Submit your quotation for furnishing all labor, and materiel to repair, replace and/or install the work called for in accompanying instructions for quotations, general conditions, specifications and/or drawings.
1. GENERAL
a. This work is estimated by the Department of Administration, Public Works Division to be less than $150,000.00. Bid must comply with the below listed requirements and utilize DAPW Form 35.
b. Prequalification is not required.
2. TITLE AND DEFINITIONS
a. Said building and/or the land upon which it stands are the property of State of Indiana, and the making of the contract for this project is the duty of the Commissioner, Department of Administration, acting with the approval of the Governor and through the Director, Public Works as required by IC 4-13.6. All references to the title owner of said property hereinafter will be by the term "State" and all references to the person, firm, or corporation awarded the contract for the project will be by the term "Contractor".
b. The terms bid and quotation as used in these instructions is synonymous.
3. PRE-QUOTATION, QUOTATION AND POST QUOTATION REQUIREMENTS
a. Prior to preparing and submitting a quotation, the Contractor is encouraged to visit the project and thoroughly familiarize himself with the work to be done and with existing conditions to be met. The successful Contractor will not be allowed any extra compensation for any matter or thing which the Contractor could have observed prior to the preparation and submitting of his quotation.
b. Should any question arise during the preparation of the quotation concerning the true meaning of any part of the plans, specifications or other documents, the Contractor shall, if time permits, submit a written request to the Public Works Division for interpretation. The Public Works Division will make an interpretation and it will be mailed to each interested party. Issuance of all clarifications or addenda shall be by the Designer and/or Public Works Division no later than seven (7) calendar days prior to the scheduled date for quotation.
c. All correspondence pertaining to this contract shall carry both the project description and requisition number.
d. The Contractor shall use the enclosed contract as his quotation form. Quotation form DAPW 35 (Last Page) must be enclosed in a sealed envelope. The sealed envelope must be marked as described in paragraph g.
e. Quotations must have original hand written signatures of authorized representatives of the bidder. The bidder shall print or type his company's name and give his price in words and figures, sign his name, print his name, and print his title and company name on the quotation form. No items involved in the bid may be changed or corrected after the bid opening.
f. Alternate amount(s) shall be listed where indicated. Add Alternates are not to be included in the Base Quotation Scope of Work. Deduct Alternates are to be included in the Base Bid Scope of Work. Unit prices and/or Equipment List shall be included with quotation as required and signed. Note that signing this document is acknowledgment of procurement of all addenda and certification by bidder that the quote recognized all items in all addenda.
g. The quotation form, and any other forms which may be required by the specifications, must be submitted in a single sealed envelope. The envelope must be plainly marked with the name of bidder, project description, requisition number, bid time, and bid date. Quotation shall be rejected if all required documents are not in the single sealed envelope, or if the envelope does not identify the material as a quotation.
h. There will be no purchase order issued for this work until a W-9 Form is completed and returned to Public Works. The W-9 form may be submitted with your bid.
i. If the contractor (bidder) is not currently registered and does not have a Bidder ID number with the Department of Administration, the contractor is to register online at http://www.in.gov/idoa/2464.htm to obtain a Bidder ID number.
j. The Contractor shall perform a minimum of 15% of the value of work (measured in dollars of the total contract price) with his own forces, and not more than 85% of the value of work is to be subcontracted.
4. INDIVIDUAL QUOTATIONS SHALL BE REJECTED BY THE DIRECTOR OF PUBLIC WORKS FOR THE FOLLOWING REASONS (IC 4-13.6-5-2; IC 4-13.6-6-1; 25 IAC 2-6-5)
(contains standard rejection reasons including improperly sealed or marked envelopes, suspension/debarment, trust beneficiary disclosure requirements)
5. INDIVIDUAL QUOTATIONS MAY BE REJECTED BY THE DIRECTOR OF PUBLIC WORKS FOR THE FOLLOWING REASONS (25 IAC 2-6-5)
(contains additional rejection reasons including unsigned bid forms, missing required prices, unauthorized alternates, and other irregularities)
6. NOTICE OF AWARD
a. Prior to execution of the Contract, the State of Indiana will issue to the successful Bidder a letter stating that his bid was the lowest responsible and responsive bid and that the enclosed contract document is submitted to him for his consideration. If he finds it in accordance with the bid documents, it is to be returned to Public Works Division by certified mail or in person within ten (10) calendar days after receipt for further execution and with the caution that a contract will not exist until it is signed by all signatories required.
(Additional General Conditions, Contract Terms, Insurance, Licensing, Drug-Free Workplace, E-Verify, Payment, Termination, Disputes, Confidentiality, Ownership of Documents, and other standard contract provisions are included in the solicitation document.)
Requisition/Project No.: PMC2709663046
Title: Preventative Maintenance Irrigation Equipment 2 Year Contract
Institution: Indiana Department of Natural Resources - Vallonia State Tree Nursery
Bid Due Date & Time (Indianapolis time): 12:00 PM Wednesday December 2, 2026
Contact: Jen Reeves 317-232-4088 jreeves@dnr.in.gov
Live Bid Opening: A live Bid Opening for this project will be conducted on the bid due date via Teams (DNR- PM Live Bid Opening 12.02.26)
