What we need
- Bid invitations and opportunity criteria
- Approved vendor and trade lists
- File and naming conventions
- Submission requirements
- Escalation contacts and decision deadlines
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01 / Preconstruction Desk
Every bid visible. Every next action owned.
Keep opportunities, addenda, vendor outreach, and bid deadlines organized around one current board. The estimator keeps control of technical judgment while the desk maintains the administrative rhythm around it.
THE HANDOFF
What the desk can own—and what stays with your estimator.
What moves weekly
- Bid invite intake
- Plan and addendum organization
- Vendor outreach
- Quote follow-up
- Proposal packaging
- Estimator-to-operations handoff
What stays with you
Final scope, quantities, pricing, exclusions, and bid approval remain with the client’s qualified estimator or designated reviewer.
The agreed responsibility matrix should name who can approve outreach, submissions, and changes.
WEEKLY DELIVERABLE
One bid pulse instead of another inbox search.
A consistent report format lets the estimator scan risk, make decisions, and return to estimating.
- 01Current bid board
- 0214-day due-date view
- 03Missing-information list
- 04Vendor response status
- 05Submitted, lost, and won summary
PILOT SCORECARD
Define success before the first invite is processed.
Are all agreed invitations captured and assigned?
Are deadlines, addenda, and follow-ups updated within the agreed rhythm?
Can the estimator see missing information and decisions without rebuilding the board?
Are submitted opportunities packaged for a clean estimator-to-operations transition?
PRECONSTRUCTION PILOT
Map my workflow Test the workflow on one active bid cycle.
A pilot should name the opportunity set, reporting rhythm, review owner, and success criteria before work begins.