Project Organization

Property Disclosures Review: Review and analyze defects list in the context of an upcoming construction project. We help outline project requirements and parameters based on these disclosures.

Project Plan Documentation: We outline the pre-construction process to the client. We create a Gantt-style schedule to demonstrate each step in the pre-construction process and anticipated timelines.

Assembling the Team: This step guides the client through the first steps of the pre-construction process. We help the client hire soils engineers, as-built companies, lot surveyors, etc. Having these in-hand when soliciting proposals from architects helps architects more fully understand the project. When clients are early in the process and ask, "How do we get started?" this is the answer. Think of this step as "getting the ball rolling." Note that BuildZoom's costs do not include costs for the engineers, as-builts, surveyors, etc.

Permit Expediting***: Full permit approvals by local jurisdiction. We will work with the architect to collect and submit all necessary paperwork, then incorporate revisions from city plan check comments as well. The contractor will be responsible for picking up the approved permits. Permit costs not included in pricing (to be paid directly by owner).

Drawing Review: Page-by-page review of project plans with the client to guide them through the details of their project, as detailed by their architect/designer. Q&A about their plan set.

Project Requirements Outline: This combines all project information in a consistent and concise format for contractors to be able to read and easily understand. This can include requirements such as: experience qualifications, insurance coverage, and project drawings. This helps ensure that contractors are all bidding the same scope of work. These requirements are incorporated into a contract later to ensure the project is implemented in a consistent manner with the way it was outlined.

Roles & Responsibilities Review: It is important to define who in the project will be responsible for each scope of work. Will the owner or contractor supply the light fixtures? Should the contractors include costs for permitting in their bids or will the architect and owner handle the permitting process? We help outline these responsibilities so that each contractor is bidding a consistent scope of work.

Assembling Packet for Lender: We use BuildZoom templates to help the client assemble a pro forma profit & loss statement, contractor resume, itemized bid, and other materials needed by loan officers or investors. We work directly with the investors as needed.

Bid Management (note that most of the language is written around contractors but that we can, and often do, conduct this process for architects as well)

  • Contractor Bid Invitations (RFP): BuildZoom consolidates all the owner's, architect's, and engineer's requirements into a single bid invitation. For Core projects, we create a simple Project Checklist to ensure contractors price all project scope needed for the project. For High Value projects, we require contractors to return: Exhibit A Contractor Resume and Exhibit B Bid Template. We manage the bidding process, setting the bid deadline and ensuring contractors submit an on-time, complete proposal.
  • Contractor Q&A (RFIS): BuildZoom manages the contractor candidates during the bidding process. We will answer contractor questions about the project scope and coordinate with the architect, engineer, and owner as necessary to ensure contractors have consistent and accurate answers to their questions during the bidding process. If needed, a Request for Information (RFI) log is created to track contractor questions and the answers from the owner, architect, or engineer. This RFI log is later incorporated into the contract to ensure the project scope during the bidding phase is maintained during the construction phase.

Site Visit Coordination: BuildZoom coordinates the logistics of contractor site visits. We send calendar invites to everyone involved to ensure expectations are clear. We ensure that the contractor contemplates existing site conditions to minimize surprises during the construction phase.

Bid Collection: We follow up with each contractor to ensure bids are submitted accurately and timely. It's normal for contractors to submit bids late (they're busy!), but we touch base early and often to ensure bids are submitted in the proper format by the listed due date.

Bid Comparison

Initial Bid Analysis: We evaluate the proposals as received. Before speaking with a contractor in detail about their bid, we fully evaluate their proposal and compare them against the competing contractor candidates. We create a Bid Evaluation deliverable for the client to review.

Review with Client: We get on a call to review the Bid Evaluation deliverable with the client. We discuss where we found holes in the bids or where contractors have made incorrect assumptions. We provide a rough idea of what the costs will be to correct those assumptions and to give the client an idea of where the bids may end up after contractors correct and update their proposals. During this call, we make a decision on which contractors we will interview based on the materials in their provided proposals.

Contractor Interviews: We schedule a call with each contractor we decide to interview in the next step of the process. The client or architect is invited to join if desired. On this call, we will discuss our findings regarding their bids and provide them with follow-up items to revise their proposals.

Revised Bid Analysis: Once the follow-up items and revised proposals are received from contractors, we revise our bid analysis to include the revisions from the revised proposals. At this stage, we will have another call with the client to review the revised Bid Evaluation deliverable. The client now has a transparent picture of each contractor's pricing, updated to the correct scope.

Negotiation: We negotiate on the client's behalf to ensure the contractors have provided their most competitive pricing and schedule. More often than not, we have negotiated more off of the pricing proposal than the cost of the VAS service.

Contractor Selection: Based on the revised Bid Evaluation and final negotiated pricing, the client and BuildZoom make a team decision on which contractor to take to the next stage, Contract Negotiation. We act as a backstop for any final questions or concerns regarding contractor proposals.

Contract Negotiation

Terms & Conditions Negotiation: We review the contractor's proposed contract and negotiate a contract that is fair and equitable to each party. We provide feedback to the client regarding what is industry standard language and what is not.

Project Requirements Documentation: We include all documentation that was used during the bidding process into the contract language to ensure that project requirements and discussions from the bid process are carried into the construction phase. This can include drawings, specifications, RFI logs, meeting minutes, project scope changes, etc.

Contract Execution: We work with both parties to ensure the contract is executed expeditiously. We can input the contract into HelloSign to help everyone sign as quickly as possible. This also ensures that no hand-written changes can be made, and that everyone has a copy on file with a date and time stamp.


Barry Grimes-Hardie - General Manager.

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