Leopardo Companies, Inc. Estimating Department Bid Procedures
8. If another call comes in while you’re on the phone, put that call on hold and take the second call. Otherwise your subcontractor will be calling your competitor. In addition, if you’re in the war room and hear a phone ringing and no one is by it, answer the phone. 9. On your scope sheets, the number in the last row under each subcontractor needs to be an apple to apple comparison. Do not post a number on the bottom of the scope sheet if it is unqualified, un-scoped or is part of an assembly price. Use the appropriate nomenclature in the drop down box (I.e. Not Complete, Not scoped, etc.) 10. All proposals received are to be posted to the bid day scope sheets as you receive them. The last row should be checked as un-scoped. 11. Your low price should be highlighted on your scope when you have closed out a subtrade and it should be circled so it stands out. Put the scope sheet in the basket next to the lead estimator for posting by them into the bid day recap sheet. 12. All scope related questions need to be completely filled out using the standardized “Y” or “N” in capital letters. If a sub has not included an item, then put in a +number when they give you the value of the work or use a plug number as a last resort. If they have included an item that they shouldn’t have then use a –number when they give the deduct value or use a plug number as a last resort. 13. If a subcontractor gives you a number and asks how their number looks, tell them they are the only number you have received or you have other numbers but you haven’t been able to look at/scope them yet. Don’t let them know where they stand. 14. Ask the subs who else they have given their number to and who the estimator is. 15. It is essential that we make the first contact with our subs on bid day ahead of our competition. We have found that the subcontractors are more willing to work those who contact them first. 16. If during your scoping of a subcontractor you find their proposal is different than what they have indicated to you, you need to do one of the following; A. Have them revise their proposal by hand and initial the change. They are to fax an amended proposal back to you within 10 minutes. B. Retype their proposal with the appropriate change and fax it back to you within 10 minutes. C. Send you an e-mail describing what you agreed to as confirmation within 10 minutes. 17. Ask them for their bond amount or percentages and ask them what their EMR is. These percentages and/or dollar amounts are to be put on the scope sheets. If a subcontractor cannot be bonded to you need to tell the people at the head table immediately if they are the low number. 18. Give the lead estimator all of your bid day recap file names so they can refresh the files prior to bid time. We will have a cut off time for refreshing that will be announced. After the files are refreshed, any changes affecting our proposal amount will need to be given to the lead estimator. 19. If we are partnering with another General Contractor, you need to make sure subcontractor quotes being given to their firm are received in our war room so we have them. Be sensitive
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