The bidding environment is in a continuous state of evolution as it becomes more and more challenging each year with pressure to stay competitive and improve operations. As a result, a glazing subcontractor must remain competitive and maintain profit margins wherein their business can thrive.
Not only is it essential for glazing subcontractors to create clear and concise agreements, but it is also essential to make a bid that stands out.
Our purpose today is to help you create a template that you can use to list your inclusions, exclusions, and qualifications so you are better equipped to evaluate your bid proposal. We’ve created a list of essential elements that should be included in every glazing subcontractor bid.
Let’s dive in.
General Project Information
For starters, it is essential to have all general information pertaining to the project on your bid, including:
- The project owner and name of the company the proposal is being submitted to
- The name of the general contractor
- The bid category
Make sure to outline the scope of the bid category. For example, you might be writing a bid for interior glazing.
If so, you could outline the scope of your project by writing:
Furnish/install interior glazing, but not limited to, window glazing assemblies, all-glass storefronts and entrances, all-aluminum window frames, etc.
If you are creating a bid for a complex custom project, you may consider including product-specific testing in your bidding documents.
The more specific you are within your bid, the more confidence your customer will have in awarding the project to your firm.
Exclusions & Exceptions
Make sure to highlight any exclusions or exceptions to the scope of your bid described in your architectural drawings or bidding documents.
For example, you may draft an exclusion for material cleaning and protection. The more detail you have, the better, as you can properly set customer expectations and avoid issues like change orders and additional costs.
Critical Dates
Agreeing on a timeline on paper can help keep your job on track. There are a few timeline agreements you’ll want to make sure you use in your bid, including:
- Critical dates that the project management team must meet
- Critical dates subcontractor must meet
- Expected timing for payment (as well as the means of that payment)
There may be timing and schedule issues that delay payment. For example, we’re still dealing with delays to this day because of Covid, which taught us quite a bit regarding the importance of outlining potential unexpected issues. Therefore, we recommend drafting something that has a note saying unrelated issues cannot impede subcontractor pay.
Project timelines proposed are often the deciding factor on whether or not you will get awarded the project. For this reason, it’s important to make sure you are offering all of the accurate and necessary information you think your customer might ask for according to your capacity and team availability in the first shot. If you over or underestimate, it is understandable within limitations but the more accurate you are, the more confidence your customer will have in you for future projects.
Equipment and Materials
Knowing and agreeing on the equipment and materials necessary to achieve the design, as well as having the ability to provide alternative solutions is crucial.
List all equipment and materials necessary to complete the project, as well as equipment or materials to be included or excluded in the bid. It’s best to be specific when listing out materials so clients understand what they’re receiving. If there are any potential substitutions or alternate manufacturers, list those as well.
Are you planning to use equipment supplied by other parties that are required for the project?
If so, that should also go on the list.
For example, you may need to use a material hoist with an operator, which the General Contractor would supply.
Speaking of General Contractors, you may even consider adding a section that reads “all changes and additions must be approved only with and pursuant to paperwork from the GC.” This way, if you have to change any material needs for a particular reason, you must get GC approval first.
Pricing
Being as detailed as possible about pricing is imperative.
Beyond the quote for the project, you’ll want to list any taxes included or not included.
You’ll also want to list out any bonds included in the quote, as well as limitations for maintenance warranties covered by those bonds. There are times when you may need to store materials off-site, so make sure to include pricing for potential off-site storage.
It is important to be clear when identifying the allowable structure tolerance and rough opening that the proposed curtain wall or window systems will accommodate. If you have to deal with out-of-tolerance rough openings, such as out-of-square glass or frames, frames with unique shapes and sizes, or wider caulk joints, you’ll want to include a schedule of additional costs.
Lastly, consider that you may experience conditions outside your control that lead to additional costs, such as required overtime or more manpower. If that’s the case, include a schedule of those costs.
Project Completion
Outline your proposed project completion dates and define/clarify what that completion entails. Alongside this project outline, note the expiration date of the bid. We typically allow bids to stay intact without adjustments for 30 to 60 days.
Legalities
In the event of a pay dispute, you may want to include a requirement for arbitration or mediation between the glazing subcontractor and the general contractor. If changes are required that alter the scope of the project, they must be approved with signed paperwork from the general contractor.
Insurance
You’ll want to list any insurance-specific issues (OCIP/CCIP, excessive limits, etc.)
Next, you’ll want to list the limitations to the subcontractor insurance policy, ensuring that you are only held liable for the scope of the project you list in the bid.
Additional Listings
There are a few additional elements you should consider listing that aren’t as easily categorized.
These elements include:
- Custom extrusions specific to the project
- Any Leadership in Energy and Environmental Design (LEED) areas covered
- W/M/D/L BE participation
- Air, water, thermal, and structural rating for the specific glass assemblies and frame
Another important element to include is a comment noting that the conditions included in the GC’s contract do not supersede those within the glazing subcontractor’s.
Final Thoughts
Here at Advantage Drafting, we understand the importance of the bidding process and the elements that must come together to form an award-worthy project.
By no means is the above list of elements comprehensive, however it can act as an essential guide for your glazing business.
