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: Responsible Competitive Patient Will invest the resources to market their business Technologically 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 competitors Understand the client Understand 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 marketing Bidding takes time and money to prepare the bid You may win 3 out of 10 bids submitted

TECHNICALLY SAVVY Download solicitation material from online sources Place business on registration lists Industry-specific organizations PA UCP System for Award Management (SAM) Search for bid opportunities online eMarketplace FedBizOps Maintain databases of information More offerors are requiring electronic bidding

TYPES OF SOLICITATIONS IFB (Invitation to Bid) Bid package is considered complete Price is a major consideration RFQ (Request for Quote or Request for Qualification) Request for information on pricing Not a binding contract Contract 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 project Evaluated 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 AGAIN Everything 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 / patterns Packaging and delivery requirements Bid forms Payment terms Service Providers What you will deliver How you will deliver it Bid forms Payment terms

SPECIFICATIONS (Project Manual) General Conditions Instructions to Bidders Scope of work Wage Rates Bid Forms Addenda/Bulletins Special Conditions Payment Terms Construction Projects

BLUEPRINTS, DRAWINGS, TECHNICAL SPECIFICATIONS Any solicitation may have Layout / Scale Notes Symbols Abbreviations

MANDATORY REQUIREMENTS Common to many solicitations Forms Units of Quantities / Measure / Pricing Schedule Start date Intermediate timelines Finish date Other required documents Bonds / Insurance Licenses / Permits MWBE percentage participation

ADDITIONAL INFORMATION Construction Projects Geo-technical reports Hazardous Waste Conditions Alternates Manufacturers, Suppliers, Service Providers Alternates Contract extensions

PRE-BID MEETINGS Primarily Construction but can apply to other goods and services Additional information from project personnel. Affords all bidders a chance to ask questions A networking opportunity between Primes and Subs for this and future projects Provide for a walk-through of the site

WALK-THROUGH (actual) Also known as a “Site Visit” in Construction Ask for a site visit if one is not offered Use a check list on every walk-through Make sketches if necessary Take pictures if allowed.

WALK THROUGH (virtual) Consultants Visit the offeror’s website Research offeror’s competitors Visit the offeror’s place of business Check out the facility Get a feel for the company climate

WALK THROUGH (virtual) Manufacturers / Suppliers Visit the offeror’s website Obtain 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 information Compile questions into one request for information if possible Send 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 solicitation Questions have been asked and answered You 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 offeror Once 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 Prioritize Use your research to craft the bid Allocate tasks to analyze the bid documents and prepare the estimate Take-offs Pricing Review and Reconciliation

CALCULATING THE ESTIMATE Be accurate with figures: Expenses that are your responsibility Material Labor Equipment Fees Overhead 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 end Questions about the forms should have been asked during the Q & A. Use the forms supplied Do 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 letter Estimate Required forms Required Attachments Bid 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 materials Different terms Different conditions DON’T DO THEM!

AFTER THE BID GOES IN… Keep track of dates Bid Opening Award File for future reference: Estimating work sheets Research of the project/solicitation

MORE INFORMATION Websites Industry Specific Competitors Industry Related Associations Books and Industry-related publications Amazon Trade Association magazines

QUESTIONS? COMMENTS?

Presented by Elizabeth Bowers Corporate Small Business Liaison Officer One PPG Place, 27 th Floor Pittsburgh, PA