Construction bidding is part art and part science, and it is all stressful. Whether it’s your first bid or your five hundredth, you never really get to the point where you can relax during the construction bidding process.
But that doesn’t mean you can’t make things easier for yourself, and if you’re still completing construction bids manually, construction bidding software would be a massive leap towards less bid-related stress. Here’s what you need to know.
Most construction companies bid on multiple different projects at the same time. Each one of those projects requires input from estimators, project managers and planners, health and safety professionals, and many other people or divisions of your company.
Coordinating all of those things and ensuring that you meet all the mandatory bid requirements, don’t miss any elements of the specification and scope of work, manage addenda, and finish and submit it on time is a significant undertaking.
While it is possible to do this manually, it’s incredibly inefficient, and manual bid coordination often leads to errors or worse – missed deadlines.
Construction bidding software is a kind of specialized project management tool that is tailored to bidding construction projects. It allows you to bring all stakeholders and collaborators together on one platform, manage the critical path for your bid, and ensure that everyone has all relevant information in real-time.
In other words, it’s a digital platform that helps you manage the many moving parts necessary to complete a successful construction bid together in one place and track it all on a single platform.
Construction bids vary widely based on the industry, where you are located, the type of bid you’re submitting, and other factors, but there are some common features that every good construction bidding software should include, regardless of those factors.
These include:
1. The ability to create bid tasks and milestones and to customize them as necessary – you don’t want a rigid tool that does not allow customization
2. A user-friendly, easy-to-master, intuitive interface
3. A document and file storage system that allows you to upload all the relevant project documents so everyone has access
4. The ability to set and assign deadlines – you should be able to assign specific tasks to individuals or teams and create deadlines and reminders
5. Collaboration tools that allow users to request information, leave comments, request approvals, and otherwise work with other teams and individuals when necessary
6. Granular permissions and security features so you can protect your bid information and maintain confidentiality
7. A library or archive where you can save boilerplate content that you plan to reuse for other projects
Many construction bidding software solutions integrate estimating tools and project management tools, but that’s not always the case. Some are solely dedicated to managing the bidding process and allow users to import estimates, project schedules, and other information from other platforms or tools.
There’s no denying that construction bidding software can make the process of getting your construction bids out the door on time easier, but that’s not always the case.
In fact, having the wrong software can be almost as bad as not having any software at all.
For example, if you’re a trade contractor who generally bids smaller lump sum projects and you’ve got a construction bidding software package designed for general contractors who bid complex unit rate-based projects, you’ll probably find that it’s overly complex and too difficult to implement.
On the other hand, if you are a general contractor who is bidding on complex projects and you’ve got a construction bidding software tool designed for sub-trades, you might not have all the features you need to address all your problems and challenges related to the bidding process.
Even when you find the right fit, setting your software up, uploading information, creating user groups, assigning users, and other customizations may need to be done before you can hit the ground running.
A good construction bidding software provider won’t simply sell you a platform and leave you to figure it all out. They’ll provide training and onboarding assistance by listening to your needs and wants, and help you tailor your chosen solution to your team.
Many construction bidding software systems also integrate with other tools, like accounting or contract management software, so if you’re already using one or more platforms in your company, it’s important to look for something that is compatible.
So, while there’s no doubt that construction bidding software can make a big difference, you want to spend enough time evaluating your options so you find the right fit so you and get the maximum benefit.