Leopardo Companies, Inc. Estimating Department Bid Procedures
8. Call every sub. Tell the subs we want their best and final number on bid day or a sharpened pencil price (refer to the bid strategy form filled out for the project) and ask them to call us first. 9. Periodically call the subs to see how their coming on the estimate. Engage them on scope issues. Use this time to build a relationship with them. If they have time invested with you and they feel you know the job well they will feel comfortable that they will do well working with you. This could lead to our getting a better number than our competitors. 10. The EA is to insure that all bid members including the PM receive a full set of documents and any and all addendums. 11. In addition to going to subs that will normally give you a complete price, identify individual subcontractors that will do a portion of the trade item such as ventilation, mechanical piping and temperature control. You can buy them separately and avoid costly markups on second tier subs. Compare your assembled price against your all in sub number to determine the lowest possible cost. 12. Write detailed scopes of work. Fill in whether an item is to be included or not included by placing a “Y” or “N” in the appropriate column. 13. Due a detailed budget on your trades using quantities and unit prices to predetermine the value of the project. 14. The lead estimator is to schedule meetings for scope reviews, budget reviews, project status meetings, strategy sessions, subcontractor coverage, GC/GR reviews including site logistics and bid form reviews etc. 15. The lead estimator is to coordinate reviews of in house estimates and be present at them along with the respective estimator that is handling that trade. 16. Confirm all spec sections are accounted for and are being priced out. 17. Verify that we have received all of the drawing sheets listed in the index and that their dated appropriately. 18. Communicate cut off dates for RFI’s. 19. Review the bid strategy document and agree on the items we are using for the project being bid. Supplement as needed. Look for ways to set the sub market pricing higher so your competitors include items we don’t have too or have the subs increase their numbers by scope items and then once we win the project remove those scope items from their work. (this means we may have to use our in house budget numbers on bid day for certain key trades or have our preferred sub that we have been working with, tell us the value)
III.
War Room
1. Digital camera to take photos of dry erase boards 2. In addition to the estimators working on the project, have two additional people in the room, PM’s or PE’s, as spares to handle last minute scope calls to subs. Depending on the size or complexity of certain trade divisions, PE’s maybe paired up with the individual estimators. Any additional support staff required for the bid effort should be involved with the project a
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