INSTRUCTIONS TO BIDDERS Essay

1.1 General Description of work
The work to be done includes the elimination of barns and trees. The construction of the practice baseball field is the next step, which includes the cultivation of the ground and grass on the field and the development of the infrastructure of the field. The field should meet existing standards of baseball field in size and quality. The main point is to create the field of the high quality for practice. There is no need to construct the area for spectators, although the practice baseball field should have the well-developed infrastructure and transportation system to provide player and the personnel with the possibility to access the field fast. The practice field should have the infrastructure, including the connection of the field to the sewer and water lines. In addition, there should be a parking place for fifty cars close to the baseball practice field. All elements of the infrastructure of the baseball practice field should be located within the area of 20 acres of the total area destined for the construction of the baseball practice field and related infrastructure and transportation system.
1.2 What must be included with bid
The bid must include the project of the bidder concerning the construction of the baseball practice field and related infrastructure and transportation system. The bid should include the timeline of the construction of the baseball practice field and completion of the project. The bid should include the price of the project and the detailed plan of the implementation of the project of the construction of the baseball practice field and related infrastructure and transportation. The bidder can provide suggestions concerning the improvement of the baseball practice field and possible changes in the requirements concerning the project.
1.3 Schedule of bid period activities
The bid period activities will take two months. First the requirements concerning bidding are publicized by the owner of the field. This step will last for a week. The next step is collecting applications from the bidders and creation of the bidders’ list. Bidders will send their bids to the owner of the field. The collection of the bids will continue for three weeks. During this time, the owner of the baseball field collects the bids and the next step is the analysis of bids and their evaluation. After the end of the applying of bids, bidders cannot apply any more bids to the owner of the field. Instead, the bidders that have sent their bids to the owner of the baseball practice field should wait for two weeks, while the owner of the baseball field will evaluate the bids. After two weeks, the owner of the field declares three top bidders, whose projects meet the requirements of the owner of the field the most. In the course of the next three days, the owner of the field negotiates with each of the three bidders to obtain more information concerning the project, plans and expectations of the bidders as well as their actual potential and readiness to negotiation. After that, bidders apply their final bids, which they crate after negotiations with the owner of the baseball field. They have five days to send their new bids to the owner of the baseball field. The owner of the baseball field takes five more days to consider all the three bids to choose the one, which is the best one. The owner of the baseball field declares the results of the bidding on the next day after the end of the five days term, which the owner has for the evaluation of the bids. The results are sent to the three bidders in the print and electronic form via mail and e-mail. On receiving the positive response from the owner of the baseball field, the bidder can sign the contract and start implementing the project.
1.4 Location of work
The work will take place on the 20 acres of the land belonging to the owner of the baseball practice field.
1.5 Pre-bid meeting
The pre-bid meeting should take place before the bidders send their bids to the owner of the baseball field. The pre-bid meeting should take place in the facility, which has sufficient capacity to accept all bidders. The pre-bid meeting includes the communication between bidders and owners of the field. Bidders can pose questions concerning the project and requirements of the owner concerning completion the project.
1.6 Owner contact for questions
The owner appoints a person, a public relations manager, responsible for the communication with bidders. All bidders will obtain contact information to access the appoint public relations manager responsible for the communication with bidders. Bidders will be able to access the representative of the owner via phone, e-mail, fax, and mail. At the same time, the appointed person will not influence the decision being taken by the owner concerning the choice of the bidder. The appointed person will just communicate detailed information about the project and requirements of the owner to bidders and suggestions and questions from bidders to the owner.
1.7 Pre-award surveys
Bidders should provide the owner of the baseball practice field with detailed presentation of the project. Each bidder will have an opportunity to present their project to the owner and explain strengths and advantages of the project. On the other hand, bidders should come prepared to respond questions of the owners concerning the project and capabilities of the bidders to implement the project.
1.8 Sealed bid requirements
Bidders should seal their bids when they are sent to the owner. In such a way, no changes can be introduced in the bids as they have been sent to the owner of the baseball practice field. Therefore, bidders can be certain that their bids remain unchanged and the owner can make the objective conclusion and decision concerning the choice of the winner-bid.
1.9 Basis for bid evaluation
The basis for the bid evaluation is matching the requirements of the owner in terms of the quality of the construction of the baseball practice field, the construction of the infrastructure and transportation system, parking place, and cultivation and planting of grass in the baseball practice field.
1.10 Ethical standards
The ethical standards are essential for the effective implementation of the project. In this regard, the ethical standards imply the respect to environment interests and needs, safety, respect to local community and the fulfillment of obligations properly. Instead, the owner of the baseball field stands on the ethical ground and ensures the full pay off after completing the project.
1.11 Responsibility for surety bonds
Surety bonds are provided for the bidders and the owner of the baseball field guarantees the payment for completing the project. On the other hand, the owner expects the proper fulfillment of obligations from the part of the bidder. Surety bonds are supposed to guarantee the fulfillment of obligations of the parties involved in the project.
1.12 Proposal format
The proposal format should include the detailed information on the bidder, the address and name of the bidder, the accurate information concerning projects and experience of the bidder, the proposed plan with detailed description of each stage of its fulfillment and the proper presentation of the plan to make it comprehensible and easy to perceive for the owner. The proposal should contain the price the owner has to pay for the project completion and possible suggestions from the part of the bidder to improve the project.
1.13 List of bidders
The list of bidders is created when all bidders send their bids to the owner of the baseball field and the owner creates the list where all bidders are placed alphabetically respectively to their names. All the bidders are treated equally by the owner of the baseball field.
1.14 Letter of acknowledgement
The letter of acknowledgement will be sent to the bidders in case of their failure or win. The letter of acknowledgement places emphasis on the reasons why the bid was declined. In this regard, the owner will provide the detailed explanation of reasons why the owner has declined the bid. The argumentation should be clear and concise and the refusal should be presented in the polite and diplomatic manner.