Leopardo Companies, Inc. Estimating Department Bid Procedures
MBE/WBE participation. You may find you don’t need to increase your price the value of the premium if you can meet the goals without that prime sub or using their MBE/WBE as second tier. When using MBE/WBE subs be aware of the following; A. If the MBE/WBE subcontractor is the prime sub, make sure their certified by one of the approved agencies identified in the front end documents otherwise you cannot use them. If you do use them and their not certified by an approved agency your bid can be protested and thrown out. In addition, make sure their performing the majority of the work. If they are subcontracting out a portion to a non minority you may not be able to claim the full amount of the contract. B. If you are using a prime sub (non minority) to achieve a portion of your goals, you need to make sure their sub is certified by one of the approved agencies. At time of bid you will also need to know their name, what type of work they perform and the exact dollar amount. Do not calculate the amount yourself if the prime sub tells you they have 25% participation. If they take it on the full value of the prime sub amount, they can later tell you it’s based on their total sub cost minus their overhead, fee, bond, insurance etc. That would mean you overstated the dollar amount. Make the subcontractor give you the exact amount. C. If the MBE/WBE is part of joint venture you need to know the amount of their participation in the joint venture. You will only be allowed to use the percentage amount the JV agreement is based on. In example, if it’s a 60% non minority and a 40% minority, you can only claim 40% of the contract. In addition, you need to make sure the MBE/WBE is certified by one of the approved agencies. D. In all cases, make sure the subcontractor is actually certified to perform the work they are quoting you for. There have been cases where the MBE/WBE is quoting work that they are not specifically certified for. If this happens, our competitor can protest our bid and have it thrown out. 2. Select 4 key subcontractors’ for each major sub-trade including MBE/WBE if required. Work closely with them on the phone reviewing scope, schedule, logistics etc. Talk to all the other subs as well to see how their coming on their bid and answer any questions they may have. When selecting your 4 key subs the strategy is to target those subs you think maybe low based on recent experience or subs you may need to satisfy minority requirements. The goal is to make sure these subs give you their best number, hopefully to be able to keep them off the street or to have them give you price protection. Always make sure your working with prime subs as well as minority subs so you can see if there is a premium associated with using the minority firm. This will better assist us in deciding on the best possible MBE/WBE matrix. 3. At least a week before the bids are due, establish a schedule, site logistic plan and close out the general conditions put these numbers as well as our in house self performed numbers into the bid day work sheet. Include any required bonds, insurance etc. quotes as well. 4. Have the lead project estimator, department head and market PX or VP review the bid forms and documents to make sure their all in order.
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