improvement work.
Instantaneously access completed like -kind jobs for use during design development on future
projects.
The following fee schedule provides our clientele with an "Archived Proiects" area within their own
unique on -line plan room, where previously posted project documents as- builts can be stored
indefinitely. Project password protection or area password protection is available.
Monthly Fee Proiect Size
1.50 per month project 0 -500 images (plans specs)
3.50 per month project 501 images (plans specs)
1. "Substantial Completion" has been attained.
2. Project has been continuously posted for 10 months or more. If not, archive fee will be
$25.00 month for the first 10 months, before lower monthly fee is applied.
Scanning Posting Fees:
Scan, Index, Post new additional documents to my "Archived Projects" area:
1. Plans >11x17) $1.25 per sheet
2. Specifications (8.5 x 11) $0.25 per page
Builders Exchange of Washington, Inc. is pleased to announce a major expansion to the number of
available printer locations utilizing the on -line print order form. Users will now be able to select from
hundreds of independent printer locations.
By clicking on the "Order Prints" link you will be able to select and order paper copies from a printer that
is closest to you, with locations throughout the United States; or simply shop by price and place your print
order with the lowest cost provider and have them shipped to you!
It's your choice!
Print what you need, when you need it, and from the location of your choice.
Print all or part of the on -line documents.
Order full size of half size plans.
Comparative shop! Pricing
Documents delivered to you over -night or ready for pick -up at a location convenient to you.
Order and ship paper documents to invited bidders without double handling.
Up -front pricing. Prices are clearly conveyed by all participating reprographics firms. Contact
your selected reprographic firm for possible volume order discount pricing.
On -line print order form is provided by Builders Exchange of Washington, Inc. to facilitate the
printing of paper documents that are ordered by the end user from the selected reprographic
company. Users are requested to contact the reprographic firm to establish an account prior to
their first order.
Download free of charge and print to your own printer plotter. Many of the identified
reprographic providers will assist you with the selection and purchase of printing equipment and
supplies.
More printer locations are on the way! Check the on -line printer order form in the future for new
locations.
P:\BOB \TC_UC\BXWA\Price Schedule Public Works (9- 1- 06).doc
Builders Exchange
of Wasi?itngtof
Expanded Printing Locations!
2. Overview of Services:
P: \BOB \TC UC\BXWA\Public Works Info Package (9- 1-06).doc
Public Agency
Information Package
September 1, 2006
Builders Exchange
of Washtg'ton
Bid Document Distribution Services On -line Plan Center
Thank you for allowing us to introduce Builders Exchange of Washington, Inc. bxwa.com) to your organization. We
are certain you will find the features and cost savings associated with our services to be very compelling.
Our commitment to your agency is to provide "the most cost effective wav for a Public Aaencv to distribute bid
documents and obtain the areatest number of competitive bids. in the shortest amount of time. at the lowest
possible cost." Because of this and our dedication to customer care and service, we welcome the opportunity to
act as your primary bid document distribution source for both major projects and your small works roster. We stand
ready to assist!
A bit more about who we are, what we do, and how we do it:
1. Company history
Builders Exchange of Washington, Inc. bxwa.com) is a local, woman, disabled U.S. Veteran owned
business based in Everett, Washington. Founded on over 27 years of experience and support to the
construction industry, its active walk -in plan center started in 1986 followed by the creation (addition) of its
on -line plan center (bxwa.com) in 1997. Our expertise includes firsthand knowledge in the estimating and
bidding process at both the General Contractor and Subcontractor level. Three of our key staff members
hold over 78 years experience in lead /chief estimator roles, where they bid proposed on all project types
(commercial, industrial, civil, and residential); at both the General Contractor and Subcontractor level; and
on all forms of project delivery methods (LS, GMP, T &M, D -B, CM, GCCM). This firsthand expertise
provides a clear understanding and embracement of both an Owner's and Bidder's needs, culminating in a
service that is simple to use and access; especially at the SubcontractorNendors level which collectively
represents 80% to 90% of a Prime Bidder/ General Contractor's bid amount to you. More bidders
more competition lower overall cost.
Builders Exchange of Washington is a full- service on -line plan center and walk -in plan center that
services both the private and public sector. Our growing list of clientele includes: State Agencies, Counties,
Municipalities, Port Authorities, D.O.T.'s, Higher Education Facilities, Owners, Developers, General
Contractors, Subcontractors, Vendors.
List of services includes:
1. Bid document distribution services on -line plan rooms for Public Agencies; providing free and
unencumbered access to Public Agency bid documents by General Contractors, Subcontractors, and
Vendors.
2. Bid document distribution services on -line plan rooms for General Contractors; providing free and
unencumbered access to GC bid documents by Subcontractors and Vendors.
2607 Wetmore Avenue Everett, WA 98201
(425) 258 -1303 or (425) 743 -3244 Fax (425) 259 -3832 htto:I /www.bxwa.com
3. Scan, index (page listing), and post bid documents (plans, specifications, and addenda) in a timely
manner. Nothing additional required by the Owner or Architect to do this.
4. Provide bidders with ability to view and work with documents on -line and download documents free of
charge.
5. Provide bidders with use of free on -line take -off tools (digitizer).
6. Provide bidders with the ability to print documents at their discretion from multiple sources, including
from the convenience of their own printer plotter.
7. Hold and maintain official bidder's list (also known as the traditional plan holder's list).
8. Monthly training and educational class.
9. Free call -in phone support service for bidders.
10. Traditional walk -in plan center services.
As a result of the unique services it offers, Builders Exchange of Washington, Inc. (bxwa.com) on -line plan
center has attained a "destination site" status on the Internet by the PNW construction industry. Over
10,000 GC, Subcontractor, and Vendor bidders access bxwa.com on a daily basis to find and procure
work by visiting the on -line plan rooms for public agencies found under bxwa.com's "Posted Projects
"Public Works" area.
The use of bxwa.com's "pure" on -line plan center provides public and private entities with the ability to
realize tremendous cost and time savings over traditional methods of bid document distribution (ie.,
selecting a sole- source reprographics house, printing numerous sets of bid documents, or CD's, managing
cash deposits, along with the associated freight/handling /mailing costs), without passing a tremendous cost
burden disincentive down the line to the GC Subcontractor Vendor level, where countless hours and
costs are incurred in the preparation of their bid proposals. As you are aware, traditional document
reproduction expenses for any one project can exceed tens of thousands of dollars. With the use of
bxwa.com, a Public Agency has the ability to reduce their bid solicitation costs, while also being able
to solicit and obtain more and better bids. Builders Exchange of Washington provides the construction
industry with the most powerful/useful tool available on the Internet for posting, viewing and working with bid
documents.
3. Clientele:
Builders Exchange of Washington, Inc. is a common thread among Public Agencies, Architects /Designers,
Developers, General Contractors, Subcontractors, and Vendors in the construction industry; serving both
public and private sectors.
1. Public clientele include States, counties, municipalities, DOT's transit agencies, port authorities,
school districts, and universities.
2. Private clientele include Developers, General Contractors, and the SubcontractorNendor bidding
community.
3. Small, disadvantaged, and emerging businesses are welcomed by Builders Exchange of
Washington and provided with information resources that will enable them to grow and compete in the
business place. The publicly funded Contractor Development Competitiveness Center (CDCC),
which assists minority and emerging businesses, is a proponent and advocate of Builders Exchange of
Washington. All small, disadvantaged, and minority construction firms are welcome to sign -up and
attend monthly training and education classes held at our corporate offices.
4. Associations such as the Contractor Development Competitiveness Center (CDCC), Association of
General Contractors (AGC), and Associated Builders Contractors (ABC), and International Builders
Exchange Executives (IBEE) are proponents of the services that Builders Exchange of Washington
provides.
5. Higher Educational institutions have gravitated to Builders Exchange of Washington. A growing
number of higher education institutions such as the University of Washinaton CAUP, Texas A &M, and
the University of Houston Texas COT have come to embrace the use of bxwa.com in their teaching
curriculum at both the undergraduate and graduate level. Edmonds Community Colleae. The AGC
Education Foundation and Tumer School of Construction Management also utilize Builders Exchange
of Washington in their associate degree programs, back to work training programs, and education
certificate programs.
2607 Wetmore Avenue Everett, WA 98201
(425) 258 -1303 or (425) 743 -3244 Fax (425) 259 -3832 htto: /www.bxwa.com
P:\BOB \TC_UCIBXWA\Public Works Info Package (9- 1- 06).doc
4. Access:
6. State of Washington Department of General Administration, Engineering Architectural
Services Division. Builders Exchange of Washington, Inc. currently holds the only on -line plan center
service contract to provide a web server site for publishing Public Works bid packages on the Internet.
This state contract (No. 2007 -001) for Electronic Bid Package Services was a competitively bid and won
contract that was awarded to Builders Exchange of Washington by the Washington State Department of
General Administration on July 21, 2006. We are pleased to have held the previous contract for these
services as well, having provided uninterrupted services to the State of Washington since May 2000.
Through the services we provide, E&A Services has obtained a "destination site" status on the Internet,
providing a common ground area where GCs, Subs, and Vendors go to view and procure work
opportunities that are solicited by the State of Washington.
7. References:
The following is a list of primary contacts for a few of the public agencies that have their own unique on-
line plan room under bxwa.com:
Phone
206 521 -1878
425 452 -7876
425 670 -6602
425 257 -8917
425 -587 -3827
360 786 -5133
360 867 -6041
425 348 -7119
425- 388 -0606
253 -428 -8677
Today's market mandates that bidding information be accessible and useable immediately in order for the
most competitive bids to be realized.
Access to your bid documents is made available to Bidders (General Contractors, Subcontractors and
Vendors) free of charge with no geographical boundaries or time constraints. Bidders have the ability to
immediately access bid documents and commence the preparation of their bids take -off on the same day
that they are informed about your project no matter where they are located. Bids are solicited and obtained
from a far greater number of Bidders over traditional methods. Bidders are able to view and work with your
bid documents from the convenience of their office, home, orjob site (24/7), on a free of charge basis. This
empowers your Public Agency with the ability to solicit and obtain more and better bids from the General
Contractor /SubcontractorNendor community, which means more and better bids for you, and of course the
resident taxpayer.
Bid documents are accessed on the Internet by going to: www.bxwa.com, and clicking on "Posted
Projects "Public Works and the "Public Agency's name A listing of all projects issued by that office
is displayed, by category (described below), bid date, and project name. Access can also be made available
(linked) through the Public Agency's own website as well.
A. "Projects Bidding"
Contact
This area is provided for posting of your bid documents (ITB's, Bid Packages, Instructions to
Bidders, Scope of Work, Project Schedule, Plans, Specifications, Addenda, Soils Reports, Special
Forms, etc.) used to procure bids. Bid documents for all project delivery methods may be posted
here, including but not limited to: Lump -Sum, GC /CM, CM, T &M, Design Build, and RFP type
projects bid solicitations.
2607 Wetmore Avenue Everett, WA 98201
(425) 258 -1303 or (425) 743 -3244 Fax (425) 259 -3832 htto: /www.bxwa.com
P:\BOBITC_UCIBXWAIPublic Works Info Package (9.1- 06).doc
Ms. Kristine Erickson
Ms. Mayvis Schwab
Ms. Nancy Woods
Mr. Bill Barrett
Mr. Quinn Golden
Mr. Doug Bramlette
Ms. Richard Davis
Mr. Roger Kee
Ms. Charlotte Walther
Ms. Ruby Harr
Title Agency
Harborview Hospital Bond Program
University of Washington
Procurement Specialist, City of Bellevue
Manager of Purchasing, City of Lynnwood
Engineering Public Services, City of Everett
City Engineer, City of Kirkland
PE, Transportation, Thurston County
PE, Evergreen State College
Procurement Specialist, Community Transit
Contracts Administrator Port of Everett
Port of Tacoma
5. Fees:
B. "Projects Under Construction".
Possibly where we find the fastest growing use of our service. Once a project has been awarded,
the Public Agency can move the bid documents to this area for project management (Construction
Administration) purposes. From the onset, additional savings are generated again. No longer is it
necessary for the Public Agency to provide the successful Prime Bidder and its Subcontractors and
Vendors with expensive hard copy paper documents, when the entire collection of project/contract
documents can be made available to ail parties at one destination site. Because of its simplicity, it
is a tremendous communication tool for the entire project team (Owner, Architect, General
Contractor, Subs, Vendors) during the construction phase. The Public Agency can elect to post
any documents here (PR's, ASI's, RFI's COR's, schedules, photographs, shop drawings, etc.) that
will help to facilitate coordination among project team members and the timely /profitable completion
of the project. Imagine the derived benefits by providing access to "approved" shop drawings
submittals to the entire project team. No longer can Subcontractors and Vendors submit a
legitimate COR claim because they were not provided with an approved set of shop drawings or
other construction related documentation. Password protection is typically used on projects
utilizing the Under Construction area.
C. "Archived Projects
Following Substantial Completion, the benefits for archiving on -line with Builders Exchange of
Washington are countless. Consider a few of the following:
No more lost misplaced paper documents or CD's.
Better more secure control.
Improved coordination, efficiency historic document access.
Timely concurrent access to as -built project information by multiple users.
Eliminate dependency on expensive labor intensive "hard copy" plan storage vaults.
Instantaneously access like -kind jobs for use in your next winning proposal.
Access historic project information job details beneficial during your next preconstruction
effort.
While we are aware of the significant savings we provide over traditional bid document distribution methods,
bxwa.com does not structure its scanning posting fees to be equivalent to what an Owner would pay for
paper copies, nor does it restrict bidders from purchasing prints from other on -line sources.
The following fee schedule provides full service support for your Public Agency's on -line plan room. Fee
structure enables your Bidders access bid documents and utilize the on -line plan center services /features on
a free of charge basis to view, estimate, print, and work with the bid documents when/where they choose.
Reference Price Schedule Public Works for complete descriptions and unit prices.
A. Set -up:
Establish an on -line plan room for your Public Agency, bearing its name, logo, address and primary
point of contact, under bxwa.com. Assist in the creation of link(s) from the Public Agency's website
to bxwa.com.
No Charge.
No Charge
B. Annual Membership Fee
C. Scan, Index Post Documents (60 calendar day duration)
Plans $1.25 per sheet
Specifications $0.25 per page
D. Archive
Copy project documents to a CD
On -Line Archiving (0 -500 images)
On -Line Archiving (500+ images)
$40.00 per CD
$1.50 per project month
$3.50 per project month
2607 Wetmore Avenue Everett, WA 98201
(425) 258 -1303 or (425) 743 -3244 Fax (425) 259 -3832 htto: /www.bxwa.com
P:\BOBITC_UC \BXWA\Public Works Info Package (9- 1-06).doc
6. Comparative Cost Savings:
Given a typical public works project, a ballpark cost comparison utilizing Builders Exchange of Washington,
Inc.'s service over the traditional method of distributing multiple sets of bid documents as follows.
Comparison basis a Public Works project with 200 plan sheets, 1,000 page spec book, and 50 sets:
A. Traditional Method:
Using a traditional reprographics based entity (50 sets of paper bid doc's)
Print plans 200 sheets x 50 sets x $0.60 per sheet $6,000.00
Print specs 1,000 pages x 50 sets x $0.07 per page $3,500.00
Binding, hole punching, stapling, posts, covers, extras, etc. $$$'s (not considered!)
Shipping, handling, and delivery/ postage $$$'s (not considered!)
Washington State Sales Tax (assume 8.6 817.00
Total Comparative Cost $10.317.00
8. Builders Exchange of Washington Method:
(currently utilized by multiple State of Washington agencies)
Using bxwa.com's on -line plan center (only 1 set of paper bid doc's needed)
Scan, Post, Host plans 200 sheets x $1.25 per sheet $250.00
Scan, Post, Host specifications 1,000 pages x $0.25 per page $250.00
Binding, hole punching, stapling, posts, covers, extras, etc. 0.00 (not required!)
Shipping, handling, and delivery/ postage 0.00 (not required!)
Washington State Sales Tax 0.00 (not required!)
Total Comparative Cost 500.00
Single Project Savings 9.817.00
Bid Solicitations year x 24
Typical Annual Public Agency Savings l$235,608.0c1
7. Commonly Asked Questions:
A. Describe company owned copyrights and trademarks relating to electronic bid
document distribution.
Builders Exchange of Washington is the founder. creator. and owner of "FastBid the world's fastest
plan viewer imaging system. This copyright protected software is the foundation upon which Builders
Exchange of Washington's on -line plan center has been built. Fastbid enables bidders to view, access,
print, and work with bid documents on the Internet in a manner that is fast, convenient, and user friendly.
Extensive training is not required, enabling bidders to be up and running (estimating) immediately. Ease of
use and accessibility enables a Public Agency and General Contractors (or Prime Bidders) to obtain greater
participation (bidding) by the Subcontractor and Vendor community, which in turn, results in a greater
competitive bid environment and lower bid prices back to the Public Agency
B. Delivery of documents to Builders Exchange of Washington for posting.
Delivery of bid documents to from Builders Exchange of Washington is performed by the posting agency.
Documents may be delivered to Builders Exchange of Washington in one of two ways: 1. Electronically
2607 Wetmore Avenue Everett, WA 98201
(425) 258 -1303 or (425) 743 -3244 Fax (425) 259 -3832 htto: /www.bxwa.com
P:1BOBlTC_UC%9XWA%Public Works rnfo Package (9- 1- 06).doc
through our FTP site (or) 2. Delivery of one (1) set of hard copy paper bid documents to our corporate office
location in Everett, WA.
Paper:
If you are sending paper documents, send one (1) full size paper copy of all project documents you
wish to have posted to your on -line plan room. Please send a coov only. NOT the originals. If you
are using the services of a reprographics company to get the documents to bxwa.com, please
mandate that the first set printed is immediately sent delivered to bxwa.com so that your
documents are sent to bxwa.com in a timely manner.
Deliver documents to:
Builders Exchange of Washington, Inc.
2607 Wetmore Avenue
Everett, WA 98201 -2926
Attention: Cheri French
Email: chen bxwa.com
Phone: 425- 258 -1303
Fax: 425 259 -3832
Electronically:
Documents may also be sent electronically utilizing bxwa.com's FTP site. Documents may be sent
via PDF, TIF, and DWF file formats only. Issuing party shall contact bxwa.com for FTP site
instructions and call to notify bxwa.com of impending electronic file transfer for each project.
Return of Paper Documents:
Specify the return of documents by Builders Exchange of Washington, Inc. by indicating one of the
following choices:
Recycle these documents; I do not want them back.
I will pick -up the documents, or send a Courier to pick them up.
Return these documents immediately after scanning
Retum these documents within two weeks after Bid Date
Return these documents via UPS or FedEx. My shipper account number is
C. What is the turn around time after receipt of documents to scan, index (page list)
and post plans, specifications and addenda? Who performs the page listing
indexing function?
After receipt of the documents, Builders Exchange of Washington's policy is to provide a twenty four (24)
hour turn around for scanning, indexing, and posting documents on -line for access by the construction
industry. Addenda are typically on -line within 30 minutes after the email fax addenda document has been
received. Builders Exchange does not impose the indexing (page listing) function duty onto your design
consultants, where additional surprise charges could otherwise arise. By self performing the page listing
indexing function, an independent quality control check is also performed through the services we provide at
no additional charge.
D. Describe how document downloading is tracked.
Pages viewed are accounted for per project and or per password (optional) enabling reports to be generated
showing the usage of our system and the rate at which the project is being accessed hit on -line. At the
discretion of the public agency, an official "Public Bidders List" is placed on -line with the project documents
where General Contractors, subcontractors, and Vendors may place their name on that project's list in lieu
of the traditional planholders previously held by a sole source reprographics company.
E. Describe how plan holder lists are maintained.
Bxwa.com's "Public Bidders List" is an optional feature that is often used by public agencies to replace the
traditional sole- source reprographic company's "Plan Holder's List This important tool is utilized by second
and third tier subs contractors for communicating to them the names and contact information for the Prime
Bidders that are bidding the project. It also provides the public agency with an idea of who is likely to bid the
project before the actual tendering of bids.
2607 Wetmore Avenue Everett, WA 98201
(425) 258 -1303 or (425) 743 -3244 Fax (425) 259 -3832 htto: /www.bxwa.com
P:\BOB \TC_UC\BXWA\Public Works Info Package (9-1-06).doc
F. Describe how addenda distributed and the receipt thereof is tracked.
Addenda information is distributed in the same manner as the base bid documents, where Builders
Exchange of Washington provides a central point for access to all of the bidding information issued prior to
the bid date and bid time.
It is commonly recognized among General Contractors Prime Bidders that the acknowledgment of all
addenda is imperative in order to be considered a responsive bidder. It is the Prime Bidders responsibility to
ascertain whether the SubcontractorNendor bids that they receive are pertinent to the bid documents,
whether the SubcontractorNendor bidding acknowledges addenda information or not.
Traditional methods of distributing addendum information previously fell to the selected sole- source
reprographics house that would mail out the addenda information to those bidders that were on the plan
holders list. However, when a web site is used to distribute documents, anyone that accesses the bid
documents, has the ability to return repeatedly to the site to check for any subsequent addendums that
might be issued before the project bids.
To facilitate the addenda notification process, Builders Exchange of Washington's on -line plan center
provides an automated email feature that sends Prime Bidders, Subcontractors and Vendors (that previously
filled out an optional simple registration) an email notifying them that new documents have been posted to
the project site. This simple process facilitates the generation of SubcontractorNendor bids without
imposing onerous registration and login requirements in order to accommodate unwarranted explicit tracking
data. Eliminating bottlenecks and knocking down hurdles is key to Prime Bidders being able to seek and
obtain the greatest number of SubcontractorNendor bids possible.
G. How are hard copies made available to the end users? Describe the number and
locations of reproduction centers you work with.
Bidders are no longer saddled with the cost/inconvenience of waiting for paper bid doc's to be delivered to
them, while eliminating the traditional Public Agency's expense to print paper bid documents (whether
on a refundable deposit or not) in order to obtain competitive bid quotations. Even though Builders
Exchange of Washington is not in the paper printing business, bidders may still obtain paper bid documents
in an affordable and convenient manner. The GC Subcontractor Vendor has the ability to choose when,
where, and how to print bid documents whether a few select sheets or the entire bid package. Bidders
have the convenience to print to their own printer /plotter or obtain copies via overnight delivery from
one of hundreds of reprographic houses (throughout the United States) utilizing the on -line print
order form. There are no hidden costs, junk fees, pay per look addenda fees, buy the whole set, or
exorbitant charges commonly associated with sole source reprographic houses. Reprographic houses
actually find themselves in the unusual position of having to compete against each other to print the GC
Subcontractor Vendor's print order!
H. What are the minimum hardware requirements for the end user?
233 Mhz CPU, 64 MB RAM, Windows 98 or newer
1024 x 768 hi -color video recommended
24 Kbuad or higher Internet connection.
I. Which Internet browsers support bxwa.com FastBid?
Microsoft Internet Explorer 5.0 or higher
Netscape 7.0 or higher
Mozilla Firefox 1.0 or higher
J. What is the minimum Internet connection speed required by an end user to
navigate our site easily and quickly?
With a little patience 24 Kbuad works. 44 Kbaud recommended. 184 Kbaud or faster broadband works
excellent. The FastBid system puts images on our server in a special format to allow for progressive
2607 Wetmore Avenue Everett, WA 98201
(425) 258 -1303 or (425) 743 -3244 Fax (425) 259 -3832 htto: /www.bxwa.com
P:\BOBITC_UCIBXWAWubfic Works Info Package (9- 1-06).doc
retrieval. This is an effective system, provides for immediate viewing of drawings even with a very slow user
Internet connection.
K. What are the software requirements for the end user?
The FastBid Imaging plugin is required. It is a free install provided by Builders Exchange of Washington and
can be found on the upper left hand corner of our website. The browser requires standard java- scripting to
be enabled. Cookie support is optional.
L. Is special software required to use bxwa.com or FastBid? How is the software
made available to end -user? Describe the ease and speed of software installation.
Is there a cost to the end user for required software?
FastBid's initial install and updates are offered to the user the first time they access the site each day. It is a
fast and quick install that takes only a few moments on most user computers. If they already have the latest
version installed, they are not bothered by an install prompt. When they confirm the install, it is installed
automatically. There is no cost to install or use the FastBid plugin.
M. Describe how you advertise your service to the construction community.
Builders Exchange of Washington is a recoanized olan center and considered to be the largest
representative plan center in the Pacific Northwest by the construction industry due to its bottomless content
of public and private project opportunities. It is considered to be the "go -to source" for work opportunities by
General Contractors, Subcontractors, and Vendors. It's on -line plan center ("bxwa.com is a destination
site on the Internet by the construction community.
Builders Exchange of Washington is identified numerous times on a daily basis within Call for Bid
Advertisements by public agencies in local newspapers in addition to thousands of General Contractor bid
solicitation emails and faxes that are sent out on a daily basis. Web links from public agency websites back
to bxwa.com are also common among participating public agencies.
Builders Exchange of Washington, Inc. is recognized by the Associated General Contractors (AGC) and
Associated Builders and Contractors (ABC) organizations. Builders Exchange of Washington is a member
to both organizations.
Builders Exchange of Washington, Inc is a member of the International Builders Exchange Executives
(!BEE), a professional association serving independent plan centers throughout the United States. As the
creator owner of FastBid, Builders Exchange of Washington is also recognized for its support of other plan
centers throughout the United States, that utilize FastBid to effectively and efficiently distribute bid
documents.
N. Discuss the accuracy of drawings on your site. Is the shading, fading, and scale
integrity of drawings maintained?
The images of drawings on our site are an accurate reflection of the paper drawings scanned. Measuring is
very accurate as long as the user correctly determines the scale factor and carefully places the measuring
points. Skilled estimators have little difficulty producing very accurate takeoff lists. The standard precautions
against inaccuracy when scaling paper, apply.
During our scanning and or page listing /indexing process, our Quality Assurance (QA) process comes into
play. A review of the documents is performed before the documents are made available on -line, in order to
determine whether drawings need to be re- scanned in grayscale or full color in lieu of the standard high
contrast black and white. This process enables black and white or color photos to be captured accurately, in
addition to plans that contain shading, colored lines and light lines.
0. Describe how bidders would use your site for estimating and take offs.
Bidders are provided with free and unencumbered access to all of the bid documents that are part of the
project (plans, specifications, addenda, soils reports, etc.). Bidders have the ability to view and work with
the bid documents on -line, where they are also provided with the use of our time saving take -off tools
(digitizer). Bidders can choose to prepare their take -offs from on -line documents or by traditional means
2607 Wetmore Avenue Everett, WA 98201
(425) 258 -1303 or (425) 743 -3244 Fax (425) 259 -3832 htto: /www.bxwa.com
PABOBITC_UCIBXWATublic Works Info Package (9- 1-06).doc
using paper bid documents that they can easily and cost effectively obtain as well. When takeoff
measurements are produced from on -line drawings, they can be copied via the standard copy and paste
clipboard into any estimating system running along side FastBid. Also FastBid's download function can be
used to save the images to the hard -drive for use in other estimating systems which have their own takeoff
systems. They are saved in industry standard group 4- compressed tiff files.
P. Can the end user quantify the project on -tine?
Yes. The use of our unique and simple to use on -line digitizer provides Bidders with the ability to view and
work with bid documents on -line without the unnecessary time and expense associated with paper bid
documents. Estimators are provided with a tool that enables them to quantify a project in a fraction of the
time over traditional wheel /tape /scale methods. Estimators often find that it eliminates their need to print
paper bid documents all together.
Q. Can the end user do accurate take offs from posted drawings?
Yes. As with paper bid documents (plan sheets) a prudent estimator will always check to make sure that
they are utilizing the correct scale when preparing their quantity surveys including with on -line documents.
Accuracy is also a function of whether drawings have been correctly prepared drawn as well. From time to
time, seasoned estimators will perform independent tests to confirm /verify that take -off quantities are
accurate, when quantities are generated by a digitizer rather than from tedious time consuming hand
calculations that can be generated from given dimensional data. One such independent test was brought to
our attention by two senior estimators with Howard S. Wright Construction Co.. They performed an
independent quantity survey test on a large complicated biotech structure that they had competitively bid
and won. The quantity they generated using bxwa.com's on -line digitizer was within 0.01 of a hand
calculation generated from the actual dimensions stated on the structural plans. They deemed bxwa.com's
digitizer to produce "bulls -eye" quantities on that particular project.
R. What are compatible end user estimating systems?
Our site is compatible with all estimating systems utilized by the construction industry, including but not
limited to: Winest, MC2, Timberline, Bid -Tech, Excel Spreadsheets, and of course traditional hand
generated estimates to name of few. On -line bid documents can also be downloaded and uploaded to
specialized take -off programs that are utilized by various building trades to perform their take -offs.
Our site has also been used to augment and or replace complicated project management systems.
S. Are there special printer requirements for the end user to be able to print?
FastBid has full support for printing on virtually any printer. It has support to print at partial scale, even tiling
on multiple sheets when necessary.
T. Describe your end user customer support.
Any end user can contact us by phone on a free of charge basis by calling us at 425 258 -1303. When a
person calls us during standard work hours (8:00 a.m. 5:00 p.m. PST), they will be able to communicate
with a live human being that will address their needs.
Our staff conducts monthly training and education classes at our training /conference facility in Everett,
Washington.
Staff members also conduct Training /education presentations at public agency facilities in order to maximize
attendance by public staff members.
U. Describe your on -line infrastructure.
Builders Exchange of Washington's on -line plan center is in the process of upgrading its infrastructure to
include five (5) terabyte web servers to support and enhance the availability of its service to both the public
and private sector.
Builders Exchange of Washington is now connected to its main server cabinet, (co- located at FiberCloud in
Everett and Bellingham) via gigabit fiber optic cabling.
2607 Wetmore Avenue Everett, WA 98201
(425) 258 -1303 or (425) 743 -3244 Fax (425) 259 -3832 htto: /www.bxwa.com
P:1f3061TC_UC■f3XWAtPubfic Works fMo Package (9.1-06).doc
Cheri French
President
FastBid imaging system is designed to provide fast and easy viewing of complex plans on -line. It includes
flexible printing options designed to manage large -scale drawings. With FastBid's progressive retrieval
(optimization) and recent addition of color support, FastBid is equipped with a collection of user friendly
technical features that is unmatched by any other provider.
Builders Exchange of Washington's on -line plan center provides an avenue for a smooth and simple process
by which a public agency can distribute bid documents. It is as simple as providing Builders Exchange of
Washington with one (1) set of the bid documents for each project. That's it....we take it from there!
Please do not hesitate to contact us should you have more questions about our service.
Respectfully,
BUILDERS EXCHANGE OF WASHINGTON
P:1B0B1TC_UCIBXWA1Public Works Info Package (9- 1-06).doc
David Craig
Business Development Manager
Information contained within this document is strictly confidential, containing proprietary information that has a direct
bearing on Builders Exchange of Washington, Inc.'s ability to compete and do business in the market place. It is agreed
that copying and or distribution of This received document will not be performed without the written consent of Builders
Exchange of Washington, Inc.
Thank you for revising your call for bid advertisements (newspapers, joumals or other publications) invitations to bid, and
bid specifications to include the naming of Builders Exchange of Washington "bxwa.com" as a source for
reviewing/obtaining bid documents.
2607 Wetmore Avenue Everett, WA 98201
(425) 258 -1303 or (425) 743 -3244 Fax (425) 259 -3832 htto: /www.bxwa.com
2. Project Specifications Invitation to Bid
Recommended text to be included in:
P;\BOB\TC_UCIBXWA1Public Works Info Package (9- 1-06).doc
Builders Exchange
of Washington
PUBLIC AGENCY
INVITATION TO BID BID ADVERTISEMENT EXAMPLE
1. Newspaper bid advertisements (i.e., Daily Journal of Commerce, Public
Notice Section Call for Bids)
Plans, specifications, addenda, and plan holders list for this project are
available on -line through Builders Exchange of Washington, Inc. at
httb: /Iwww.bxwa.com. Click on: "bxwa.com "Posted Projects "Public
Works "Your Public Agency's Name "Projects Bidding
(Note: Bidders are encouraged to "Register as a Bidder", in order to receive
automatic email notification of future addenda and to be placed on the "Bidders
List'. This service is provided free of charge to Prime Bidders, Subcontractors,
Vendors bidding this project.
Features: No downloading required; time saving on -line digitizer take -off tools;
automatic addenda notification; view and or print plans, details, specifications
without wait/down time at your own desk top printer, plotter, or from multiple
reprographic houses utilizing on -line print order form. Contact Builders
Exchange of Washington at 425 258 -1303 should you require further
assistance.)
2607 Wetmore Avenue Everett, WA 98201
(425) 258 -1303 or (425) 743 -3244 Fax (425) 259 -3832 htto /www.bxwa.com
CALL FOR BIDS
NOTICE IS HEREBY GIVEN that sealed bids will be received by the City of Tukwila, Washington at the office
of the City Clerk, in Tukwila City Hall, 6200 Southcenter Boulevard, Tukwila, Washington 98188, up to the
hour of 5:00 p.m. on [Day], [Month Datel, 20[YR]. Bids will be opened and publicly read aloud at 10:00
a.m. on [NEXT DAY], [Month Date], 20[YR] for:
[PROJECT== NAMEI:
PROJECTNO
The Work to be performed within [j calendar days from the date of Notice to Proceed consists of furnishing
all materials, equipment, tools, labor, and other work or items incidental thereto for:
Construction of approximately linear feet of street improvements within the right-of-way of
[STREET NAME,OR ASAPPLICABLE], including, but not limited to, [BRIEF Ol= ELEN!EN TS
OF WOR_ K] and other work necessary to complete the Work as specified and shown in the
Contract Documents.
Each bid shall be in accordance with the bid documents available free of charge on -line through Builders
Exchange of Washington, Inc. at htto: /www.bxwa.com. Click on: "bxwa.com "Posted Projects"; Public
Works "City of Tukwila and "Project Bidding Bidders are encouraged to "Register as a Bidder" in order to
receive automatic e-mail notification of addenda and to be placed on the "Bidders List". This service is
provided free of charge to Prime Bidders, Subcontractors and Vendors bidding this project. Contact Builders
Exchange of Washington at (425) 258 -1303, should you require further assistance. Informational copies of
any available maps, plans, specifications, and subsurface information are on file for inspection in the office of
the Tukwila City Engineer, at the Public Works Department.
All bid proposals shall be submitted according to the Information for Bidders and be accompanied by a bid
proposal deposit in the form of a cash deposit, certified or cashier's check, postal money order, or surety bond
made payable to the City of Tukwila, for a sum not less than five percent (5 of the amount of such bid,
including sales tax. Should the successful bidder fail to enter into such contract and furnish satisfactory
payment and performance bonds within the time stated in the specifications, the bid deposit/bond shall be
forfeited to the City of Tukwila.
[USE THIS PARAGRAPH IF FHWA-funding The City of Tukwila, in accordance with Title VI of the Civil
Rights Act of 1964, 78 Stat. 252, 42 U.S.C. 2000d to 2000 -4 and Title 49, Code of Federal Regulations,
Department of Transportation, subtitle A, Office of the Secretary, Part 21, nondiscrimination in Federally
assisted programs of the Department of Transportation issued pursuant to such Act, hereby notifies all bidders
that it will affirmatively ensure that in any contract entered into pursuant to this advertisement, disadvantaged
business enterprises will be afforded full opportunity to submit bids in response to this invitation and will not be
discriminated against on the grounds of race, color, sex, or national origin in consideration for an award.
[USE THIS_PARAGR APH IFNO FHWA funding;]The City of Tukwila hereby notifies all bidders that it will
affirmatively ensure that in any contracts entered into pursuant to this advertisement, minority business
enterprises will be afforded full opportunity to submit bids in response to this invitation and will not be
discriminated against on the grounds of race, color, sex or national origin in consideration for an award.
The City reserves the right to reject any and all bids or waive any informalities in the bidding and make the
award as deemed to be in the best interest of the City.
Published Seattle Times: [DATES TO BE PUBLISHED]
Published Daily Journal: [DATES TO BE PUBLISHED]
CITY OF TUKWILA
Jane Cantu
City Clerk