How to Bid at UNC-Chapel Hill - Facilities Services

Step 1: Identifying Upcoming Projects

Refer to the UNC-Chapel Hill Facilities Planning Website for a listing of Formal and Download projects. Select a project that matches your interest (remember that these project descriptions do not always list every detail about the project; you may need to contact the Designer or Construction Management Firm to determine if your trade category is necessary on the project). If you are responding to a solicitation from another contractor concerning a specific project, use the website to obtain additional information such as project location, pre‐bid and pre‐construction conference schedules, bid date, etc. Be sure to check the UNC System website for project information concerning jobs throughout the UNC System.

Step 2: Accessing Information on the Project

Contact the Architect or Design Consultant listed to obtain copies of plans, specifications, addenda, and for information on area plan rooms where these items are available for review. If you are planning to bid the project as a principal or prime contractor, ask the architect about any prequalification requirements. If you are bidding as a subcontractor, ask for the list of Pre‐Qualified Bidders or Plan Holders. These lists provide contact information for all prime bidders and major subcontractors interested in a specific project. Contact the firms listed to obtain additional bid information and to provide your quote. By talking with estimators from the firms listed, you may be able to obtain take‐off quantities for your particular scope of work. If the project is being delivered under the Construction Manager at Risk (CM at Risk) system, contact the CM to obtain bid information and instructions on prequalification. If you do not intend to participate as a pre‐qualified bidder, ask for a copy of the prequalified bidders list. With this list, you can supply subcontractor and supplier quotes to the prequalified firms in your trade. When talking to the CM, be sure to inquire about the bid schedule, deadlines, and opportunities that may be available under the CM’s general conditions.

Step 3: Visit the HUB Resource Center at UNC-Chapel Hill

Plans and specifications for current projects are available for review. Call us at 919-801-0366.

Step 4: Attend Project Information Sessions and Pre‐bid Meetings

During your discussions, make sure that you ask about and record the date and time for the Pre‐Bid Conference (also called a Pre‐Bid Meeting). A conference is always held for each project a few weeks prior to the actual Bid Opening. The importance of this meeting cannot be overstated. In attendance are the architect, consultants, and representatives from every firm planning to supply a quote on the project. Questions are answered, issues are raised, and clarifications are made at this meeting. A project site visit or walk through is also given. Your participation in the pre‐bid conference is MOST IMPORTANT. Representatives from the HUB Resource Center are always in attendance and will gladly meet and escort you to each conference.

Step 5: Negotiate

No matter how large the project is, it is quite possible that the Prime Contractor or Major Subcontractor has or can create a package within your scope and capabilities. At the pre‐bid conference you have the opportunity to sell your services and suggest methods for the inclusion of YOUR COMPANY.

Step 6: Submitting your Bid

Arrive early on Bid‐Day. If you are bidding as a Prime, carefully review your documents prior to sealing the envelope. If you are submitting a quote as a subcontractor, submit your bid to the appropriate contractor(s) as early as possible so they can review with you the scope of work covered by your quote. When you provide your quote, inform each firm of your HUB status and remind them to report this information in their bid documents. This is important. We want to follow your progress through this process.