Project Information Gathering for General Contracting
Project Information Gathering defines how all relevant project data is collected, organized, and summarized before detailed takeoff and pricing begin. It covers pulling drawings, specs, addenda, reports, schedules, logistics requirements, and client instructions into a clear information set. The process makes sure estimators are not guessing about basic project facts or hunting through emails for key details. When followed, everyone pricing the job works from the same, current, well-structured project information.
Create project information checklist for this bid
Step 1: Open standard project info checklist template
Start with your company’s standard project information checklist if you have one. If not, use a basic list that covers drawings, specs, addenda, schedules, reports, site conditions, client requirements, and logistics.
Step 2: Add project-specific items from invitation
Review the bid invitation and add any special items needed for this job, such as specific agency approvals, phasing diagrams, or unique systems not in your standard list.
Step 3: Group checklist items by category
Organize the checklist into logical sections like “Contract & Instructions,” “Drawings & Specs,” “Reports & Existing Conditions,” “Schedule & Phasing,” and “Site & Logistics.” This makes it easier to work through.
Step 4: Identify who will gather each category
Decide whether one person will gather all information or whether certain items will be pulled by others (for example, operations assisting with logistics info). Note responsible names next to each category.
Step 5: Set a target completion date for the checklist
Choose a date by which the checklist should be fully completed, allowing enough time before takeoff starts. Work backward from the bid due date and internal milestones.
Step 6: Save checklist in bid folder and link it in bid record
Place the checklist file in the bid folder and add a link to it in the bid log or CRM so everyone can find and update it as items are gathered.
Collect and organize all drawings and specifications
Step 1: Access client plan room or shared drive
Use the link and credentials from the invitation to access the project in the client’s plan room or file share. Confirm you are looking at the correct project and latest issue.
Step 2: Download full drawing sets by discipline
Download architectural, structural, civil, and all MEP and specialty drawings. If possible, group downloads by discipline or volume for easier organization.
Step 3: Download full specification set and instructions
Download the project manual, specification book, and any separate instruction documents such as “Instructions to Bidders,” “Bid Forms,” or “General Conditions.”
Step 4: Save drawings and specs into structured bid folders
Place drawings into a “Drawings” subfolder and specs into a “Specs” subfolder within the bid folder. Preserve or apply clear file naming so sheet numbers and divisions are obvious.
Step 5: Check indexes for completeness
Compare downloaded files against the drawing index and spec table of contents to confirm that all listed sheets and divisions are present. Note any missing items on your checklist.
Step 6: Record document issue dates and addenda in notes
Create a short note in the bid folder with drawing and spec issue dates and any addenda received so far. Update this note when new addenda are issued.
Gather existing reports, surveys, and record information
Step 1: Identify referenced reports in bid documents
Review the invitation, general notes, and drawing cover sheets for references to geotechnical reports, existing as-builts, topographic surveys, hazardous materials surveys, or utility records.
Step 2: Search plan room and shared folders for reports
Check all available folders in the plan room or shared drive for files labeled as reports, surveys, as-builts, or similar. Download each referenced document you can find.
Step 3: Request missing reports from client contact
If referenced documents are not available, prepare a short, clear request email to the client contact listing the specific reports or surveys you need access to by name and date if provided.
Step 4: Save reports into a dedicated “Reports/Existing Conditions” folder
Create a “Reports_ExistingConditions” subfolder in the bid folder and save all downloaded reports there. Use descriptive file names like “GeotechReport_2024-08-15.pdf.”
Step 5: Skim reports for major cost drivers
Briefly review each report for red flag items like poor soils, contamination, existing damage, or difficult utilities. Note big cost drivers in a simple bullet list.
Step 6: Update checklist and notes with report status
Mark related checklist items as complete and record which reports were found, which were requested, and any major findings in your project information notes.
Extract key project facts and constraints
Step 1: Review general notes and project description
Read the general notes on the drawings and any project description sections in the specs or invitation. Note building type, use, occupancy, and any special performance requirements.
Step 2: Capture basic size and configuration data
From drawings and notes, record approximate gross square footage, number of stories, structural system, and any distinct wings or phases.
Step 3: Identify schedule and phasing expectations
Look for required completion dates, phasing diagrams, allowed working hours, and any milestones tied to penalties or bonuses. Note whether work is in an occupied facility or a greenfield site.
Step 4: List special technical or regulatory requirements
Record any unique requirements such as specific certifications, special inspections, sustainability targets, or agency approvals that will affect cost or means and methods.
Step 5: Record site and logistics constraints
Summarize key site-related constraints like limited laydown, tight urban site, restricted truck access, or shared campus. Use both documents and any site photos if available.
Step 6: Compile facts into a one-page “Project Facts” document
Create a simple one-page summary of these facts and save it in the bid folder as “Project_Factsheet_ProjectName.pdf” or similar. Link this in the bid record for easy reference.
Capture client instructions, evaluation criteria, and bid forms
Step 1: Identify “Instructions to Bidders” and similar sections
Find and open sections labeled “Instructions to Bidders,” “Proposal Requirements,” or similar. These often appear in the front of the project manual or as separate documents.
Step 2: Extract submission format and content requirements
Note how the client wants the bid presented: lump sum, alternates, unit prices, allowances, and any required breakdowns or schedule of values. Record these requirements in your notes.
Step 3: Record evaluation criteria if provided
If the invitation lists how proposals will be scored (price, experience, approach, schedule, etc.), summarize these criteria. Understanding this helps you tailor how you present and explain your number later.
Step 4: Locate required bid forms and attachments
Find all official bid forms, affidavits, subcontractor lists, and other documents the client requires you to submit with your price. Note any that require notarization or original signatures.
Step 5: Save forms in a “Client_Forms” subfolder
Create a “Client_Forms” subfolder in the bid folder and save all required forms there with clear names (for example, “Official_Bid_Form.pdf,” “SubList_Form.docx”).
Step 6: Update checklist and project facts with instruction details
Mark related checklist items as complete and add a section to your project facts or notes summarizing key instructions and evaluation criteria for later use.
Perform desktop site review using mapping tools
Step 1: Locate the site in a map application
Enter the project address in a mapping tool and verify that pins and images align with the site plan. Confirm you are looking at the correct parcel and frontage.
Step 2: Review aerial imagery for access and staging
Switch to aerial or satellite view to see access roads, alleys, adjacent parking, and open areas. Note potential laydown areas and truck routes consistent with the site plan.
Step 3: Check street-level views if available
Use street view to inspect curbs, overhead lines, sidewalks, and nearby driveways. Identify any tight corners, low wires, or obstacles that will affect deliveries and crane or lift use.
Step 4: Review surrounding land use and neighbors
Scan for nearby sensitive neighbors such as schools, medical facilities, residential areas, or high-traffic retail. These can drive working hour limits, noise constraints, or safety measures.
Step 5: Capture and save key images
Take screenshots of views that show access routes, potential laydown, and challenging conditions. Save them in a “Site_DesktopReview” subfolder within the bid folder.
Step 6: Summarize desktop findings in project notes
Write a brief summary of what you observed and how it may affect logistics and cost. Add this summary to your project facts document or a separate logistics note.
Plan and conduct pre-bid site visit (if allowed/required)
Step 1: Confirm whether a site visit is mandatory, optional, or restricted
Check the invitation and instructions to see if there is a scheduled pre-bid meeting or site walk, or if private visits are allowed by appointment only.
Step 2: Register or request access as required
If a pre-bid meeting is scheduled, follow the registration instructions. If visits are by appointment, contact the client to request a date and time window for your team.
Step 3: Select attendees and define their roles
Decide who should attend (typically the lead estimator and possibly a superintendent or project manager). Clarify what each person should focus on, such as logistics, existing conditions, or MEP systems.
Step 4: Prepare a site visit checklist and drawing set
Print or load key plans, elevations, and a site visit checklist covering access, existing conditions, utilities, finishes, and restrictions. Bring tools like tape measures and a camera or smartphone.
Step 5: Conduct the visit and take structured notes and photos
During the visit, systematically walk the site, taking photos and writing notes by area. Capture any conditions that differ from drawings or that will affect cost or means and methods.
Step 6: Upload notes and photos to the bid folder
After the visit, transfer photos to a “Site_Visit” subfolder and type up or clean your notes into a document. Mark related items complete on the project information checklist.
Identify gaps, conflicts, and questions for RFIs
Step 1: Review drawings and specs for obvious gaps
Scan major disciplines for missing dimensions, unclear details, or conflicts between drawings and specifications. Mark items that could significantly change scope or cost.
Step 2: Cross-check reports and site findings against drawings
Compare key findings from reports and site visits with the design documents. Note where existing conditions do not match the drawings or where reports suggest additional work.
Step 3: List items that prevent clear scope definition
Focus on gaps that truly block clear understanding of scope, quantities, or requirements (for example, incomplete finish schedules, unclear phasing, or missing structural details).
Step 4: Group questions by topic and discipline
Organize potential questions into logical groups (architectural, structural, MEP, logistics, commercial) so they can be combined into coherent requests instead of scattered questions.
Step 5: Prioritize which questions must be submitted
Mark which gaps must be clarified before you can price accurately and which can be handled via assumptions noted in your bid. Prioritize high-impact questions.
Step 6: Draft question text for each RFI item
Write clear, concise question text for each item, including drawing references and what clarification you are requesting. Save this draft in a “Draft_RFIs” document in the bid folder.
Submit pre-bid RFIs and record responses
Step 1: Confirm RFI submission method and deadlines
Check the invitation and instructions to see how RFIs must be submitted (email, portal, form) and by what deadline. Make sure you are within the allowed window.
Step 2: Format questions according to client requirements
If the client requires a specific template or format, copy your draft questions into that format. Include project name, your company name, and contact information as required.
Step 3: Submit RFIs through the specified channel
Send the questions to the designated contact or upload them to the required portal. Keep a copy of the submitted questions in your “RFIs” subfolder.
Step 4: Track submitted RFIs in a simple log
Maintain an RFI log with question numbers, brief descriptions, submission dates, and response status. Save this log in the bid folder so it is visible to the team.
Step 5: Save and organize responses on receipt
When responses arrive, save them (emails, addenda, or formal clarifications) into the “RFIs” or “Addenda” subfolder. Note which questions are answered and any that remain unclear.
Step 6: Update project information notes and checklist
In your project facts and assumptions notes, incorporate key clarifications that affect scope, quantities, or pricing. Mark related checklist items as complete or updated.
Compile and distribute project information summary to estimating team
Step 1: Update the project factsheet with latest information
Review your project facts document and update it with any new clarifications, report findings, logistics notes, and final document issue dates/addenda.
Step 2: Create a brief “Estimator Start Pack”
Assemble key links and files into a short reference list: link to bid folder, factsheet, drawings folder, specs folder, reports, site photos, RFIs, and client forms. This helps estimators get oriented quickly.
Step 3: Highlight key risks and assumptions
In the summary, add a short section that calls out major uncertainties, special conditions, or likely cost drivers that estimators should keep in mind during takeoff and pricing.
Step 4: Send summary to estimating and relevant operations staff
Email the project information summary and start pack to the assigned estimator, estimating lead, and any operations staff involved. Include a short note about where everything is stored.
Step 5: Walk through summary in a short kickoff if needed
For larger or more complex bids, schedule a quick call or meeting to walk through the project information and answer any questions about documents and clarifications.
Step 6: Mark Project Information Gathering as complete in bid record
In the bid log or CRM, update the status or checklist indicator showing that Project Information Gathering is complete and that the estimate team can move into detailed takeoff and pricing.
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