HOW TO REQUEST A BID

Note: It is advisable to send your bid as a PDF file

Here's how to save/convert files as PDF;

Video Tutorial on How to make a Bid Request in CoConstrcut

Bid Request Video.mov

Bids should be requested and received for all work that is to be performed. They should be well laid out and documented. This allows us to have a solid foundation for a working relationship that will have no disputes. Please follow the steps in the video above.

NOTE: When asking for Jeff's approval on bid approval, tag him at Burr Oak Capital- Bid Approval Jeff Moore; Jeff will approve bid estimates every Tuesday and Thursday.

The PROJECT MANAGER shall verify all the bids in writing, record them on CoConstruct, and send them to Jeff for approval. He/She shall have a rough outline of all the items to be performed.

For example:

The plumber is to install a new full bathroom upstairs and replace the toilet. Afterward, he established the tanked water heater in the bathroom downstairs.

The electrician is to tidy up the wirings in the housewalls, add smoke detectors, vent fan, 10 lights (and where), 3 fans, 2 outlets, etc.

Each bid from a contractor should have the following:

Name and information of the contractor to perform the work
Address of the home
Scope of work

Examples:

The number of plumbing openings, number of vanities/toilets being installed, and number of repairs being made.
The details of rough-in and finished work.

Number of lights being hung, number of receptacles being installed, and method
- - - The number of windows, and doors, being installed, trim installation, type, etc.

Materials provided by the contractor (at least 3 examples)

Example:

The plumber will provide all PEX, PVC, fittings, shut-off valves, supply lines, etc.
The electrician will supply wire, permit, boxes, connectors, EMT, etc.

Materials NOT provided by the contractor (at least 3 examples)

Example:

The plumber will not supply toilets, faucets, or water heaters.
The electrician will not supply lights, breakers, or fans.

Estimated start date for work
Estimated completion date for work
Number of workers and onsight hours necessary to complete work
Estimated Inspection dates
Payment Draw Schedule

The goal is to get contractors on a "fixed-rate pricing system." We can send them to work on a project and know the cost of the items to be installed. Thus, allowing them to "go to work."

HVAC BID REQUEST

We always request a quote for central HVAC (with a heat pump) and for mini splits in a house when getting an HVAC bid.

These should be on the SAME bid request in CoConstruct. WE DO THIS SO WE CAN WEIGH OUR OPTIONS.

Awarding a bid to Trade Partner and PURCHASE ORDER Creation from Bid

Note: Ensure Jeff has approved the bid before awarding it.

The bid should be awarded and converted to a Purchase Order in a timely manner so that we can track all information about the work in the purchase order and not the bid.

Once a bid is awarded, all information should be in the PURCHASE ORDER. Scheduling and other details should be figured out in that purchase order.

The bid should be awarded and converted to a Purchase Order in a timely manner so that we can track all information about the work in the purchase order and not the bid.

Once a bid is awarded, all information should be in the PURCHASE ORDER, scheduling, and such should be figured out in that purchase order.

On the project, click on BIDS

2. Select the bid you are awarding

3. Download and take note of the attached bid from Trade Partner

If there were no bid forms or attachments to download from the trade partner, it might just be a conversation about the price; take a screenshot of it.

Note: Ensure Jeff has approved the bid before awarding it.

4. Click on the name of the Trade Partner

5. Edit unit cost based on the approved bid.

Note: Sometimes, Trade partners only send the total amount of the bid, or details on the submitted bid are not match with the existing bid/cost line in the bid request, which will confuse us on where to put the amount of the bid.

Here's an example;

The submitted bid of the TP is on total and not broken down, but it was approved by Jeff.

But if you will notice that there are few bid/cost lines on the bid request

In this case, what we can do is to put the amount on the first cost line, then put "0" on the others, then make a note of what the amount comprises in the remarks section.

What is REALLY important is that we have the TOTAL price from the vendor accounted for; we can't just have part of it.

6. Click on Award

7. Click on Ok

8. NOTIFY other bidders

Now that this bid has already been awarded to a Trade Partner, we need to NOTIFY the other trade partner who submitted their bids but has not chosen to do the job.

You can use this script:

"Hey - (Tag the trade partner) thanks for your bid. We went with a different vendor who was less expensive, but we hope to work with you on future projects."

Note:

If there is a different reason, we want to be transparent with them.

Notifying the other bidders who were not chosen is essential for maintaining professional courtesy and transparency. It shows respect for their effort, fosters good relationships for future opportunities, and allows them to seek feedback for improvement. Additionally, it ensures proper documentation and record-keeping for auditing and compliance purposes.

9. Once the bid is awarded, Create a Purchase Order

10. Click on New

11. Click on "Generate from Bid Requests"

12. Tick the bid's title you are converting to purchase order and click "Generate Purchase Order" to save

13. Once generated, you can still add or delete line items if needed (Delete the items with zero amount)

Ensure all the items from the approved bid are in the purchase order. You can also edit the description of the item.

Amount from the BID and PO should be tallied.

14. Click on Release to finalize

15. Attach the approved bid pdf file and a screenshot of Jeff's approval in the comment section of the purchase order.

Make sure, Trade Partner is off. It should be "Team Only"

16. Inform the Trade Partner and CC Project manager about the Purchase order.

Hi (Tag Trade partner), Here's the purchase order for this work; send photos of the completed work and invoice once the work is completed. All information like scheduling and such, should be figured out in this purchase order. Thank you

cc (Tag PM).

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