Key elements to putting together a successful, comprehensive bid

RESPONSIBLE & RESPONSIVE BIDDING

Have you ever…

Submitted a bid late?Forgotten to sign the bid forms?Not included all the required attachments?Lost money because your bid did not include all costs?

THE EDUCATED BIDDING PROCESS

Breaking the mass of data down to manageable parts with a systematic approach.

WHO CAN BID?

Any business that sells a product or service and is:

ResponsibleCompetitivePatientWill invest the resources to market their businessTechnologically proficient

RESPONSIBLE

Has the financial and physical resources to start the project on time,Has the appropriate registrations or licenses Meet timelines and deadlines with the work and necessary reporting, Finish on budget and on time.

OTHER BIDDER CRITERIA

You may be asked to provide proof of:• Compliance with all applicable laws pertaining to the

solicitation, including Prevailing Wage Act / Davis Bacon Act• Federal E I N or Social Security Number• Equal Employment Opportunity Policy• Certificates of Insurance on Workmen’s Comp, General

Liability, Errors & Omissions, Professional Liability, Product Liability

• License to work in that city, county or state• Minority & Women Business Enterprise Participation

COMPETITIVE

Understand competitorsUnderstand the clientUnderstand the market Offer value as well as competitive price

PATIENCE AND MARKETING

Be able to bid and endure the bidding process. Bidding is a form of marketingBidding takes time and money to prepare the bidYou may win 3 out of 10 bids submitted

TECHNICALLY SAVVY

Download solicitation material from online sourcesPlace business on registration lists

Industry-specific organizationsPA UCPSystem for Award Management (SAM)

Search for bid opportunities onlineeMarketplaceFedBizOps

Maintain databases of informationMore offerors are requiring electronic bidding

TYPES OF SOLICITATIONS

IFB (Invitation to Bid)

Bid package is considered completePrice is a major consideration

RFQ (Request for Quote or Request for Qualification)

Request for information on pricingNot a binding contractContract will come out of a purchase order

RFP (Request for Proposal)

Project details are not complete / owner is looking for someone to help them complete the design and details of the projectEvaluated on Technical Proposal, Cost and DBE participation

Any process for evaluating and responding to a request for pricing, opportunity to bid or invitation to qualify as a vendor will require equal diligence in order to win bids and make a profit.

EACH SOLICITATION IS UNIQUE

Read very carefully. Then READ IT AGAINEverything you need to know about doing the job should be in the solicitation document(s).

FIRST LOOK FOR…

1. Scope of Work: Does it fit with what your company does?

2. Specifications: Have you ever bid this scope with these specifications or conditions?

3. Resources: Do you have the physical and financial ability to perform this contract?

SPECIFICATIONS

Manufacturers and Suppliers:Technical specifications / drawings / patternsPackaging and delivery requirementsBid formsPayment terms

Service ProvidersWhat you will deliverHow you will deliver itBid formsPayment terms

SPECIFICATIONS (Project Manual)

General ConditionsInstructions to BiddersScope of workWage Rates

Bid FormsAddenda/BulletinsSpecial ConditionsPayment Terms

Construction Projects

BLUEPRINTS, DRAWINGS, TECHNICAL SPECIFICATIONS

Any solicitation may haveLayout / ScaleNotesSymbols Abbreviations

MANDATORY REQUIREMENTS

Common to many solicitationsForms Units of Quantities / Measure / PricingSchedule

Start dateIntermediate timelinesFinish date

Other required documentsBonds / InsuranceLicenses / PermitsMWBE percentage participation

ADDITIONAL INFORMATION

Construction ProjectsGeo-technical reportsHazardous Waste ConditionsAlternates

Manufacturers, Suppliers, Service Providers

AlternatesContract extensions

PRE-BID MEETINGS

Primarily Construction but can apply to other goods and servicesAdditional information from project personnel. Affords all bidders a chance to ask questionsA networking opportunity between Primes and Subs for this and future projectsProvide for a walk-through of the site

WALK-THROUGH (actual)

Also known as a “Site Visit” in ConstructionAsk for a site visit if one is not offeredUse a check list on every walk-throughMake sketches if necessaryTake pictures if allowed.

WALK THROUGH (virtual)

ConsultantsVisit the offeror’s websiteResearch offeror’s competitorsVisit the offeror’s place of business

Check out the facilityGet a feel for the company climate

WALK THROUGH (virtual)

Manufacturers / SuppliersVisit the offeror’s websiteObtain a sample of previous parts or supplies from past contracts

ASK QUESTIONS

Follow the procedure set up in the bidding documents.

Use a Query List to compose all your questions from any source of informationCompile questions into one request for information if possibleSend your questions in writing to the contact listed in the solicitation. If your question and answer are not in writing, you do not have an answer.

REVIEW

You’ve read and understood the solicitationQuestions have been asked and answeredYou are now ready to start putting the bid together

MANAGING THE BID PROCESS

POINT OF TRANSITION

The solicitation (generated by the owner/ offeror/client) is owned by the offerorOnce you process the paperwork into a bid it becomes your bid and will be a part of your contract when you win. You will be bound by your offer (bid).

BID DOCUMENTS ELEMENTS

PrioritizeUse your research to craft the bidAllocate tasks to analyze the bid documents and prepare the estimate

Take-offsPricingReview and Reconciliation

CALCULATING THE ESTIMATE

Be accurate with figures: Expenses that are your responsibility MaterialLaborEquipmentFeesOverhead and Profit

CALCULATING THE ESTIMATE

You don’t get a “do over” if you miss something or add incorrectly. You hurt yourself when you get a contract based on your figures and they are wrong.

PROCESSING THE FORMS

Review the forms as part of your beginning process, not at the endQuestions about the forms should have been asked during the Q & A.Use the forms suppliedDo not improvise

FORMS

You don’t get a “do over” if you do not fill out the forms correctly or omit something. All of your work can be for nothing if the forms are missing anything.

PACKAGING THE BID

Cover letterEstimateRequired formsRequired AttachmentsBid submission

DUE DATES AND TIMES

Deliver your bids on time and to the right place

If possible, secure proof of timely bid submittal

One minute late, and the whole exercise was a waste of time and money.

CONDITIONAL BIDS

An easy way to get your bid tossed Definition: a bid with exceptions

Different materialsDifferent termsDifferent conditions

DON’T DO THEM!

AFTER THE BID GOES IN…

Keep track of datesBid OpeningAward

File for future reference:Estimating work sheetsResearch of the project/solicitation

MORE INFORMATION

WebsitesIndustry SpecificCompetitorsIndustry Related Associations

Books and Industry-related publicationsAmazon Trade Association magazines

QUESTIONS?

COMMENTS?

Presented by

Elizabeth Bowers Corporate Small Business Liaison Officer

One PPG Place, 27th FloorPittsburgh, PA 15222

412-384-1000ebowers@dckww.com