Section 2: Routine Maintenance Contracts
Anchor: #i1005206When to Use Routine Maintenance Contracts (RMC)
Section 223.001 of the Texas Transportation Code requires that all contracts proposed by the department for the improvement of a highway on the state highway system should be submitted for competitive bids. The definition of “highway improvements” includes construction, reconstruction, and maintenance.
Anchor: #i1005216Use of the Construction and Maintenance Contracting System (CMCS)
CMCS facilitates the routine maintenance contracting process. (See CMCS District Users Manual for information) The district develops and prepares all the routine maintenance project proposals. When the proposal is complete and ready for letting, the district inputs the required information for the proposed routine maintenance project into CMCS.
Anchor: #i1005228Locally Let Contracts
The district engineer has the authority to let, award or reject, and execute contracts estimated under $300,000. This authority may not be delegated further.
Anchor: #i1005241State Let Contracts
State let contracts should be submitted to the Maintenance Division. The contract is reviewed, proposals are sent to prospective bidders and the project is let. Bids are tabulated and recommendations for awards or rejections are sent to the Texas Transportation Commission.
The Construction Division (CST) reviews all bid documentation and then sends a letter of “Award of Contract” to the low bidder, requiring the low bidder to execute the contract and return it with a Payment and/or Performance Bond within 15 calendar days. Upon receiving a positive response from the contractor, CST will review the documentation and process through MNT to execute the contracts. CST then forwards the fully executed contract to the contractor stating the following: "The authorization for you to begin work on this maintenance contract will be sent to you by the district office that is responsible for administering this contract." The original contract then will be sent to the district for filing. The other copy is sent to the contractor. A more detailed explanation of this process follows.
Anchor: #i1005259Contracts Let by State Headquarters
The following table shows the general process of state let routine maintenance contracting.
|
Step |
Who Does It… |
What They Do… |
|---|---|---|
| 1 |
Districts |
send documents to MNT. |
| 2 |
MNT |
reviews completion of the documentation and approves for letting. |
| 3 |
CST |
sends proposals to prospective bidders. |
| 4 |
CST |
lets contract and tabulates bids. |
| 5 |
CST |
forwards recommendations to Commission via MNT and tabulates for review and assembling. |
| 6 |
Commission |
awards or rejects. |
| 7 |
Commission |
sends a letter awarding or rejecting contract. |
| 8 |
Low Bidder |
executes contract and returns with bonds. |
| 9 |
CST |
reviews documentation and forwards to MNT for signature. |
| 10 |
MNT |
executes the contract. |
| 11 |
CST |
forwards executed contract to contractor authorizing beginning of work and original to district for filing. |
| 12 |
District |
sends letter of authorization to begin work to contractor. |
Anchor: #i1005268
Justification for Awarding or Rejecting Contracts
Justification is required for award or rejection of contracts in the following situations:
- Projects with two or more bids where the low bidder is 20 percent or more over the engineer's estimate.
- Projects with one bidder where the low bid is 10 percent or more over the engineer's estimate.
- Projects where all bids are rejected.
The table below lists the types of projects that require an Engineer's Seal and examples of those that do not:
|
Required for: |
Not Required for: |
|---|---|
|
|
Anchor: #i1005299
Contract Administration
See the Contract Administration Manual for Maintenance Projects for information on pre- and post-award activities and administering the contract.