LOOKING FORWARD
Choosing a “Subbie list” is one thing, But the “How” and “When” how you send out an RFQ is just as important. The end result of a “Request for Quotation” (RFQ) is a Quote which is fully compliant easy to compare Apples for Apples and easy to file.
“Second Principles – Beautiful”
So the way that you get that outcome is to use a really good secure document control system that monitors trade packages, Subbie invites lists and user-friendly for the subbie.
The software needs to have the ability to relate all the headline requirements from the bid manager to the subbie. This core information (the Headlines) is pretty consistent with every tender will normally include:
- Subbie Close Deadline
- Site Visit rules.
- How to submit the quote
- Point of Contact for Queries
- How to submit a quote
- Naming protocol – ( Company name_Discipline _Project name).
- Quote Validity
Then if there are addenda and extra information issued – this information can then be easily tracked and communicated to the subbie.
The next layer of information that an estimator want to be covered off would include:
- Key elements of the Clients Brief;
- Client Returnable schedules;
- Service trade MUST submit service schedule in the specifications
- Any site-specific variables or house rules.;
- Make sure that the subbie prices the correct tender set (and not from another builder).
- Ensure the subbie allows for plant and materials to complete their package including EWP and cranes, etc?
- Capture if the trade is Supply &/Or labour?
- Long lead times
- Just keep it simple
“The Quality of the send out is directly related to the amount of work the estimator has to do when vetting the Quotes.”
So you want to get right…
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Document Control SOFTWARE
My point of reference for Document control software has mainly been from a point that here you are – Now use this software. So In the future, I will probably write a bit of a review on the software that I have used in the past.
So I can comment on cost, nor the ongoing maintenance patience agreement costs. They all have their little quirks and that all fall down sometimes if you work them hard enough. But to most of these organizations credit – it is rare to lose documents in a crash as the systems are mostly on an external server. So even if your computer crashes, normally the documents are still unharmed.
I have used the following software but I am sure there are many others.
- Bid Contender.
- BCI Australia
- Estimate One
- Tender Centre
- Aconex
I am sure there are many others, however modern “Document Control” – The dispatch of the packages is normally a click of a button using specialist software.
Document control systems are pretty cool innovation and a massive time saver,
But they come at a cost.
The software normally runs with one-way traffic and start by the following:
- Set up project parameters
- Upload tender documents
- Set up tender packages normally some type of matrix.
- Set up trade lists
- Set up subbie lists within
- Dispatch tender packages (track ongoing addenda)
- Receive quotes and track addenda compliance
- Messages Capability
When selecting a system to subscribe to – all I would say – is to talk to the subbies who you use the most. You will find that the more comfortable the subbies are using document control systems. Life gets easier – You also need to understand that some subbies are still computer illiterate. You want these key trades to engage in your system – after all, they are the end user.
Document APPS
There are other straight document transfer APPS as well – You normally upload the documents in packages or a file system and then you can give your subbies a link to download one or all of the documents. They are pretty easy to use and you then attach the link to emails and send the packages out. This method is entirely dependant on the skill of the sender’s document control. But the flip side of these systems, many of these systems are free.
Examples of these type systems are “Dropbox, Hightail and more recently Icloud”. The trick is maintaining control of who and what the subcontractor sees. Straight emails and links have security issues and there is nothing stopping a subcontractor trying to gain a leg up with an opposition builder by simply forwarding said emails.
Phone calls prior to the subcontract list are dispatched is always the best as it engages the subcontractors into your tender and you also want the subbie to downloading your documents so you can control the outcomes.
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Document Control – Click Here
BOQ & ESTIMATING STRATEGY
How you Bill and how you Rate a project is linked to the Quality of the RFQ. You want to at least develop a scope of works (SOW) on most for certain high-risk trades and then the lower risk trade you can adopt a bare-bones approach and rely on the second principle quotes and associated quantities in the quotes.
(I would only do this on basic architectural trades that are easy to check the quantities at a push).
The Billing and scoping are ideal to be done a few weeks prior to Subbies close just to give those trades that need a lot of love the time to use your BOQ. You may choose to hold off sending out the documents for selected trades that you know will ask for a BOQ.
BUT – if you think there is any doubt that you want to get the time to get the Bill out to market – just send the drawings out. Yes, you will get heaps of emails and phone calls, but is better safe than sorry. Again Phone calls to these subbies will relieve the pain and the distractions.
So you have choices and every tender is different and your workload and time management will be a factor of the strategy. So either sends the BOQ supplies out as a second run or sends in one big hit.
There are also certain trades that won’t tender without a BOQ this can vary regionally and what time of year it is. So these trades you would consider a priority when knocking up a BOQ:
- Preliminary Costs like site fencing and scaffolding
- Civil trades & earthworks
- Masonry packages including retaining walls
- Formwork
- Reinforcement supply and fix.
- Concrete supply
- Concrete Pour and place,
- Plasterboard
- Most Finishing trades
- Plumbing Fittings & Fixtures
- Bathroom Accessories
- Wall cladding and roofing
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Estimating Strategy – Click Here
Phone CALL STRATEGY
The bare bones approach – the idea is not to Bill every trade – rather be ready to bill everything in a “Push”. the entire strategy hinges on the subbies engaging into your tender. Either way phone calls are the key to keep your subbies informed and if you listen more – you will learn. iPhones and technology are changing and if you what to also give those a personal touch but “kill may bird with one stone” – try this… It is a barebone with a personal touch…
Most mobile phones have an App where you can record your voice.
Record a generic message and then send a message via direct email.
Try to use “thank you in the first and last sentence of the message.
Either way phone calls are the key to keep your subbies informed. The Lead Estimator running the project should always ring the critical services trades(especially on D&C services).
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Phone Calls – Click Here
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Tender Process – Click Here