Tendering
Recipe for Success(ful Tendering)
The tendering tool in Procore is the foundation on which all cost control takes place. Commitments are generated from the successful bidders within the tenders tool. The schedules of values from these commitments plug into the budget, which as we all know can quickly turn into a major time suck for project and executive teams, forcing them to spend more time fixing issues and less time proactively avoiding them. With this in mind it is important to create tender packages in a way that considers subsequent steps and users.
Likewise, it's important to have tender-related documents and information effectively organized and communicated to bidders. It is our responsibility to enable subcontractors to provide complete and accurate bids, reflective of current addendums and scope notes. Approaching each tender with this mindset you will save yourself time by laying out all the information and criterion up front, save the subcontractor time by communicating expectations and all available information (they will appreciate it, and it will be reflected in the bid, or the next time you need a favor), and save the project team time by having scope gaps flushed out in advance.
So what is it that really makes the perfect bid package?
- Intricately detail the scope (and exclusions) so that it's impossible for bidders to misinterpret what they are being asked to price.
- Break out costs with just the right amount of detail (not too much, not too little)
- Provide well organized and relevant bid documents
And if its not obvious by now, the secret sauce in every one of Tucker's recipes (Processes) is that little extra bit of Love (Effort), whether it's renaming the PDF, splitting one bid package into two, consolidating those addendums, etc. Like a pot-luck; if everyone take the extra time to perfect their one dish knowing others are doing the same, it's going to be a lot better than everyone showing up 30 minutes late with half-frozen store-bought 5 layer dip and tortilla chips. Taking just those few extra moments to prepare a perfect bid package truly will save time, save money, and show our collaborators that we respect them and are invested in their success as we want them to be in ours.
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