Questions at bid time are an important component of the estimating and bidding process. The questions are usually posed in written form to the architect or owner unless there is a pre-bid meeting where questions are asked as a part of the overall presentation. These questions are asking for clarification on the scope for the project. The architect/engineer and owner should consider these questions important and beneficial for the project.
The questions need to be referenced to a specific scope. This may mean citing Specification 1234, paragraph 5.0, sub paragraph 5.0.1a and one particular sentence from the paragraph. The question must be kept simple. State the specific item and then ask one specific question. The last thing needed is a compound question looking for two answers. If two answers are needed, ask two separate questions. This will result in less confusion for the reader and likely result in a complete answer.
When asking about conflicting specification provisions whether within the specification or between the specifications and drawings, again be specific with what is stated on each document. Communications regarding the problem need to be clear. It does not meet the needs of anyone just to say there is a conflict.
All of the questions should be numbered. This will eliminate confusion as the questions are discussed and if they are referred to in subsequent conversations or writings.
All questions and answers developed during a pre-bid meeting should be put in writing as a part of the meeting minutes. If they are not a part of the issued minutes, do not rely upon verbal answers. Get the questions and answers in writing! This holds true for any meeting or conversation with the owner or architect/engineer where they are answering questions on the project.
Oh, By the Way… Asking questions of the architect/engineer and the owner is another way to make your competitors aware of problems with the bidding documents. This is a good strategy to have competitors price out the true scope of the work on the project. Now they can consider costs they may have otherwise missed and you are competing against better bidders!
