Tips from an Expert: 5 Best Practices to Stay Organized in Your Bidding Process

Bidding for construction projects can be overwhelming. You have to manage documents, deadlines, and cost estimates while trying to win new work. Staying organized helps you avoid mistakes and save time.

Crystal Barger, VP for Customer Success at ConstructConnect®, shares her tips on how to stay organized in the bidding process. Here are five practical tips from her 20+ years of experience.

1. Centralize Your Document Management

Managing documents well can prevent costly mistakes. Crystal Barger emphasizes having one central place for all files.

"All bid management documents, such as RFIs (Request for Information), drawings, specs, and addendums, should be stored in a cloud-based system for easy access...[this is] key in the preconstruction cycle," she explains.

Using a single, cloud-based storage system means everyone on your team works from the same, most recent files. This reduces confusion and saves time. Barger suggests using consistent file names and version control to keep track of changes, especially as plans and specs evolve during the design-build phase.

2. Use a Clear Bid Tracking System

Managing multiple bids can be confusing. A clear system makes a big difference. Barger suggests using tools like ConstructConnect® Project Intelligence to find and bid on projects. In addition, using a free online bid board can help to organize your pipeline.

"You want to maintain a structured pipeline to track bid details, statuses, and follow-ups," Barger notes, “and you also want to create a pipeline of your projects so that you always have a backlog and that you’re able to continue to fill that pipeline.”

ConstructConnect’s platform keeps all your project details in one place. It lets you track deadlines, check your progress, and focus on the most important tasks. This will help your team to stay organized and meet deadlines more easily.

3. Use RFI Tracking Systems

Requests for Information (RFIs) help clarify details but can cause trouble if not managed properly.

“Whether you develop your own reusable templates for proposals, RFIs, or bid submissions—or you're using a system such as with On-Screen Takeoff® —track RFIs using the timestamp and date stamps with notes and project comments. This is key to having a standardized process for all team members.”

Barger also recommends creating a checklist to ensure all requirements are met before giving your bid. This final step, which Barger recommends being done by another team member, can catch small errors or gaps that might otherwise go unnoticed.

“A double-check or a second set of eyes is the best practice, especially when you have a new estimator on board. This way, you can make sure everything is cohesive with that bid before you submit it.”

Don’t forget to review these five tips to ensure you are submitting a successful bid.

4. Foster Collaboration and Communication

“Document! Document! Document! Because if it didn’t get documented then you have no proof that it actually happened,” Barger stresses.

An organized bidding process requires having clear methods in place. Barger offers three ways to improve teamwork and communication:

• Assign clear roles. Clearly define who will oversee which task throughout the bidding process. This keeps projects organized and reduces confusion.
• Set internal deadlines. Create internal deadlines that occur before the actual due date. This gives teams time to double-check their work without feeling rushed.
• Document everything. Whether it’s project notes, bid comments, or reviewing feedback, keep detailed notes. This ensures that all decisions and actions are recorded. The more you track, the smoother your process will be.

5. Focus on Accuracy in Cost Estimation

Winning bids often come down to accurate cost estimates. Barger emphasizes four key areas you need to consider:

• Use historical data. Analyze earlier projects to refine your approach and improve the accuracy of future bids.
• Plan for risks. Review your estimates with a critical eye. Ask “Where is my possible risk?” This accounts for potential risks and adds contingencies to guard against unexpected costs.
• Keep supplier pricing current. Use tools like Quick Bid’s eQuotes to help estimators access region-specific, real-time pricing. This ensures your bids reflect actual costs.
• Track wins and losses. Track the win-loss percentages of your bids by estimator. Every win and every loss reveal areas for improvement and teaching opportunities for less experienced team members.

“Calculate your win-loss percentages by estimator,” Barger said. “This allows chief estimators and senior estimators to provide some coaching to new estimators and allows you to see what really needs to be improved in your estimators’ daily performance.”

When you focus on precision, you empower your team to create bids that stand out from the competition.

Listen to the full interview with Crystal Barger here:

Tools to Support Your Success

Bidding doesn’t have to feel overwhelming. By applying Crystal Barger’s expert tips and using the right tools, you can create a more organized bidding process that sets your team up for long-term success.

Products like ConstructConnect Project Intelligence, Bid Management, and Quick Bid are built to simplify every step of the process. Whether you are centralizing documents, tracking bids, or refining estimates, you will increase your team’s productivity and chances of winning more bids.

To see any or all of these tools in action, get in touch with us to schedule a live demo.