Doing Business with the State
Frequently Used Construction Forms
COVID-19 Reporting on Construction Projects
Construction Project Bidding
UNTIL FURTHER NOTICE, THE DIVISION OF FACILITIES DEVELOPMENT (DFD) WILL ONLY BE ACCEPTING CONSTRUCTION BIDDING DOCUMENTS IN MADISON, WI AS FOLLOWS:
- PDF scanned file of all required bid documents, including bid and bid bond forms with original wet signatures or properly transmitted electronic signatures (only PDF files will be accepted) emailed to firstname.lastname@example.org (this is the preferred method);
- US Mail (United States Postal Service); or
- Hand delivery to the drop box labeled SEALED BIDS ONLY in front of the State of Wisconsin Administration Building located at 101 East Wilson Street, Madison, Wisconsin 53703.
IN ADDITION, DFD WILL NOW ALSO ACCEPT THE FOLLOWING FOR ALL CONSTRUCTION BIDDING DOCUMENTS (MADISON ONLY):
- PDF files with electronic signatures using a remote online signature or notarization technology provider (approved providers only). Electronic signatures must also be accompanied by telephone numbers for all signatories as well as the bond principal and issuing surety on bond documents for oral verification (only PDF files will be accepted) emailed to email@example.com (this is the preferred method).
- Eau Claire bid opening instructions will be issued shortly as we transition to electronic bidding in that area.
In order to ensure that bids are received and processed, ALL must be delivered by 1:00 P.M. CDT on the day that the bid submission is due REGARDLESS OF DELIVERY METHOD.
Bidders may submit PDFs of bid forms, bonds, and powers of attorney containing e-signatures, e-corporate seals, and e-notaries affixed to each document in accordance with the Surety's obligations. We will require telephone numbers for all signatories as well as the bond principal and issuing surety for oral verification. Bids must be accompanied by a bid guarantee, which may take the form of a properly executed DFD form of bid bond. If a bidder elects to use a bid bond as their bid guarantee, such bid bond must be accompanied by a power of attorney, which DFD will only accept as genuine if it is properly notarized. Wisconsin law permits the use of (electronic) remote online notarization if it is performed using technology providers that have been approved by the Department of Financial Institutions (DFI). If a bidder elects to use remote online notarization it is the responsibility of the bidder and its surety to ensure that the technology provider has been approved by DFI. DFDM reserves the right to reject bids submitted electronically if a bidder uses a remote online notarization technology provider that has not been approved by DFI.
Bid forms containing electronic signatures must be obtained using approved software in order to be accepted. DocuSign software and Adobe Digital Signature software are approved for e-signatures for submission of bids. Use of any other e-signature software will require additional verification and approval at least three (3) business days prior to submission of bids. Please contact firstname.lastname@example.org regarding any proposed electronic signature software. Failure to obtain pre-approval may result in bid rejection.
Any email submissions should receive a reply. If a reply is not received within thirty minutes after PDF bid is emailed, please contact DFD at (608) 266-7066. Each bid package must be submitted in a separate email as a scanned PDF file of all required bid documents. Size limit is 20 MB per email. The email subject line must use the following format: “Project Number – Bid Category/Division of Work – Company Name". Only PDF files will be accepted via email. Bids and bid bond forms must be signed with original wet signatures or properly transmitted electronic signatures using a remote online notarization technology provider that have been approved by the Department of Financial Institutions (DFI), where required. DFD will require the apparent low bidders to submit “hard copy" versions of their bid documents. DFD may also require the other bidders to submit hard copy versions of bid documents before any contracts are initiated. Hard copy versions must be received within seven (7) days of request.
Awarded contracts will be offered via DocuSign. However, the contractor may still choose to print, sign, and mail paper contract. If a contractor chooses to sign contract and contract documents electronically via DocuSign, they must attach their remote notarized Performance Bond, Payment Bond, Power of Attorney, and Corporate Resolution using technology providers that have been approved by the Department of Financial Institutions (DFI), to the DocuSign envelope. This is the preferred method and more detailed instructions will be provided with contract offer correspondence.
Beginning April 6, 2021 and until further notice, bid openings will be conducted via Microsoft Teams. Bidders may call the Madison Microsoft Teams teleconference number: (608) 571-2209, 484 588 360#, on the day of the bid to hear the bid results announced on the day bids are due. The conference line will be open at 1:45 P.M. CDT and all bids will be opened after 2:00 P.M. CDT. All in-person bid openings will be discontinued at this time.
Beginning January 13, 2021 and until further notice, bid openings in Eau Claire will be conducted via Microsoft Teams. Bidders may call (414) 435-2332 (Conference ID 637729967 #) on the day of the bid to hear the bid results announced on the day bids are due. The conference line will be open at 1:45 P.M. CDT and all bids will be opened after 2:00 P.M. CDT. Bidders calling in to this conference line are asked to place their phones on mute.