Leopardo Companies, Inc. Estimating Department Bid Procedures
28. If project engineers or others are going to be assisting the bid team, have them involved a minimum of 1 day prior to bid day to look over the scopes and to be down loaded by the estimator they will be paired with.
VI.
The Night Before the Bid
1. At the end of the day assemble the bid team in the war room. Carefully review our take offs and budget amounts for each trade of work. Compare our budgets against any proposals we have received. Tweak the scopes of work accordingly based on feedback from the subcontracting community. Close out the bid arriving at an LCI proposal amount for the entire project. This value will be our starting point at the beginning of bid day. Any last minute potential for scope double ups or scope holes will be reviewed and corrected. 2. Identify what trades/subs have already submitted proposals 3. Have a clear understanding of what our project cost is as of the night before. During bid day, should the power go down, we will make any adjustments to our bid using a manual cut and add sheet. 4. The team captain is to save the entire Bid Day estimate to their desk top in the event the LCI main computer system goes down during the night. That way the estimators can print out their scope sheets and manually fill them out on the day of the bid. 5. Create any last minute strategies to influence the market. 6. Using our MBE/WBE matrix that was previously established, run through the various scenarios ensuring our assumptions hold up. 7. This review could take hours running into late evening. Please plan accordingly. 8. Review our initial strategies that were developed early on to see if they held up and/or if new ones emerged. 9. On the board in the war room write the following information; A. Cell phone numbers for each of the runners. B. Create a matrix showing various options for meeting the MBE/WBE goals. Indicate the trade, subcontractor and dollar amount based on our estimates. Include the potential dollar amount that will be needed to be in compliance with the stated project goals. C. List who our competitors are and show which ones we feel may be our toughest competition. Include who the estimators are at each company. Do spy calls the day of bid to see if all of the other generals are still bidding and to see which ones may have dropped out. D. List all f the addendums received along with their respective dates. In addition, check any applicable websites to see if any other addenda’s may have been issued that we did not received. E. Create a potential list of deals we may have with our preferred subcontractors that we were targeting. List the sub name, trade and potential delta that may exist between the market price and our price.
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