a bid review you can enjoy

TL;DR: Bid reviews don’t have to suck. Get everyone what they need beforehand to make it better.

Bid reviews can consume a lot of resources especially for large complex civil projects. It usually goes something like this: a B2W or HCSS bid file up on a big screen, alongside plans, specs, Google Earth, takeoffs, and spreadsheets - all ready for any arising question. Extra points for a highlighted set of plans taped to the wall 😉.

These sessions are vital for risk management and consensus-building among seasoned pros on the projected costs of a project. Without this collaboration, you risk either underestimating costs, leading to potential financial loss post-bid victory, or overshooting the mark, which might cause you to miss out on winning the project altogether due to overcautious estimates.

A bid review doesn't have to be a dreaded marathon of disruptions. Streamlining and improving the process is possible with a few simple changes:

1. Equip attendees with complete access to project documents in advance to enable in-depth preparation.

2. Encourage pre-review questions directed at the estimator to clear up initial concerns.

3. Distribute standardized takeoff sheets and checklists completed by estimators prior to the review. Everyone plays their part in preparation, not just the estimators.

4. Have estimators create a video summary of the project and bid file through asynchronous tools like Loom or Rewatch, encouraging the team to provide insights on complex aspects ahead of the actual meeting.

Leaders of estimating departments or divisions can find themselves immersed in bid reviews for over 20 hours per week during peak times. Recovering some of this time can be a game-changer. The magic lies in advance preparation and provisioning of materials to ensure the efficient use of everyone's time.

what is one strategy you’ve employed to refine your bid review process?

book suggestion → comfort crisis

TL;DR: why we should embrace discomfort to live a meaningful life. a great read!

A $10M mistake

TL;DR: Scary reminder of how costly rework can be.

✨ intern spotlight ✨

meet Calvin Wetzel

Meet Calvin Wetzel from Edgevanta’s 2024 Intern Class! Calvin is a PhD Computer Science student at the University of Tennessee and on UTK’s Track and Field Team. His PhD concentration is within AI/ML, where he is working with Oak Ridge National Lab’s Advanced Manufacturing Division to improve additive manufacturing techniques. He plans to develop his full stack skills and contribute to the Edgevanta mission.

How did we find Calvin? Easy! Our intern from last summer and now full time Software Engineer Peyton Davis recruited him to come build with us!

We are glad to have you this summer, Calvin, and are thrilled for you to help contractors win more work at the right price with the least hassle 💸 😎 👨‍💻 🚀 

More about Calvin below!

What inspired you to join Edgevanta, and how has your journey been so far? 

I joined Edgevanta because I thought I could make an impact from the start. As a startup, Edgevanta needs competent team players, who can contribute, and are willing to quickly learn how they can in the areas that they can't contribute to right away.

Can you share a project or accomplishment at Edgevanta that you're particularly proud of? 

I shipped code within the first week that help with customer analytics; first time I've ever done that in a commercial setting! I also built two PDF/website scrapers that can pull information from public DOT websites, which helps customer pain points and supports their future decision making.

What do you enjoy doing outside of work, and how do those hobbies influence your professional life? 

I enjoy training and competing in collegiate track and field. Sports share many themes with the professional work place. As Alfredo says, don't let the highs get too high and the lows get too low. It's all about consistent effort over time. You need to find what you love. You need to love the journey/process itself more than the destination. Those who do will ultimately go further and be left standing when the dust settles.

Stoic Wisdom Quote:

“There is nothing more uncommon than common sense.” - Frank Lloyd Wright

Wishing everyone a safe and happy 4th of July! 🇺🇸

Reflect on this as we embark on another week of bidding and building!

We value your feedback. Tell us what you think about this week’s newsletter below!

Warmly,

Tristan

About the Author

Tristan Wilson is the CEO and Co-Founder of Edgevanta. We make software that helps contractors win more work at the right price. He is a 4th Generation Contractor, construction enthusiast, bidding nerd, ultramarathoner, and paving nut. He worked his way up the ladder at Allan Myers in the Mid-Atlantic and his family’s former business Barriere Construction before starting Edgevanta in Nashville, where the company is based. Reach out to him at [email protected]