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These templates include activities to consider for "Best Practice" guidelines and serve as affordable starting points for creating tailored documents to instill confidence in your clients that your organization can deliver quality products and services on time, every time.

Architect, Engineer & Contractor Qualifying, Bidding, Evaluation, & Award Assistance

Generally accepted “good business practices” say that it is best to solicit bids only from firms that are responsible and demonstrate technical expertise and financial stability. It is also essential that every Inquiry issued clearly and accurately describes the Scope of Work to be performed.

Inquiry, Evaluation, & Award Assistance includes activities such as:

  • Finalization of Bidders Lists for each package based on available information demonstrating each Bidder’s ability to
  • Have adequate financial resources or the ability to obtain them
  • Be able to comply with the completion schedule
  • Have a satisfactory safety and performance record
  • Have the necessary organization, quality, accounting and operational controls
  • Have staff with required technical skills or the ability to obtain them
  • Have the necessary facilities
  • Be otherwise qualified and eligible to complete the work
  • Creation of an Inquiry Package for submittal to the Bidders that contains
  • Cover letters conveying overall project information and objectives
  • Instruction to Bidders specifying contact information, submittal schedules, format and price breakdown structures in sufficient detail to conduct “applies-to-apples” evaluations
  • Defined Scope of Work and Acceptance Criteria
  • Contractual Terms and Conditions
  • Site Safety Rules and Standards
  • Insurance Requirements
  • Progress and Completion Requirements
  • Reporting Requirements
  • Backcharge Agreement
  • Applicable Drawings and Specifications
  • Communications with Bidders and others to ensure that all clarifications are issued to all Bidders in writing
  • Receive proposals and make distribution to Owners for review.
  • Develop commercial evaluations for each contract package containing the following
  • Total price and cost analysis
  • Exceptions to the Scope of Work
  • Exceptions to Contractual Terms and Conditions
  • Schedule compliance analysis
  • Safety performance analysis
  • Discounts and Payment Terms
  • Bid Validity Date
  • Bonds and Insurance Requirements
  • Technical acceptability of the proposal
  • Negotiate with Bidders as required to clarify all proposals.
  • Make Award Recommendation to Owner.
  • Negotiate with successful Bidder to ensure that all clarifications and exceptions have been properly addressed
  • Make award after authorization by Owner and prepare contract documents for execution.
  • Expedite execution of all contractual documents by Bidder and Owner.

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