Tender document control

What tasks are involved in the tender document control process? 

• Review all drawings, specifications and tender documents

• Raise any RFI’s with the Architect

• Dissect the documents and prepare tender package for relevant trades

• Attach a scope of works

• Research & compile a list of key subcontractors

• Research competitors

• Trade package send out (Estimate One recommended)

• Follow up phone calls

What should a good Construction Estimator consider whilst preparing the tender documents?

The most important thing to consider is making life as easy as possible for your subcontractors that are pricing. Subcontractors are extremely busy with some of them quoting projects after hours whilst running the operational side. Having a clear and precise tender package folder with only the necessary drawings and documents will increase your chance of receiving a quote back. As a Construction Estimator, we rely on receiving good coverage (quotes) and ideally do not want to depend on our measure and rates. This shifts the risk onto the subcontractor and away from the Builder.  

Therefore, when receiving a new tender, it is extremely important to dedicate sufficient time in reading through all the drawings, specifications and tender documents. As a Construction Estimator you need to be across all of the drawings and documents so that you can assist subcontractors with email and phone queries they have may.

What to consider when inviting subcontractors to tender: 

• Pass project experience

• Location of project

• Size of company

• Current capacity

• Invite subcontractors that have provided previous quotes & were competitive

• Invite subcontractors that are doing live projects for your company

• Obtain a list of subcontractor from specified suppliers

What can clients (Builders) expect from Think Estimating:  

At Think Estimating we have developed good processes and understand the importance of quality tender document control. We place a high emphasis on effective communication (email, phone calls or video conference) during the tender process and are proactive throughout. Our tender trade packages are clear & precise so that the tender is attractive to subcontractors. We also send out a BOQ and follow up phone calls where necessary. Our goal is to provide our client (Builder) with sufficient yet competitive coverage therefore making the tender submission competitive and minimising the risk.