Leopardo Companies, Inc. Estimating Department Bid Procedures
5. The EA is responsible for coordinating meals for the team as appropriate. Sequence the arrival of food far enough in advance of when bids are due so as not to become a distraction. (i.e. if bids are due at 2:00PM have the food delivered at 11:00 AM). 6. Have 3 full sets of bid books/bid forms made once approved. One set stays at the head table in the war room and the other full sets go with the runners. You may need more sets depending on the project specific requirements. Books are to be tabbed indicating the pages where information is to be filled in. 7. The lead estimator is to have word files set up for each estimator working on the project by CSI Division so they can type their own qualifications/exclusions. These documents are then to be collected by the EA and merged into one document for the lead estimator to review. The lead estimator is to fully review the final proposal draft along with the PX and head of estimating. 8. Call our competitors from a non company cell phone posing as a subcontractor wanting to send in a bid to verify who is actually bidding and who their estimator is. 9. Call the equipment suppliers a week before the bid goes in to identify any and all subcontractors bidding the project. Add these subcontractors to our scope sheets accordingly. Check the ITB call list. If a sub previously told us they were not bidding but are receiving quotes for materials and equipment it could mean they are bidding but not to us. Contact the lead estimator so the appropriate calls can be placed to the sub to identify why they’re not bidding to us. 10. Identify key strategic subs that we may need to meet with such as MBE/WBE subs or subs that may not want to work with us. Invite them to our office or go to theirs to establish a relationship with them. 11. Give each estimator working on the project file folders for the individual trades they are working on. This will help to keep them organized on bid day. This will also make it easier for someone else to find the proposal information for a subcontractor we may need to scope for the estimator due to time constraints. 12. Lead estimator is to decide when the bid day scopes and budgets are to be cut and pasted into the master bid day spread sheet that will be used on the actual day of the bid. Once the scopes have been cut and pasted, the estimators are to no longer use the bid day sheets in their computers. Any and all changes, revisions, additions etc. are to be manually written in on the bid day scope. This will facilitate the reconciliation of the master bid day with the individual scopes of work by trade. All subcontractors’ names, name of the contact person and any office/cell phone number are to be typed or written in by hand for each sub we are taking numbers from. This will facilitate others being able to scope some of your trades if required. 13. Notify the I.T. department informing them when bid day is. Make sure they have someone on standby in case the system goes down or we need something from them. 14. Don’t let subs off of the phone if we were the first contractor their calling until you clear it with the people at the head table. We may want to cut deals, ask for protection etc.
Page 7 of 12
Return to Table of Contents
Made with FlippingBook flipbook maker