BID DOCUMENTS PREPARATION
Bid preparation services in construction projects are a critical part of the construction procurement process.
These services involve the thorough and organized preparation of all the necessary documentation and information required for a construction project to be put out to bid.
The goal is to ensure that the bidding process is transparent, competitive, and fair, allowing contractors to submit accurate and competitive bids.
OUR METHODOLOGY
Document Review and Scope Analysis
- Determine the project's scope, schedule, and budget constraints
- Obtain all project-related documents, including drawings, specifications, technical reports, datasheets and contracts.
- Conduct a thorough review of the project's project's requirements and constraints (scope of work).
- Identify and report any ambiguities, conflicts, or gaps in the project documentation to the Client prior to proceeding further.
Quantity Takeoff and Cost Estimation
- Perform a detailed quantity takeoff for all construction elements.
- Analyze the current construction market conditions, including labor rates, material prices, and competition
- Assign unit costs to materials, labor, and equipment based on historical data, quotes, and market analysis.
- Calculate overhead costs, contingencies and desired profit margins.
Bid Document Preparation (Tender Dossier)
- Organize all project documentation into a clear and comprehensive bid package.
- Include the Bid Forms, Instructions to Bidders, Scope of Work Document, Specifications, Drawings, BoQs, Contract Terms and Conditions, and other required documentation.
- Provide the bidders with a Preliminary Project Schedule, Proposed Construction Methodology and a Logistics Plan to encourage them to review and challenge these and submit alternative suggestions if they have any
Prequalification of Contractors/Suppliers
- Identify potential contractors who may be interested in bidding.
- Develop prequalification criteria to assess the qualifications and financial stability of contractors.
- Prepare the long list of potential bidders and submit it to Client's approval
- Distribute prequalification questionnaires to the approved and assess contractor responses.
- Prepare and submit a shortlist of qualified contractors who will be invited to bid.
Bidding Process - RFP Stage
- Draft a schedule for the bidding process, including the number of rounds to take place, bid submission deadlines and interview dates with the bidders
- Establish clear evaluation criteria that will be used to assess and compare bids.
- Prepare and send RFQs or RFPs to contractors and/or suppliers.
- Provide access to bid documents and answer contractors' questions
- Hold preliminary meetings with bidders if necessary
Bidding Process - Bid Submissions & Evaluations
- Collect and evaluate bidder's quotes / proposals
- Review bids for completeness and compliance with bid requirements.
- Evaluate bids based on the established criteria and identify any discrepancies or ambiguities in the bids.
- Hold interviews or negotiations with the bidders to provide feed-back on discrepancies , significant typos /mistypes or fatal errors that may affect the tender outcome.
- Continue tender negotiations until the number of shortlisted bidders reaches a manageable level
Bidding Process - Contractor Selection and Contract Award
- Select the winning contractor based on the evaluation results and initiate contract negotiations.
- Inform unsuccessful bidders and provide feedback if requested.
- Prepare a contract and ensure all necessary documentation is in order.
- Award the contract to the selected contractor.
- Execute the contract and establish a project kickoff meeting.