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Procore

Post Bid Procedures

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Once the bid/proposal is submitted, the preconstruction work is not finished. Please keep the following in mind during post-bid:

  1. General
    1. Trade estimators are to continue to file any late bids on the P-drive and identify them as “LATE” in the file name.
    2. Update the scope sheet accordingly and identify the scope as “LATE BID” (even if you do not scope it out due to high)
    3. Be sure to notify the Lead Estimator and/or PM if the proposal is competitive with the pricing carried in the estimate.
  2. Leads will update the Precon Log with project data for ALL BIDS/BUDGETS.
  3. Turnover Documents
    1. Once the project is awarded or close to it, organize all bid files and subcontractor correspondence, sketches, preconstruction RFIs, etc., for turnover to the PM Team. 
    2. Create a contract set of plans/specs that match the document log.
  4. Clean up the estimate and add the project to the historical database for bids that have scoped subcontractor bids.
  5. Turnover Meeting to Operations
    1. The Lead Estimator will schedule a “project turnover” meeting with the PM Team, which all estimators should plan on attending. 
      1. Trade estimators should be prepared to review scopes with the PM Team, including alternates / VE that the Owner accepts.
      2. Identify “nuggets” of savings/money that may be included so that the PM Team can enhance buyout/contingency.
  6. Subcontractor Thank-you Letter
    1. Once it is determined which GC is awarded the project and/or a Project Manager is assigned to the project. Estimating Coordinator to send out Thank You Letter to subs with info regarding GC or PM on the project. Lead Estimator responsible for coordinating this.
  7. Post-Buy / Post-Mortem Meeting
    1. The Lead Estimator will schedule a post-buy meeting 90 days from the contract date and include the project manager, PX, chief precon manager, or VP assigned to the project.
    2. The lead estimator will schedule a post-mortem meeting around the TCO date and include the project manager, PX, chief precon manager, or VP assigned to the project.