Leopardo Companies, Inc. Estimating Department Bid Procedures
day or two ahead of time so they can become familiar with their respective roles. The lead estimator will determine the amount of acclimation time required. 3. Contact the Contract Administrator and notify them of the bid and have them on standby for bid day and the day before. There responsibility is to research (EMR Ratings, Bondable, Financial Stability, etc.) any low contractors that we are not familiar with to help determine our risk in using the subcontractors number. 4. The EA’s are to be stationed in the war room with a laptop and phone. 5. Have a table for each person in the room set up with phone and computers facing the wall to reduce the noise level at the head table. Each estimator should have a copy of their respective contract documents and addendums etc. Each estimator should have a highlight marker for identifying plug numbers. 6. Have a head table in the center of the room towards the front. Have a full size set of drawings, addendums, specs etc. on the table. Have a phone and computer set up 7. The lead estimator is to have his own work station off of the head table with phone and computer. The computer is to be tied into the overhead projector 8. Each work station is to have in big numbers the phone extension posted overhead. 9. All people working in the room are to be trained the day before on how to transfer calls 10. The main switch board operator is to be notified of the project being bid. They are to transfer the unsolicited calls coming in to the designated EA handling the calls. They will then transfer the calls to the correct estimators within the war room. Give the EA a list of divisions that each estimator is responsible for to insure they know who to give the calls to. The estimators are to give the subs bidding their direct phone numbers to minimize the amount of calls going into the main board. 11. The lead EA is to send out an e-mail to the entire company in both offices alerting the staff that we are bidding a project in the event they receive by error any proposals from subs. The stray proposals are to be immediately redirected to the designated EA for distribution by them 12. Notify the receptionists and have them check the Leopardo main company fax every 10 minutes to see if proposals came in. The proposals are to be forwarded to the EA who will then print them out and distribute the appropriate estimator. 13. Have a printer set up in the war room with all of the computers configured to it. 14. Have a phone quote pad at each work station and head table for people to capture and document phone quotes. Tell the sub to follow up immediately with written proposals. 15. Have a large clock in the room stationed near the front all team members can easily see it. 16. In the event the project requires MBE/WBE participation, have a second laptop set up with a projector so members at the head table can do what if scenarios to insure the proper percentages are met. In addition, as it comes closer to closing out the bid, the final MBE/WBE subcontractors and their numbers are to be posted on the laptop as their closed out. 17. Take the printer out hibernation mode or the EA should regularly print something so it doesn’t go into hibernation. 18. Insure that all cable and interface boxes are safely secured from accidental pull outs and from becoming tripping hazards.
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