Step # 1 Maintain an Internal Bid Board
Step # 2 Maintain a Simple Bid Log or Numbering System Three Things an Estimator Does with Information
- Collects
- Organizes
- Distributes
Step # 3 1st – Collecting Information
- Invitation to Bid
- Plans and Specs
- Bid Documents
- Contract Documents
- Site Conditions
- Your Own Experience
- The Experience of Others
Collecting Information From the Notice Inviting Bids and Instructions to Bidders:
- Due Date and Time
- General Scope of Work
- Description of Project
- Where to Send the Bid
- Bonding and SCOOP Requirements
- Prevailing Wage
- Pre-Bid and Site Visit Information
Collecting Information From The Plans:
- Title Sheets and Index
- Key Information
- Legends/Symbols
- Plan Views
- Quantities
- Elevation Views/Profiles/Sections
- Depths, Obstructions, Perspective
- Details
- Materials and Methods
- Items Shown as TypicalContractor License Required
Collecting Information From the Contract Documents:
- Soils Reports (usually in an appendix)
- Time to Complete
- Environmental Impact/Permits
- General Conditions
- Special Conditions
- Liquidated Damages
- Measurement and Payment
Step # 4 Take Notes During Site Visit
Collecting Information From Your Own Experience:
- Use Field Experience to:
- Establish the Work Breakdown Structure (WBS)
- Apply labor and equipment production rates
- Recognize conflicts
- Use Previous Bid and Company Cost Data to:
- Shortcut the bidding process
- Combine company experience with current estimate
Collecting Information From the Experience of Others:
- Use Cost Data to Compare
- RS Means
- Sweets
- National Construction Estimator
- Read trade journals and newspapers
- Listen at Association Meetings
- Listen at Bid Openings
- Attend Seminars
- Watch Others Work
- Visit sites close to the one you are bidding
2nd – Organize the Information
- Leads to a Basis of Understanding
- Defining/creating the work breakdown structure (WBS)
- Creating Bid Packages
- Leads to a Basis for your Bidding Procedure
- Forms/Spreadsheets/Software
- Bid Calendar
- Conditions
- Special Requirements
- Bid Bond Form
- Takeoff Forms
- Request for Quote forms
- Invitation to Bid forms
- Analysis forms
- Schedule
- Leads to a Basis for Prioritization
- Bid-related activities
- Resources required to get the bid out the door
Step # 5 Organize the Information Log or Post Key Contact Information •
- Owner
- Project Manager
- Construction Manager
- General Contractors
- Agencies
- Municipalities
Key Information Log
Step # 6 Organize the Information Get a Firm Grip on What You are Bidding The Order of Learning
- Familiarize yourself with the plans and specifications
- Addenda
- Specifications -Emphasis on Special Conditions
- Plans
Step # 7 Bid Bond Request Form
Step # 8 Organize The Information Log and Distribute Addenda
- Tape revisions over: – Spec. Sections – Material Schedules/Tables – Plan Pages
- That have been changed – Details » Added » Deleted
Step # 9 Organize the Information Maintain a Plan Holders List – GC
- Obvious reasons – Are all the trades covered – Can update and distribute plans – Suppliers – Sub
- See GCs
- See competition
- See major vendors/suppliers
Step # 10 Organize the Information Log Your Special Bid Requirements
- Elements of the bid that require special attention Examples Might Include:
- – Bid must be submitted on their form
- – Insurance Pricing
- – Pricing for Bonds
- – Schedule to accompany Bid
- – Phasing-Bid per phasing
- – Qualification forms/letters
- – Due prior to or with bid
Special Insurance Requirements
- Copy requirements from specs.
- – Owner-Controlled Insurance Program applies to Water Authority Capital Improvement Program (CIP) projects under the Emergency Storage Project (ESP)
- Additional training on insurance requirements is provided in the “Doing Business with the Water Authority” class
- Send to internal parties of interest
- – Accounting/Office Manager/Administrator
When In doubt ?
- – Ask Your Insurance Company
- – Notorization
Step # 11 Anticipate the Construction Schedule
Having Access to an Approximate Construction Schedule Provides Answers to Questions
- Will the project fit into our schedule?
- Will additional crews and equipment be required to meet the schedule?
- Will there be overtime required to meet the schedule?
Sample Questions & Answers:
- Q: What is the most basic construction schedule at our disposal? A: Time to complete as shown in the specifications
- Q: Does the time to complete allow for optimum pricing? A: Yes/No
Optimum Pricing Relative to “Time to Complete”
Optimum time to complete = The longest time necessary to complete the project for the lowest possible price
Step # 12 Identify Liquidated Damages