Bidding Process & Tips
SCOPOS Collection of Tips and Recommendations on estimating and bidding our projects.
"He who makes the most mistakes wins the bid!"
We heard that there is a saying like that. We would like to avoid it by providing a solid set of drawings, specification and resourceful instruction so that there is no need to make any assumptions or room for error in bids. We want to crate an even bidding plain-field for everyone involved.
Another good one which is ours to communicate to our clients is - "The pain of poor quality and service is remembered long after the joy of low price is forgotten!"
Industry Coordinated
All of our designs, plans, specifications are fully coordinated and vetted by industry partners and peer checked. If there happens to be a discrepancy between plans/specs, or in models, accessories, etc, please submit an RFI for clarification and or bid the largest quantity.
Do not knowingly bid the lower quantity in hopes that will help you to win the bid.
AQ PXF files made available
Upon request we can make AQ PXF files made available to expedite pricing and eliminate any entry errors, item numbers, models, accessories, etc.
Responsibilities Clearly Defined
SCOPOS Takes pride in having created a clearly defined responsibility and execution section in our specification designed to protect the dealers from major finger pointing and scope confusion during project construction.
We are a Team Player and your Partner
We want you to be successful in winning and executing this project. At the end, that is our primary goal. Therefore rely on us and use us as a resource, communicate with us, brainstorm, share your challenges, keep us in the loop. We want to be involved and engaged.
Dealer Asks Q's and Submits Clarification RFI's
Not clear, please ask. We like to provide clarification. We wont get offended, We want your bid to be accurate!
Dealer bids per Specs
Often years of design when it to the process of selecting and specifying equipment on the project. There where critical decision made. Not bidding per spec does not give you any advantage ans it will come to haunt you and will be a major domino affect of consequences and often cost that our client will absorb beyond the "savings" dealer offers on that item.
Dealer is Attentive in his Bid
Don't guess or make assumptions, review design, review accessories, etc.
Dealer Wants to Win
Its not about numbers game, its about wining and delivering!
Alternate Proposals
A. Various items are specified by brand, trade name, or name of manufacturer and model number. The base bid must include the price for the manufacturer and model number exactly as specified.
B. The Food Service Equipment Contractor (section 11 40 00) may propose alternate equipment to be considered for substitution supplying full data and cut sheet for each item. Alternate bid items to include all options, accessories and features for each individual item clearly noted and listed. For all systems, remote rack, walk-in boxes, cooking suites, etc. FSEC to provide engineered drawings to accompany bid illustrating that the alternate manufacturer has captured all design features and quality of construction. Some alternate manufacturers must provide additional components and accessories beyond what is specified in basis of design to deliver equal performance of system. Change orders for additional components, material, labor and service to make system fully operational will be rejected.
C. Dealer to fill out and submit form as provided in specifications, exhibit B – “VE & Alternate Product Certification Form”
D. Prices for all proposed alternate equipment shall state the amount to be added to or deducted from the base bid if the alternate item is accepted.
E. The Architect or the Consultant or their representatives shall be the sole judge of the quality and acceptability of the substitute offered.
F. Alternates or substitutions shall be considered only at the time of bidding as outlined above. See exhibit 9 – and utilize “VE & Alternate Product Certification Form” for any proposed alternates. Alternates proposed without this form provided will be rejected.
G. The Food Service Equipment Contractor (section 11 40 00) shall bear all additional expenses incurred due to dimensional or field utility changes occurring as a result of the acceptance of alternate proposals. Any change orders generated as a result of higher utility requirements for the base designed item will be rejected.
Drawings and Specifications Conflicts and Discrepancies
A. If any floor plan to written specifications exist, for binding and estimating purposes, the following shall apply.
B. Floor Plans vs. Written Specifications: The project shall be performed in accordance with the requirements of the drawings and specifications combined, subject to modifications as provided in the General Conditions. The drawings and specifications are intended to complement and supplement each other. Any work required by either of them or not by the other shall be performed as if denoted in both.
C. Quantities: Larger quantity takes precedence. If floor plans call lout for larger quantity, that quantity shall be provided or if specifications call for larger quantity, that quantity shall be provided.
D. Door Swings: Plan orientation of door swings define function and flow and take precedence over written specification when conflicts exist.
E. Food Service Equipment Dealer to submit formal RFI’s for all above clarifications purposes and record.
Changes While Bidding
During examination of the contract documents, or the site, should a bidder find any discrepancies, omissions, ambiguities, or conflicts, or be in doubt as to their meaning, the Architect and/or Consultant shall be notified no later than four (4) days before the bid opening date. Where the information sought is not clearly available, the Architect and/or Consultant shall issue a clarifying bulletin to all bidders which shall become a part of the contract documents.
Examination of Site, Drawings, Etc.
A. Each bidder shall visit the site of the proposed work, if applicable, and fully acquaint himself with the conditions as they exist so that he may fully understand the facilities, difficulties, and restrictions attending the execution of the work under this contract.
B. Bidders shall also thoroughly examine and be familiar with the drawings and specifications. The failure or omission of any bidder to receive or examine any form, instrument, or document, or to visit the site and acquaint himself with the conditions there existing shall in no way relieve him from obligation with respect to his bid. By submitting a bid, the bidder agrees and warrants that he has examined these items and finds them to be adequate to produce the desired results. No claim for any extra will be allowed because of alleged difficulties arising from uninten¬tional errors or conflicts in the contract documents.