Bid Closeout Procedure

Department: Preconstruction

Topic: Bid Closeout Procedure

Objective: Describe standard bid closeout procedure

Steps:

1.       Print and save the estimate

a.       Print and upload PDF of estimate report from Sage Estimating to “04 Estimate and Proposal” folder within the project folder on SharePoint.

b.       Close the estimate from your screen in Sage Estimating.

2.       Export bids from Building Connected

a.       Navigate to the Reports tab inside your project in Building Connected.

b.       Click Download under Bid Archive

c.       Un zip the downloaded folder structure

d.       Open the main folder (job name) and copy the entire division folder structure to “03 Blue Sheets & Bids” folder within the project folder on SharePoint.

3.       Scan and save Bluesheets

a.       Scan/email bid day blue sheets in roughly 50-page segments to avoid printer giving network error.

b.       Combine multiple pdf files as needed from your email and save the Bid Day Blue Sheets to “03 Blue Sheets & Bids” folder within the project folder on SharePoint.

4.       Complete the Prequal Log Sheet – Bid Review Master

a.       Open the Prequal Log Sheet – Bid Review Master spreadsheet in the bidding folder in SharePoint

b.       Enter information on the prequalification tab per the prequalification SOP

c.       Enter bids received information on the Bid Coverage tab

d.       Enter initial allowance or missed scope information on the Missed Scope Allowances tab

5.       Closeout project and follow up emails

a.       Within BuildingConnected, on the lefthand toolbar, navigate to Projects>Active Projects.  Find your project.  Click the dropdown arrow under the “Actions” Column and choose “Close”.

b.       Once project has been closed.  Download Bidder Status report from BuildingConnected.  Sort that file by “Bids Received”  and send our “Bid Received Acknowledgement” email from the “Bid Stock Emails” file in the “Templates” folder within SharePoint.

6.       Update the Bid Cost Tracker

a.       In the F: Drive, go to 08 Bidding – 06 Preconstruction – 03 Preconstruction Data and open the Budget Bid Cost Tracker spreadsheet.

b.       Add the project name, project type, and project number.

c.       Using data from the estimate, input the Final Estimate Amount, Procore Bid, Warranty Bid, GL Bid, GC/GR Amount, and Overhead & Profit Bid.

d.       Using information from closed project in Building Connected, input the Bid Coverage Desired and Bid Coverage Actual.