Bidding

Steps 

1. Initial Review / Items Prior to Pre-Bid Meeting 

   • Set up a pre-bid team meeting to review deadlines and create a task list.  
   • PE/PC to send Outlook Calendar Invite for all team members included in the bid process, for the day and time it bids. 
     • Be sure to include Office Manager and Bid Runner (If required) in the invite; and include address of bid drop off location. 
   • Request a job number from accounting. 
   • Create Bid Folder in the F: Drive 
     • Bid Folder should be located here -> F:\08 Bidding\02 Current Bids 
     • Copy and paste the “00 MASTER BID FOLDER” 
       • Rename this copied folder by the Project Name 
     • Upload plans and specifications to the “Contact Documents” folder within the bid folder.  
     • Upload all other bidding documents to the bid folder as well. 
       • Bid forms, invite to bid, instruction to bidders, etc. (if not already in the project manual) 
   • Create a manila envelope, with project name on the tab, and keep in the bid rack next to the printer.  
     • All incoming bids will be filed here until picked up by the team members. 
     • Print all bids single sided, black and white, and paperclip multiple pages together. Do not print in color or staple. 
   • Do a review of the plans and specifications. 
     • Get a general idea of the scope of work, what subcontractors/scopes will be needed to complete the bid, project schedule, etc.  
   • Attend the Pre-Bid Meeting with the owner/architect (If Applicable) 

2. Soliciting Bids 

• Send bid invite to all bidders. 
  • Create a bid list in excel, a bid list template can be found here. 
    • Determine which trades will be required to complete the project and fill out the corresponding cells in the “Data” tab 
    • If subcontractors provide multiple scopes copy the contact information into the other scopes. 
    • Populate the excel document through various means including but not limited to the following: 
      • Koester Master Sub/Supplier List 
      • Old bid list in similar areas 
      • Procore Construction Network 
      • Licensed Contractor Search through Authority Having Jurisdiction 
      • Recommendations from Suppliers 
      • References from other bidders during bid follow up calls 
      • Google Searches 
• Download the Koester “Instructions to Bidders” document, make necessary edits, print to .pdf and upload to the dropbox folder with the Subcontractor Prequalification Questionnaire. 
• Create a dropbox folder using the Koester Company Account that will have all contract documents (Drawings, Specifications, Manuals, Geotechnical Reports, etc.) loaded.     
• Using Koester’s Invitation to Bid template found here, insert the Dropbox link. Note: Make sure the link allows for Viewing only so subcontractors cannot accidentally edit items within the Dropbox.  
• Copy the emails from the Bid List and paste them into the BCC: portion of an email, CC: your team members, copy the text of the Bid Invite and send.

2. Bid Invite Follow Up 

• The Project Manager will assign Scope Leads to specific trades to ensure that work is being distributed appropriately. 
• Call all bidders on the bidders list to confirm receipt of the Invitation to Bid 
  • Provide them with brief details of the project. (Schedule, scope, bid date, size, etc.) 
  • This call is only to make sure they got the invite or to at least let them know to look for it in their emails. 
    • “Hi my name is (insert name here). I work for Koester Construction, we are a General Contractor bidding the (insert project name here). We sent out a bid invite and I am following up to ensure that the bid invite had been received and to see if there is any interest in the project.” 
  • Update Bid Statuses Accordingly: 
    • Not Bidding: Bidder has notified the team that there is no interest in bidding this project and should not receive any further communication for this project. 
    • Bidding: Bidder has notified the team that they intend to bid and should continue to receive communication for this project. 
    • May Be Bidding: Bidder has notified the team that they may bid and should continue to receive communication for this project. 
    • Follow Up: Additional follow up is required to determine status of bid. 
    • Need Updated Contact Info: Invitation to Bid email has been kicked back, contact is no longer with the company, phone numbers have changed, email addresses have changed. 
• Make sure all relevant notes are taken and added to the bid list.  
  • Notes should be dated, initialed, and never deleted 
• After the initial calls have been made continue to follow up with bidders every few days to ask if they have any questions regarding the project and are still able to provide a bid by the deadline. 
• Utilize additional Mail Merge’s every few days as a bid reminder email.  
• To help fill holes in the bid list ask potential bidders if they have any recommendations for trades they work closely with: 
  • Examples: 
    • Ask Painters who they would recommend for drywall and vice versa. 
    • Ask Plumbers who they would recommend for HVAC and Site Utilities and vice versa. 
    • Ask Concrete contractors who they would recommend for Grading contractors and vice versa. 

 

3. Preparing for Bid Day 

• Prepare all Bid Forms and Bid Envelopes included in the Project Manual. Specifications will contain required bid forms and instructions on how to submit proposals.   
  • Complete and fill out as indicated. It is crucial to be very detailed and follow the instructions in the Project Manual exactly as they are written.  Any discrepancies will cause our bid to be discarded.   
  • Save Filled out Bid Forms in the “01 Bid Forms” folder within the Project Bid Folder. 
  • Verify bid forms are signed prior to bid day if required.  
    • 3 copies of each Bid Form should be printed and signed.  This gives the Bid Runner 2 back-up copies in case of errors while they fill in the final numbers.  
  • Typical requirements for bid forms  
    • Koester Contractor’s Registration – CO94243 
    • Koester Tax ID # - 42-1260796  
  • Check addendums that have been issued for any change in the bid document forms; some addendums will modify the final bid forms to be used. 
• Blue Sheets 
  • PM will assign specification sections and material takeoffs to team members to complete Blue Sheets 
    • Specification sections for blue sheets and takeoffs will be utilized to help assign Scope Leads for the Bid List as well. 
    • Study plans and specs and prepare Blue Sheets & Material Take-offs 
      • Open the Master Blue Sheet File  
        • Not all specification sections are required to have a blue sheet, consult with PM on what level of detail to provide.  
      • Delete irrelevant tabs, adjust according to project 
      • Fill out Column A with scope specifics, include take-offs as needed.   
      • Qualify quantities of materials needed for the project – discuss material take-offs with the Project Manager.  Input necessary take-off quantities into Blue Sheets.  
        • Not all materials need to have a takeoff done, consult with PM on what level of detail to provide. 
• Request Bid Bond if required by the Project Specifications 
  • Complete the Bid Bond Request Form -> F:\08 Bidding\07 Misc Bidding Documents 
  • Send to Accounting, Accounting will work with Bonding Company to obtain Bid Bond prior to bid day.   
• Project Manager to review all insurance requirements for the project. 
  • Send request for insurance quotes to Accounting if project requires additional insurance. 
  • Accounting will work to get quote on the required additional insurance. 
• Fill out the Koester “Pre-Bid Questions” form  
  • Review questions and attempt to answer using the Project Manual / Project Specifications 
  • Remaining questions will be sent to the Architect or Owner by the deadline as required by the Bid Documents 
• Prepare the Project Schedule 
  • Use the Project Schedule to help identify General Conditions Requirements 
• Start the estimate in Sage Estimating 
  • Prior to bid day, enter as much of the information in the estimate as possible, including General Conditions and any Allowances specified. 

4. Bid Day 

• Day before Bid Day: 
  • Print all Blue Sheets on colored paper. Contractor bids will be printed on white paper (print all bids single sided). 
    • PDFs of the subcontractor bids shall be saved upon receipt in the following format “Trade Division – Trade Description – Subcontractor – YYYY.MM.DD - Rev #” Example: “06 - Framing Material – Beisser Lumber – 2024.05.06 - Rev 2” 
• Setup the Bid Room 
  • Blue sheets to be laid out on the counter in order of cost code. 
  • Bids that have already been received can be placed behind its respective blue sheet and paper clipped together. 
  • A copy of the plans and the spec book should be available in the room. 
• Continue gathering all quotes as they come in. 
  • File each quote behind the respective blue sheet and keep them paper clipped together. 
• Team members to review each quote, make notes on Blue Sheets and write final numbers on Blue Sheets for comparison. 
  • Make phone calls to subcontractors if there are questions or scope concerns with their bid. 
  • Do not spend time calling subcontractors with prices that are high and not competitive unless the question you have has the potential to bring down their number substantially.  
• Determine low, responsible numbers for each scope and enter into the estimate. 
• Finalize all numbers and ask for a review of final Fees and Add-ons 
  • For bids up to $ ###### review with a Project Manager 
  • For bids up to $ ###### review with a Senior Project Manager 
  • For bids up to $ ###### review with Director of Operations 
  • For bids up to $ ###### review with a Vice President 
  • For bids up to $ ###### review with the Chief Executive Officer 
• Submit the bid as required by the bidding documents. 
  • Call Bid Runner with the final numbers to fill in the Bid Forms if applicable. 
    • Bid Runner to turn in the bid and wait to attend the bid opening if applicable.  

• Post Bid 

• Collect all blue sheets and bids from the bid room and scan into “03 Blue Sheets” within the project bid folder.  
  • Double check for any double-sided prints to ensure all information is scanned in correctly.  
  • Scans may need to be placed onto a USB drive due to file sizes. 
  • Once files are scanned in breakout the scans into their respective blue sheets and save as individual files. 
  • PDFs of the scanned blue sheets shall be saved in the 03 blue Sheets & Bids folder “Trade Division – Trade Description  – Bid Day” Example: “06 - Framing Material – Bid Day” 

 

See Also: 

• Mail Merge 

• Create a shareable dropbox link 

• Create a Dropbox Folder 

• Sage Estimating 

• Office Scanner