Leopardo Companies, Inc. Estimating Department Bid Procedures
IV.
Runners
1. Depending on the size and complexity of the project and bid forms, have two runners deliver the bid. 2. They should arrive where the bids are due 1 hour before the bids are to be turned in. 3. 2 cell phones should be fully charged. 4. Check the time on the clock in the room where the bids are due and synchronize with the bid team in the war room. 5. Find an area in proximity to where the bids are turned in where you can communicate with the bid team without being overheard. 6. Check for cell phone reception in the area 7. If you’re in an area where you can talk openly without being overheard, one person will talk on the phone instructing the other person what numbers to write. The person who just wrote the numbers will then take the phone and repeat the numbers back while the other person reviews what is being said. If you in an area where you might be overheard, both runners are to be conference in hearing the numbers being given simultaneously. The one will watch to make sure that the numbers are being written down correctly. 8. Runners are to have 2 full sets of bid documents (or more if required for the bid) in case an error is made on the forms or a number changes at the last possible moment. 9. Bid forms are to be reviewed with the runners the day before the estimate is due. You are to review the pages and spaces where the information is to be written. The pages should be tabbed for ease of finding them. Remove the tabs once the bid is completed and closed out. 10. Use a black ink pen. Any changes made to the numbers or information on the bid form that may need to be rewritten or crossed out is to be initialed. 11. If the project is going to be a public bid opening, have a prefilled out spread sheet indicating the bidders and record their numbers as read. Review the numbers with the estimating team via phone afterward. If you are able to sit in the front row, call the war room and leave your cell phone in muted so the people in the war room can hear the numbers as their being read.
V.
Prior to Bid Day
1. If the project has MBE/WBE or EEO requirements, organize a preliminary bid review meeting enough in advance so you can obtain the necessary coverage if you’re short. Run what if scenarios to determine as many possible matrix’s to see how you can meet the requirements and have the lowest possible price. Have the different matrix’s posted in the war room to help with the MBE/WBE strategies. Meet with key MBE/WBE subs well in advance to forge relationships with them to insure that they will bid us and give us the same or better numbers than our competitors. In these situations it isn’t the low number that wins the project but the lowest MBE/WBE combination that wins. Therefore, it is essential to know the premiums the subs are carrying in their numbers if they are the prime sub for second tier
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