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INDOT - Contract Letting Information

Indiana Department of Transportation

INDOT > Doing Business with INDOT> Lettings 

Contract Letting Information


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Additional Information and Documents


  • Bid Express

  • Bidding Info

  • Letting Info

  • Definitions

  • Contact Us

Bid Express is the secure internet bidding website that contractors use to submit their bids to INDOT.

The Bid Express service is an online information service for bidding provided by Info Tech, Inc. The Bid Express service is available on the Internet at www.bidx.com. It is a two-way service, publishing bid-related information from agencies to the bidding community, and allowing online, secure bid submission from the bidding community to the agency. The Bid Express service also enables electronic bid bond verification

To subscribe to the Bid Express service, go to www.bidx.com select the Order tab then click Subscribe Now. You will be asked to enter an email address (which will serve as your login ID) as well as to create a password. Accept the terms and conditions then click submit. This will generate an email that will be sent to the email address provided. Locate the email and click on the link provided, enter the password and continue to sign up for services. After you finish signing up for services and entering your credit card and contact information, the system will automatically take payment and you will automatically be logged in to the site.

After contractors register with Bid Express they can use the Expedite Bid software (available for download at Bid Express website) to prepare and submit their bids.

To download Expedite Bid software, please follow these steps:

  1. Go to www.bidx.com and log in.
  2. Select 'Indiana Department of Transportation' in the drop down menu and click 'Go'.
  3. Click on the Expedite link in the 'Downloads' section of the INDOT tab.
  4. Fill out the form and click the 'Download Expedite Bid' button.
  5. Scroll to Indiana in the list of states and click on the Expedite Bid software link to download it to your computer.

Using the Electronic Bidding System
All .ebl (electronic bid library) files should be downloaded (saved) from the WEB site to your hard drive and then opened through the Expedite Bid software.  This is especially true for the addendum files which only update the original .ebs files. Try opening the original .ebs file for the call no. you want from the original .ebl (library file), then while the file is opened in BID, click on File, then click on: Load Amendment.  Find the Addendum EBL file that you downloaded from the WEB site and click on: open (you may have to change: files of type to: amendment libraries-.ebs). You should see a box that has the update files, such as: 19mar180.001, etc.  You then can click on the listed update for the call no. you have currently opened on your screen.  The items that are changed, added, or deleted will show up in a box that you can print out and/or save to the file (no items will show if revision was not for Schedule of Pay Items).  The original .ebs file then will be updated with the changes. You can repeat the above steps when another addendum file is issued.
Customer support
Customer support for the Bid Express service is available from 7:00 am to 8:00 pm Eastern Standard Time, Monday-Friday, except for legal holidays. After these business hours, support requests will be answered the next business day. You can call our customer support line at (888) 352-BIDX (2439), send an email to customer.support@bidx.com or fax a support request to (888) 971-4191.

Letting Information and procedures

LOCATION OF DEPOSIT:
Indiana Department of Transportation,
Mr. John P. Wooden, Bid Review & Estimate Manager,
Room N725, Government Center North, 100 North Senate Avenue, Indianapolis, IN 46204-2217

LOCATION OF OPENING:
All proposals will immediately thereafter be taken to the N725 Conf. Room, Government Center North, 100 N. Senate Avenue, Indianapolis, Indiana where they will be publicly opened and read.

Contract documents will be available for downloading via the Indiana Department of Transportation (INDOT) Extranet at no cost.  The internet address of the INDOT Extranet is:  http://netservices.indot.in.gov/

Bids will be considered as provided for in the Prequalification and Bidding Regulations on file.  Copies are available in Room N725, Government Center North.
                                              
IMPLEMENTATION OF ELECTRONIC BIDDING
All contracts within this notice are designated for electronic bidding via Bid Express.  Only electronic bids submitted via Bid Express will be accepted on contracts designated for electronic bidding; the paper Proposal Book (blue cover) will not be issued for these contracts.  It is the bidder's responsibility to check the Bid Express website for all amendment files prior to the deadline for bid submittal.  This includes amendment files that may be generated as a result of administrative changes to the bidding form, which may not be communicated in a revision letter.

MANDATORY BIDDER REGISTRATION
Contractors desiring to submit electronic bids via Bid Express must register with INDOT as a valid bidder by submitting the form provided by INDOT Customer Service at the website below.  Failure to register will cause failure of the Bid Express bid submission process.  NOTICE:  A bidder may request valid bidder status by submitting the bidder registration form until 9:00 AM Eastern STD on the bid opening date.
                                                            
BONDS
An executed bid bond and an executed performance bond shall be included with the bid, except on contracts for roadside mowing, vegetation control, demolition, landscaping, fencing, seeding and sodding, bridge painting, and guardrail installations of $100,000 or less, the bidder may elect not to furnish a performance bond.  NOTICE:  Effective March 1, 2008, paper bid bonds will no longer be accepted.  Only electronic bid bonds submitted through the designated electronic medium, either Surety 2000 or SurePathNetwork, will be accepted with the bid.  Bid Express does not support submittal of the performance bond.  The performance bond must be submitted to the construction letting email box or be delivered in paper.

JOINT VENTURE ELECTRONIC BIDDING

105 IAC 11-3-5 of the Rules for Prequalification of Contractors and Bidding, sets out the requirements for joint ventures. Below is a summary of how joint ventures are handled in an electronic bidding situation.

1. All joint venture partners will acknowledge all revisions by emailing the acknowledgements to the construction letting email box. The sponsor of the joint venture will enter the revision dates on the electronic proposal form.
2. Each company will have their drug testing plan on file with the pre-qualification engineer, or email them to the construction letting email box. The sponsor’s drug testing date will be the date used in the electronic bid.
3. Each company will have to email their individual contractual obligations to the construction letting email box. The sponsor will place the combined contractual obligations of the joint venture on the electronic bid form.
4. Each company will have to email their own CM 32-34 form to the construction letting email box. The sponsor will complete the form on the electronic bid form.
5. The non-collusion form submitted with the electronic bid will be valid for both companies.
6. The bid bond will be sent in as other electronic bid bonds. Surety 2000 and SurePath should be able to handle the bond with two surety companies.
7. The performance bond will be handled as in the past, with both parties signing the bond which is then emailed to the construction letting email box.
8. A digital signature must be acquired for the joint venture, using the vendor ID of the joint venture. If a vendor ID does not exist for the joint venture, contact the Prequalification Engineer as soon as possible, because it takes up to five days to get a digital signature. A vendor ID for a joint venture is given the following form: 99-9991234.

                                   
TITLE VI ASSURANCES
In accordance with Title VI of the Civil Rights Act of 1964, 78 Stat. 252, 42 U.S.C 2000d to 2000d-4 and Title 49, Code of Federal Regulations, Department of Transportation, Sub Title A, Office of the Secretary, Part 21, Nondiscrimination in Federally assisted programs of the Department of Transportation, the Indiana Department of Transportation assures 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, age, national origin, disability/handicap or income status in consideration for an award.

CONTRACT LETTING FORMS

The Construction Letting Email Inbox application is for contractors to submit electronic or scanned copies of contract documents they cannot submit through Bid Express. These documents include the Drug Testing Plan, the Performance Bond with power of attorney letter and insurance license and the Indiana Veteran's Business Enterprise Compliance.
INDOT requires a properly executed performance bond and drug testing policy be submitted with most bids, pursuant to 105 IAC 11-3-8 and IC 4-13-18. Failure to comply will result in rejection of bids. Refer to Recurring Special Provision (100-C-214) in the Contract Information Book (CIB) for instructions on submitting emails. Emails received are then posted to the Letting Page, where contractors can confirm that we received their email.

For questions about submitting performance bonds and drug testing policies contact Trudy Wagoner at (317) 232-5099.

CONSTRUCTION LINKS

PREQUALIFICATION LINKS

ECONOMIC OPPORTUNITY LINKS

LETTING INFORMATION
Bidders & Planholders Registration Form: The form used to register as a bidder and/or planholder for a contract. Contractors desiring to submit electronic bids via Bid Express must register with INDOT as a valid bidder. Failure to register as a valid bidder will cause failure of the Bid Express bid submission process (Prequalification & Bidding Process Info). Posted within 24 hours of Notice to Contractors, and updated as needed.
Notice to Contractors (NTC): Written bulletin inviting bids for work to be performed, listing the type of work, location, qualification requirements, and the cost of the bidding documents. Usually posted 4 weeks prior to the Letting Date.
Print Order Information: Provides a page count for Contract Information Book (CIB), Plans and Cross Sections, along with a link to an optional printing vendor. Posted within 24 hours of Notice to Contractors, and updated as needed.
Schedule of Pay Items (SOPI): A part of the proposal book which shows pay items, quantities, and pay units for the contract. Posted with Notice to Contractors.
Supplemental Notice: Contains additions or revisions to the Notice to Contractors. Posted as needed up to 2 weeks prior to Letting Date.
LETTING RESULTS
Affirmative Action Certification (AAC): After a contract has been awarded, this document certifies which Disadvantaged Business Enterprise (DBE) the contractor will use on the project in order to meet the DBE goal required by the contract. Posted within 3 days of Official Bid Results.
Apparent Bid Results: A report for each proposal opened and read at the bid opening. The report shows the names of all bidders and their bid amount, the engineer's estimate. Posted within 24 hours of Letting Date.
Official Bid Results: A report for each proposal opened and read at the bid opening. The report shows the names of all bidders and their bid amount, the engineer's estimate, and the official action by the Commissioner on the bids received. Posted approximately 2 weeks after Letting Date.
Unit Tab Results: A report listing the unit price, extension amount, and bid total for all bidders on contracts awarded. Posted within 1 week of Official Bid Results.
ADDITIONAL INFORMATION
Bidders & Planholders List: A listing of contractors and vendors who have completed and submitted the Bidders & Planholders Registration Form. Posted 2 weeks prior to Letting Date and updated as needed.
Construction Letting Email Inbox: This email inbox application was created for contractors to submit electronic or scanned copies of contract documents they cannot submit through Bid Express. These documents include the Drug Testing Plan, and the Performance Bond with power of attorney letter and insurance license. INDOT requires a properly executed performance bond and drug testing policy be submitted with most bids, pursuant to 105 IAC 11-3-8 and IC 4-13-18. Failure to comply will result in rejection of bids. Refer to Recurring Special Provision (100-C-214) in the Contract Information Book (CIB) for submitting emails. A listing of emails received is then posted to the Letting Page, so contractors can confirm their email was received. Email Inbox content typically posted 1 week prior to Letting Date and updated as needed.
Rescheduled & Withdrawn Contracts: This section provides links to show which contracts have been Rescheduled to or from a letting, along with their new Letting Date, as well as which contracts have been Withdrawn from a letting. Updated as needed.
Wage Determination: Minimum wage rates and fringe benefits required by the General Decision (Davis Bacon Act), which may be found here. Refer to Special Provisions in Contract Information Book (CIB) to determine which General Decision Number applies to a specific contract. Appropriate general decision(s) posted 10 days prior to Letting Date.
BID EXPRESS & EXPEDITE BID INFORMATION
Bid Express is the secure internet bidding website that contractors use to submit their bids to INDOT. After contractors register with Bid Express they can use the Expedite Bid software (available for download at Bid Express website) to prepare and submit their bids.
INDOT's Bid Express Home Page
*Schedules are estimated and subject to change without notice.
For official information about Prequalification and Bidding, click here.
John Wooden
Bid Review Manager
Indiana Department of Transportation
100 N. Senate Ave., IGCN 725
Indianapolis, IN 46204
317-233-5743
jwooden@indot.in.gov
*Contact for bidding assistance
Dan Stickney
Construction Cost Manager
Indiana Department of Transportation
100 N. Senate Ave., IGCN 725
Indianapolis, IN 46204
317-234-4759
dstickney@indot.in.gov
*Contact for estimating assistance
Karen Macdonald
Prequalification Engineer
Indiana Department of Transportation
100 N. Senate Ave., IGCN 725
Indianapolis, IN 46204
317-232-5094
kmacdonald@indot.in.gov
*Contact for prequalification assistance
David Schilling
Customer Service Manager
Indiana Department of Transportation
100 N. Senate Ave., IGCN 725
Indianapolis, IN 46204
317-233-8805
dschilling@indot.in.gov
*Contact for site navigation assistance
Amanda Fields
Customer Service
Indiana Department of Transportation
100 N. Senate Ave., IGCN 725
Indianapolis, IN 46204
317-232-5070
afields@indot.in.gov
*Contact for general assistance
Brandon Sexton
Business Systems Analyst
Indiana Department of Transportation
100 N. Senate Ave., IGCN 725
Indianapolis, IN 46204
317-232-5072
bsexton@indot.in.gov
*Contact for site navigation assistance