Agendas for;
Responsibility Matrix for Bidding Meetings
The suggested agendas contained herein are not meant to be exhaustive in nature and allow for the customization/tailoring to specific projects’ needs. Note: these items are to be reviewed in conjunction with the “Estimating Department Bid Procedures” and Bid Strategies” documents which are located on the J: Drive in estimating/bid forms.
1. Kick Off Date/Preliminary Review (this is where we story board our approach to the project. At a minimum the estimating team leader, Market VP or PX, and the head of estimating should be present. If some of the estimating team members have been identified and/or the PM, they should be included as well) A. Prior to bidding the project, the team leader and VP of estimating are to establish the approximate cost for preparing the bid using the Projected Cost to Bid Project Form. The amount is to be reviewed with the respective market head and the dollar amount put on the Responsibility Matrix form at the top right hand corner. The estimated hours are to be reviewed with the bid team to insure were hitting our targets. B. Review the bid strategy form and decide on the strategies to be implemented during the bidding process. C. Review the MBE/WBE/DBE requirements as well as City residency, community hiring goals and project EEO requirements. D. Review who our competitors are. E. Determine who will comprise the bid team and what their roles will be. F. Decide if we want to advertise in Dodge Reports and other industry publications that were bidding/working on the project. G. Leaf through the drawings and look for; i. Type of structure ii. Sequencing iii. Approximate schedule (look for ways of building faster, weather conditions, etc.) iv. Logistical issues (that can give us an advantage etc.) v. Scope issues
When reviewing the drawings for the aforementioned, look for items that could be misunderstood, missed, doubled up on, appear confusing or overlooked. This will give insight as to how we can manipulate the subcontractor market giving us a competitive
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