Project Information Gathering for General Contracting

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.

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.

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.

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.

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.

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.

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.

Download architectural, structural, civil, and all MEP and specialty drawings. If possible, group downloads by discipline or volume for easier organization.

Download the project manual, specification book, and any separate instruction documents such as “Instructions to Bidders,” “Bid Forms,” or “General Conditions.”

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.

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.

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.

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.

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.

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.

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.”

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.

Mark related checklist items as complete and record which reports were found, which were requested, and any major findings in your project information notes.

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.

From drawings and notes, record approximate gross square footage, number of stories, structural system, and any distinct wings or phases.

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.

Record any unique requirements such as specific certifications, special inspections, sustainability targets, or agency approvals that will affect cost or means and methods.

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.

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.

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.

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.

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.

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.

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”).

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.

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.

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.

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.

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.

Take screenshots of views that show access routes, potential laydown, and challenging conditions. Save them in a “Site_DesktopReview” subfolder within the bid folder.

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.

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.

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.

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.

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.

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.

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.

Scan major disciplines for missing dimensions, unclear details, or conflicts between drawings and specifications. Mark items that could significantly change scope or cost.

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.

Focus on gaps that truly block clear understanding of scope, quantities, or requirements (for example, incomplete finish schedules, unclear phasing, or missing structural details).

Organize potential questions into logical groups (architectural, structural, MEP, logistics, commercial) so they can be combined into coherent requests instead of scattered questions.

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.

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.

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.

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.

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.

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.

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.

In your project facts and assumptions notes, incorporate key clarifications that affect scope, quantities, or pricing. Mark related checklist items as complete or updated.

Review your project facts document and update it with any new clarifications, report findings, logistics notes, and final document issue dates/addenda.

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.

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.

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.

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.

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.