Project Manager
Project Manager,
Estimator
Bidding and Procurement
Estimator
Bidding
Bidability Review
Responsibility: PM/Superintendent
It is very important to verify that the A/E has addressed all of your Biddability Review comments in the final Bid Documents they provide for bidding. Rushing to get bid documents on the street, that are unclear or have lots of discrepancies, will only result in confusion to bidders, lengthy and/or multiple Addenda and Pre-Bid RFIs, bidders inflating their numbers due to the "unknown" factor in the documents, and ultimately in costly change orders down the road.
Advertise for Bid
Responsibility: PM/AA
Publicly funded projects, such as K-12 and Higher Ed projects, often require that Project Bid Dates are advertised to potential bidders via plan rooms, newspapers, websites, etc. Work with your Project Team to determine the specific advertising requirements for your project (i.e. when, where, how long are you required to advertise?).
Bidder List
Responsibility: PM/Superintendent/Estimator
Create a list of potential bidders, based on the anticipated Bid Categories you will have on the project, you will do this in Building Connected. You will want to consider the project location and the size/value of the Bid Category when developing this list. Be sure to check with the Estimator to see if there are trade contractor partners that provided assistance with budget validation during the Pre-Construction-Design phase, so you can include them in the list of potential bidders. Some Owners require that the Bidder List be reviewed/approved before issuing Invitations and may have requirements of the minimum number of bids to be secured in each Bid Category, so be sure to check with your Owner on this.
BuildingConnected Set-up
Responsibility: PM/Bid Coordinator
Complete this form to set up the project bidding site.
Issue for Bid
Receive Bid Documents
Bid documents should be posted on Building Connected or on a project SharePoint site, that is accessible to Plan Rooms, Bidders, and the Project Team. This site should be maintained for the duration of the bid period, including posting Addenda, Pre-Bid Meeting information, and Pre-Bid RFIs.
Invitation to Bid
Responsibility: PM
An invitation to bid should be sent through Building Connected to all Plan Rooms, trade contractors on the Bidder List, and the Project Team. The invitation should include information on the bid due date, time, location, and how to access the bid documents.
Addenda
Responsibility: PM | Software Application: Word
Issued prior to bidding and include clarifications/updates to the bid documents, all Pre-Bid RFIs, the Pre-Bid Meeting Minutes, and any A/E addendum write-ups. Addenda should be issued and posted to Building Connected or the project SharePoint site and notification should be sent to all known bidders and Plan Rooms on the Bid List. Be sure to notify your Estimator of changes/updates that are issued by Addenda so that the Bid Category Estimate breakdown can be updated to reflect any potential cost changes. If there is a significant impact to the cost or schedule, the Owner and A/E should be notified immediately in writing.
Responsibility: PM | Software Application: SharePoint
Pre-Bid Meeting
Responsibility: PM | Software Application: Word
Conduct a Pre-Bid Meeting with interested bidders to review key project requirements and expectations. The A/E should be at this meeting and you will want to confirm with your Owner whether they want to attend and schedule accordingly. Whenever possible, hold the Pre-Bid Meeting at the project site location, and follow up the meeting with a walk-through to allow interested bidders to access and view the site. The Pre-Bid Meeting Minutes and Sign-in Sheet should be published and distributed via Addendum. This meeting is typically held shortly after the bid documents are issued so that potential bidders have time to access the site and ask questions with enough time prior to the Bid Due Date. If you have made the Pre-Bid Meeting a mandatory meeting, you will want to reach out to all potential bidders prior to the meeting to remind them it is mandatory and of the date, time, and location of the meeting.
Pre-Bid RFIs
Responsibility: PM | Software Application: Building Connected or iSqft
Pre-Bid RFIs are questions submitted by bidders prior to the bid due date, to clarify the scope of work or design on the bid documents. Pre-Bid RFIs should be reviewed and vetted prior to sending to the A/E for response. Pre-Bid RFIs are processed and tracked in Building Connected. All Pre-Bid RFIs should be distributed on an Addendum. Answered Pre-Bid RFIs should be posted to Building Connected or the project SharePoint site and accessible to all bidders.
Manage the Bid List
Responsibility: PM
You will want to actively manage the Bidder List throughout the bidding period, by making phone calls and sending correspondence through Building Connected, to ensure that you have enough interest and adequate bid coverage for each category. Phone calls are always preferable to emails because they allow you to better answer any questions bidders may have about the scope of work or other concerns they may have (i.e. multiple bids due on the same day, confusion in plans/specs, not able to access bid documents, etc.). If you reach out to Bidders by phone, you will want to keep your notes in Building Connected so that your project team have access to them.
Best Practice
Stay engaged with the bidders to ensure you have good bid day coverage in each Bid Category (a minimum of 3 to 5 bids). When you call bidders, have a conversation with the estimator/PM - make them know you know the job, talk through details, be excited, help them, answer questions - don't just call and ask the Admin if they are bidding.
Project Manual
Project Manual
Compromised of the Front End and the Technical Specifications from the A/E.
Granger Standard Front End
Responsibility: PM | Software Application: Word
This document should be used for ALL Granger projects. This document should be reviewed and edits made to customize it to match the requirements of our Contract Agreement with the Owner, including: insurance requirements, general conditions, payment process, etc. The Standard Front End should also be updated with the project-specific information for submittals, RFIs, pencil copy/payment process, etc. If the Owner has their own standards for Division 00/01, you will want to review those and update the Granger Standard Front End to reflect the Owner's standards as required.
If you are getting assistance with putting together the Front End for your project, you will want to complete the Front End Specification Data Form with the project-specific information that can be used to get the Front End set up correctly.
The Front End Spec Data should be filled in with the project-specific merge data information, using the Front End Spec Data form. This document is used to populate the merge fields in the Front End.
Reference the work instructions on how to use the merge function to bring the data from this form in to the Front End form.
Scope of Work Description
Responsibility: PM/Superintendent/Estimator | Software Application: Word
These are located within the Front End, and are used to define the scope of work that is to be included in a bid for each Bid Category. The Work Scope Description should include: a list of Specification Sections that are exclusively covered by a Bid Category, any Clarifications, any Exclusions, Allowances to be included, and Alternates that are to be priced on bid day.
Best Practice
Start drafting the Scope of Work Descriptions during the Pre-Construction-Design phase and work collaboratively on the development of these with your Superintendent and Estimator.
Project Specific Safety, Quality, and Clean-up Plans
Responsibility: PM/Superintendent | Software Application: Word
These plans should be developed and made available to bidders through the SharePoint site.
Construction Schedule
Responsibility: PM/Superintendent | Software Application: MS Project
The schedule information that is included in the Front End should include at a minimum: the Start Date, Substantial Completion Date, description and dates of project phases, and any key milestone dates. Some examples of key milestone dates include Building Enclosure, Equipment Start-up, Mobilize, Demobilize, Punch List, etc.. The schedule included in the Front End is intended to inform the bidders of critical dates and give them enough information so they can include the manpower required to complete their scope of work in a timely manner to meet those dates. The official/detailed Project Schedule will be developed with input from the awarded trade contractors once they are on-board.
Best Practice
Create a custom stamp in PlanGrid called Work Scope (WS) and create an Issue and note items that you want to be sure to address in your scope of work descriptions, using that stamp as you go through your document review at DD/CD phases.
Bid Day
Bid Day Planning Meeting
Responsibility: PM
The Project Team should hold a meeting prior to bid day to coordinate how bids will be received, if they will be read aloud, who will document the bid results, etc. You should develop a plan for different scenarios on Bid Day including: Will you have a Public or Private Bid Opening (private is typically preferred)?, Are there Bid Categories where we anticipate low participation? Do we open a bid if there is only one bidder? Which Alternates, if any, will be read aloud at the opening?
Bid Package Estimate
Responsibility: PM/Estimator | Software Application: CostX
The Estimator will provide you with an estimate breakdown by Bid Category if you request one. This allows you to have a good comparison to the Bid Day pricing on the Bid Tabs. You will need to provide the Estimator sufficient time to pull this together and provide them with the Bid Category Descriptions.
Bid Tabs
Responsibility: PM | Software Application: Excel
Receive bids and record bid information for each bid category on the Bid Tab Template. This form should be updated prior to the Bid Day, to include the list of known bidders for each category, all Addenda, P&P Bond requirement, etc. There are instructions for using the template on the first tab of the referenced document. If you have questions on how to use this template, please email krobson@grangerconstruction.com.
The final Bid Tab should be shared with the Pre-Construction group initially, and again after you have sorted through all of the post-bid analysis.
Post-Bid
Best Practice
Responsibility: PM | Software Application: Outlook
Shortly after Bid Day, send an email to all of your bidders, thanking them for taking the time to submit a bid proposal and updating them on the next steps (i.e. Post-bid meeting schedule) and bid results (if they are public).
Post-bid Meeting
Responsibility: PM/Superintendent | Software Application: Word
Post-bid meeting should be held with the lowest, and often the second lowest, bidder for each Bid Category. Use the Post Bid Interview Checklist Form as an agenda for the meeting. This form is to be signed by the subcontractor and will become part of the Contract Documents referenced in their subcontract agreement.
This is an important meeting to review a subcontractor's bid and what was included - confirm scope of work, man-hours included, schedule planned for, second tier subcontractors/suppliers, bid breakdown detail (helpful to share with Precon Dept.), etc. You will also want to review the project requirements for insurances, bonds, prevailing wage/certified payroll (if applicable), payment procedures, etc. are acknowledged by the bidder.
Bid vs. Estimate
Responsibility: PM/Estimator | Software Application: Excel
The Bid vs. Estimate worksheet is now part of the Bid Tab template file, and will auto-populate with data as you update the workbook with bid information. The Bid vs. Estimate worksheet is located on the Summary tab of the workbook.
This workbook should be reviewed by the PM and Estimator before it is shared with the entire project team. Make sure that all Allowances and/or late scope changes are identified, and the estimate is adjusted for accuracy before publication and archiving.
Award of Subcontract/PO
Subcontractor Qualification
Responsibility: PM | Software Application: Word
The three lowest bidders from each bid category will be reviewed using the Subcontractor Qualification Procedure. This review is typically done after bids are received but before issuance of a Subcontract Agreement. Some Owners require the qualification to occur prior to bidding - be sure to review this requirement with your Owner before you go out to bid.
Potential Subcontractors for Pre-Qualification
Using BP032FR Potential Subs for Pre-Qual Form, fill in all of the bid packages on your project and all of the subcontractors that you will be interviewing in post-bid meetings. Send the completed form to the Controller. They will confirm which of your potential subcontractors needs to be pre-qualified before you can issue them a subcontract.
Reference Check
The Prequalification Form has a section for the subcontractor to fill in contact information for three references from the previous 2 years. If you are unfamiliar with the subcontractor and their contract is over $500,000, it is important to take the time to make some phone calls to check these references. The Subcontractor Reference Check Form has a section to fill in the information from your reference checks and some sample questions to use when checking references.
Recommendation to Award
Responsibility: PM | Software Application: Word
On PS projects, a formal letter of Recommendation to Award subcontracts, alternates, and voluntary alternates, is submitted to the Owner for approval.
Letter of Intent
Responsibility: PM | Software Application: Word
Is a tool that is used to notify a subcontractor of your intent to award a Subcontract/PO. These should only be sent if you are not able to immediately send out the Subcontract/PO Agreement. The referenced template Letter of Intent should be used. Subcontractors can begin the process of gathering submittals with the Letter of Intent; they cannot expend any on-site labor or receive payment with the Letter of Intent.
BP013FR Letter of Intent
Responsibility: PM | Software Application: Viewpoint
Subcontract vs. Purchase Order
All Subcontract Agreements and Purchase Orders are created in Viewpoint. You will need to verify that the Owner Contract does not require a specific (i.e. AIA) form be used before distributing to the trade contractor.
Use the Subcontract and PO Decision Tree to determine the correct form of Subcontract/PO that should be utilized, based on the award value and scope of work.
If the Subcontractor is not currently in the Viewpoint system as a Vendor, you will need to email the name and contact information to your PA and ask them to add them. You will need to email the W-9 and Vendor Info Forms to the Subcontractor and have them complete them and return them to your PA.
Responsibility: PM | Software Application: Word
If you are getting assistance with writing your Subcontract/PO in Viewpoint, you will want to complete the Subcontract & PO Creation Worksheet, with the subcontractor-specific information that is to be included on the Agreement Form.
Boilerplate Amendment
A boilerplate amendment is an amendment to the Standard Granger Subcontract Agreement language, that has been reviewed and accepted by both Granger and the subcontractor. Granger has a handful of subcontractors that we have a Boilerplate Amendment with that should always be incorporated in to our Subcontract Agreement if applicable. The Boilerplate Amendment should be listed in the Inclusions section of the subcontract agreement and should be sent along with the Subcontract Agreement for signature/execution. The current Boilerplate Agreements between Granger and other subcontractors are located on The GRID.
The following items should be sent out with the Subcontract/PO:
1.) A copy of the Granger Construction Safety & Health Program Manual (SF010WI) and the Acknowledgement Form (SF015WI) - not required for PO because there is no on-site labor). The acknowledgement form should be signed and returned to the PA.
2.) A letter from your Project Accountant (PA) that outlines the requirements for payment. This letter may need to be edited to have the project-specific timeline for submission of Pencil Copy, Pay Applications, Certified Payroll, etc.
3.) A table listing the project insurance requirements. This table is put together by your PA, but should be reviewed before sending out to make it matches the insurance requirements in your bid documents.
4.) Instructions & Procedures for Subcontractor Preparation of Sworn Statement & Conditional Waiver packet should be sent out with all subcontract agreements. This packet provided instructions, examples, and information for how to complete these accounting compliance documents.
NOTE: This is a compliance item that must be returned before your PA will release any payment to your subcontractor.
Professional Service Agreement (PSA)
Responsibility: PM | Software Application: Viewpoint
A Professional Service Agreement (PSA) is the form of contract that we use with our design professionals (ex. Contract with A/E on a Design-build project) and technical consultants (ex. Contract with our Geotechnical Engineer/Testing Consulting). PSAs are created using the same process as creating a Subcontract or PO, within the Viewpoint PM Subcontracts program. There are different contract forms used for a PSA - Design Consultant and a PSA - Consultant.
PSAs for both Design Professionals and Consultants will require liability insurances. PSAs for technical consultants, that will be performing their scope of work on-site, will also need to be sent a copy of the Granger Safety Policy sent with the PSA. They will need to sign and return the Affidavit at the back of that policy with their executed PSA contract.
Establishment of GMP
Responsibility: Project Director | Software Application: Word
GMPs present unique financial risks but also create opportunities to protect ourselves. GMP reviews are completed to ensure we have identified and are effectively managing project risks related to financial, schedule and overall project performance risks BEFORE a GMP is presented to the client.