A coordinated tender begins with clear and complete project information. Before drawings and specifications are issued for pricing, owners and project teams should review scope, existing conditions, budget assumptions, schedule requirements and building-system constraints.
A practical preconstruction review helps reduce unclear pricing assumptions, identifies coordination issues and gives contractors a more consistent basis for preparing proposals.
1. Confirm the Project Scope
Start by defining the intended work, project objectives and expected outcomes. A clear scope helps bidders understand what must be included and reduces the number of assumptions required during pricing.
The tender package should identify the areas included in the project, expected trade responsibilities, known exclusions, owner-supplied items and project-specific delivery requirements.
- Areas and building systems included in the project
- Expected work for each construction trade
- Owner-supplied equipment or materials
- Known exclusions and scope limitations
- Permit, testing and inspection responsibilities
- Commissioning and closeout requirements
2. Review Existing Conditions
Existing-building projects require reliable information about current site and system conditions. Available drawings should be reviewed and compared with observable conditions wherever possible.
Renovations and retrofit projects may require additional site investigation before pricing, particularly where existing documentation is incomplete.
- Available drawings and record documents
- Site access and material-delivery routes
- Occupied and operational areas
- Existing mechanical and electrical systems
- Ceiling, shaft and equipment-space constraints
- Shutdown and temporary-service requirements
- Environmental or hazardous-material information
3. Establish Budget Assumptions
A preliminary project budget helps align the proposed scope, design and procurement strategy with realistic expectations.
Early budgeting does not eliminate every uncertainty. It helps the project team identify important cost drivers, allowances and decisions that require clarification before tender.
- Major construction components
- Mechanical and electrical cost drivers
- Allowances for incomplete selections
- Access and phasing requirements
- Temporary work and protection
- Permit, testing and commissioning costs
- Contingency for existing-condition risks
4. Develop a Preliminary Schedule
Tender documents should communicate the project’s timing requirements and operating constraints. A realistic preliminary schedule helps bidders evaluate staffing, sequencing, procurement and trade-coordination requirements.
- Anticipated construction start
- Required completion date
- Design and permit milestones
- Long-lead equipment and materials
- Shutdown windows
- Restricted work hours
- Occupied-building requirements
- Phased turnover or temporary relocations
5. Review Constructability and Site Logistics
Constructability review considers how the proposed work can be completed under actual site conditions. The review should address access, logistics, temporary requirements and interfaces between construction trades.
Identifying these constraints before tender allows bidders to account for them in their proposed approach instead of discovering them after construction begins.
- Site and building access
- Equipment and material movement
- Storage and staging areas
- Hoisting requirements
- Temporary protection
- Construction sequencing
- Trade interfaces
- Ceiling and service-space limitations
- Occupant and public separation
6. Coordinate Mechanical and Electrical Requirements
Mechanical and electrical systems can significantly influence project scope, sequencing, access and cost. Early coordination helps identify routing conflicts, equipment requirements, capacity limitations and shutdown needs before field installation.
- HVAC and ventilation requirements
- Plumbing and piping routes
- Equipment locations and service access
- Electrical capacity and available panels
- Lighting and control requirements
- Fire-alarm and life-safety interfaces
- Low-voltage systems
- Shutdowns and temporary connections
- Testing, balancing and commissioning
- Space above ceilings and within service areas
7. Confirm Phasing and Occupied-Building Requirements
Renovations, fit-outs and institutional projects may need to proceed while the building remains operational. Tender documents should clearly communicate occupancy restrictions and the required separation between occupants and construction activities.
- Areas that must remain occupied
- Temporary access routes
- Noise and dust restrictions
- Shutdown notification procedures
- After-hours work requirements
- Phased completion requirements
- Temporary services and protection
- Cleaning and turnover expectations
8. Identify Procurement and Long-Lead Requirements
Some materials and equipment may require early decisions or extended procurement periods. Items that could affect the critical path should be identified before tender whenever possible.
- Electrical panels and switchgear
- HVAC equipment
- Building controls
- Specialty lighting
- Doors and hardware
- Custom glazing
- Specialty finishes
- Owner-selected equipment
9. Confirm the Tender Package
Before issuing the invitation, verify that bidders will receive the information required to prepare consistent and complete proposals.
- Current drawings
- Project specifications
- Scope descriptions
- Existing-condition information
- Preliminary project schedule
- Bid form
- Allowances and alternates
- Submission instructions
- Insurance and bonding requirements
- Site-visit information
- Bid deadline
- Instructions for questions and addenda
10. Plan the Evaluation Process
Price is important, but it should not be the only consideration. A structured evaluation process helps the project team review proposals consistently and identify important qualifications or differences.
- Completeness of the proposal
- Understanding of project constraints
- Proposed construction schedule
- Relevant project experience
- Proposed project team
- Safety and quality approach
- Qualifications and exclusions
- Mechanical and electrical coordination capability
- Ability to meet procurement requirements
Preconstruction Checklist Before Tender
- Project scope is clearly defined
- Existing conditions have been reviewed
- Budget assumptions are documented
- Schedule milestones and constraints are identified
- Site logistics and constructability have been considered
- Mechanical and electrical requirements have been coordinated
- Phasing and occupancy restrictions are clear
- Long-lead items have been identified
- Tender documents are complete and coordinated
- Submission and evaluation requirements are established
Better Information Supports Better Project Decisions
A well-prepared tender package gives contractors clearer information and helps owners receive more consistent proposals. Early review of scope, budget, schedule, constructability, phasing and building systems also supports better-informed decisions before construction begins.
Preconstruction planning should be proportional to the project’s complexity. Renovations, occupied-building work and projects with significant mechanical or electrical requirements may require additional investigation and coordination before tender.
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