How Prime Bid Works

Prime Bid Works Throughout the
Competitive or Negotiated Bid Cycle

  1. Specialized Tool for General Contractors
  2. Automates the Bidding Process to a Set of Standards
  3. Multi-user Team Effort
  4. Organized Tool with no Programming Required
  5. Eliminates Errors Encountered with Spreadsheet Systems
  6. System that Retains the Information
  7. Difficult Detailed Processes are Automated

Prime Bid is a tool specifically designed by general contractors to optimize results on bid day to produce the best and lowest number—your right number. The stress of the last 20 minutes of bid day is released by using Prime Bid to close a bid by simply pressing a few buttons and reading the answers off of the screen. Processes that simply are not doable by sorting through the bid faxes are automated in Prime Bid—it's just too easy!

The bidding process starts with the bid invitations. Prime Software has developed and researched subcontractor databases for the United States. Inside of Prime Bid, you can generate a list of subs to invite from the prebuilt list by using criteria like area code, spec section, sub rating, union, DBE type, and more to determine the 500 subs that you want to invite. This process takes about 15 minutes—it shouldn't take 2-3 hours to come up with your list. The broadcast fax and broadcast emails are set up on a Word document that can place the recipients' company names and contact names on each of the faxes or emails sent. The broadcast fax jobs are sent to a high-speed Internet fax service that can blast out a 500-piece fax job in five minutes.

The setup of a bid file in Prime Bid is made easy via integration with popular estimating software products to bring the detailed cost items and sections across from the takeoff/estimating effort into a bid file. It takes about five minutes to transfer all of the detail and work processed. The remainder of the bid setup is facilitated by having the 16 division and 48 division lists available. The complex customizable portions of the bidder's requirements can be setup in a reasonable amount of time. Most other systems force you to perform complex requirements manually or to dedicate a team member to performing only that function at bid closing time.

The automation of the bidding process through one electronic file allows each of the team members to have a standardized, stable method to produce a bid. It's a cohesive team effort instead of a fragmented process. Prime Bid allows a team of people to work together in one file where each team member analyzes sub bids with scope qualification to produce a qualified number for specific bid packages. Valuable time is spent making judgment calls about the bids and ferreting out the gotchas from the sub faxes instead of 10-keying out potential solutions. Time is too valuable on bid day to be using technology that was available in the 1980s to produce a bid.

With Prime Bid, the work of all of the team members is captured as it is produced and able to be reviewed by all involved. All organization of the bid specification sections and the math formulas are handled by the software, eliminating errors caused by having to reprogram a spreadsheet in the middle of bid day. Prime Bid eliminates errors found with paper-based systems and/or single-user spreadsheet systems, since all of the work is stored in the bid file instead of verbally yelled across the room or analyzed from a mess of papers.

The processing and management of alternates, DBE goals, work breakdown structures, bid items, unit prices and subcontractor listings is all designed to be performed in literally seconds of time, which is impossible in a manual system. In Prime Bid, all of the low base bidder's bids can be required in the alternates at the press of one button. DBE goals are set up for the job, and the DBE subs that bid are analyzed through all of the bid packages. A best fit solution (cheapest premium) is presented to you, and that solution can be required at the press of one button.

Prime Bid can display the bid broken up into an owner-supplied custom breakdown for the job. These numbers can have the add-ons allocated to them so that the total of the bid breakdown entries is equal to the total bid amount. Bid items with quantities can be placed in a bid file, and Prime Bid will generate the unit price bid amounts for the bid items, where the extension of the quantities summarizes to the total bid amount. The subcontractor listing in Prime Bid can be set to display the selected subs by a percentage of the total bid amount. This list can also show the city, state, type of work, bid amount and contractor's license number.

Each of the bid document requirements are handled in a streamlined process. When several of the requirements above are necessary to close a job, this tool will give the correct answers in seconds. All of the bid closing information is displayed in one window for easy tabulation and communication to your bid runner.

The tension between being low on a competitive bid and obtaining profitable work keeps the bidding process interesting. Bids are often won or lost by one-quarter of 1 percent. The difference between being low or being second is the power of a correct, timely and accurate process. Prime Bid takes awkwardness out of the process and replaces it with order and efficiency. The obvious utility of this product for a general contractor can be determined in one 50-minute web demonstration. The bottom line is that this system allows general contractors to sleep at night after winning a bid competition when they are the low bidder—then, at the end of the year, evaluate their bottom line for successful results.

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