Pre-bid site visits are your opportunity to see conditions firsthand before committing to a price. A thorough bid walk can reveal critical information that affects your estimate—and potentially saves you from costly surprises. Here's how to make every site visit count.
Why Site Visits Matter
Information Gathering
What You Learn On-Site
- Actual existing conditions
- Access and logistics challenges
- Coordination requirements
- Security and operational constraints
What Documents Can't Show
- True site conditions
- Neighborhood context
- Traffic patterns
- Operational realities
Risk Assessment
Visible Risk Factors
- Structural conditions (renovation)
- Site constraints
- Adjacent property issues
- Environmental concerns
Hidden Cost Drivers
- Access limitations
- Staging restrictions
- Work hour constraints
- Noise/vibration sensitivities
Types of Site Visits
Mandatory Pre-Bid Meetings
Characteristics
- Attendance required for bid eligibility
- Formal meeting/presentation
- Sign-in sheet for documentation
- Questions addressed officially
Best Approach
- Never miss mandatory meetings
- Arrive early
- Stay for entire meeting
- Follow up in writing on key questions
Scheduled Site Visits
Characteristics
- Specific dates/times offered
- May have multiple options
- Sign-up sometimes required
- Escort typically provided
Best Approach
- Schedule optimal time for your evaluation
- Request multiple visits if allowed
- Coordinate with subcontractors
- Prepare specific areas to examine
Self-Scheduled Visits
Characteristics
- Contractor arranges with owner
- More flexibility in timing
- May require coordination
- Additional visits possible
Best Approach
- Schedule early in bid period
- Request escort for access
- Plan follow-up visits if needed
- Be respectful of owner's time
Preparation Before the Visit
Document Review
Essential Pre-Visit Review
- Drawings (site, architectural, structural)
- Specifications (Division 1 especially)
- Geotechnical report
- Survey/existing conditions
Create Question List
- Items needing clarification
- Conditions to verify
- Access/logistics questions
- Operational inquiries
Equipment to Bring
Essential Items
- Camera (smartphone adequate)
- Measuring tape/laser
- Notepad and pen
- Hard hat and safety vest
- Business cards
Optional Items
- Clipboard
- Flashlight
- GPS device
- Drone (only with permission)
- PPE specific to site
Coordinate Attendance
Who Should Attend
- Lead estimator
- Project manager (if known)
- Superintendent (if available)
- Key subcontractors (if allowed)
Subcontractor Coordination
- Verify sub attendance allowed
- Coordinate key trades
- Share logistics information
- Follow up with absent subs
During the Visit
Initial Observations
Arrival Assessment
- Find the site easily? (workers will need to)
- Parking availability
- Entrance locations
- Security requirements
General Conditions
- Site size and layout
- Existing structures
- Adjacent properties
- Topography
Systematic Documentation
Photography Strategy
- Wide shots of entire site
- Specific condition details
- Access points
- Potential problem areas
Note-Taking Focus
- Measurements needed
- Conditions observed
- Questions arising
- Follow-up required
Key Areas to Examine
Site Conditions
- Soils/drainage patterns
- Utilities (visible)
- Existing improvements
- Boundaries and access
Existing Building (Renovation)
- Structural condition
- MEP system age/condition
- Hazmat indicators
- Space constraints
Logistics
- Staging area availability
- Material delivery routes
- Equipment positioning
- Temporary facilities locations
Questions to Ask
Access and Logistics
- "What are the work hour restrictions?"
- "Where can we stage materials?"
- "What delivery routes are available?"
- "Are there parking limitations?"
Existing Conditions
- "Are there any known issues not shown in documents?"
- "Has any prior work been done recently?"
- "Are there active operations to work around?"
- "What environmental concerns exist?"
Owner Expectations
- "What phasing is most important?"
- "Are there critical deadlines?"
- "What were issues on past projects?"
- "Who is the day-to-day contact?"
Specific Considerations by Project Type
New Construction Sites
Focus Areas
- Site access and haul routes
- Soil conditions visible
- Utility locations
- Adjacent property concerns
- Environmental features (wetlands, trees)
Key Questions
- Geotechnical borings representative?
- Known underground conditions?
- Neighboring owner concerns?
Renovation Projects
Focus Areas
- Existing structural condition
- MEP system locations/condition
- Hazmat indicators (pipe wrap, tile, etc.)
- Working space constraints
- Occupied building coordination
Key Questions
- Hazmat survey completed?
- As-built accuracy?
- What stays, what goes?
- Operational coordination requirements?
Occupied Facilities
Focus Areas
- Operations to work around
- Access hour restrictions
- Noise/vibration sensitivities
- Security requirements
- Safety coordination needs
Key Questions
- What areas are accessible when?
- What operations cannot be interrupted?
- Who coordinates day-to-day?
- What prior construction experience do they have?
After the Visit
Documentation Organization
Same Day Actions
- Download and label photos
- Transcribe and expand notes
- List follow-up questions
- Share with team
Information Distribution
- Brief project team
- Send relevant photos to subs
- Document RFI needs
- Update estimate assumptions
Follow-Up Questions
RFI Development
- Reference site visit observations
- Ask specific, answerable questions
- Document photo references
- Submit promptly
Clarification Requests
- Address scope ambiguities noted
- Verify conditions observed
- Confirm owner expectations
- Document responses
Estimate Impact
Incorporate Observations
- Adjust productivity assumptions
- Add/remove cost items
- Modify schedule durations
- Update risk assessment
Document Assumptions
- Note conditions assumed
- Reference photos in estimate
- Document verbal information
- Protect against surprises
Common Site Visit Mistakes
Inadequate Preparation
Problem: Arriving without knowing what to look for
Solution: Review documents thoroughly, create question list, know what matters for your scope
Insufficient Documentation
Problem: Relying on memory instead of photos/notes
Solution: Document everything, even obvious conditions—you'll thank yourself later
Missing the Meeting
Problem: Skipping "optional" visits or arriving late
Solution: Treat every site visit as valuable; never miss mandatory meetings
Not Asking Questions
Problem: Staying silent during Q&A sessions
Solution: Prepare questions, ask them, and follow up in writing
Failing to Follow Up
Problem: Observations don't make it into estimate
Solution: Same-day documentation, systematic incorporation into estimate
Site Visit Checklist
Before Visit
□ Review all bid documents
□ Create question list
□ Confirm attendance details
□ Gather required equipment
□ Coordinate subcontractor attendance
□ Confirm safety requirements
During Visit
□ Sign in/document attendance
□ Take comprehensive photos
□ Record measurements needed
□ Note existing conditions
□ Observe access/logistics
□ Ask prepared questions
□ Listen to owner concerns
□ Collect business cards
After Visit
□ Organize and label photos
□ Transcribe notes
□ Brief team members
□ Submit RFIs
□ Share with subcontractors
□ Update estimate
□ Document assumptions
Conclusion
Pre-bid site visits are opportunities, not obligations. Approach them with preparation and purpose. The information gathered directly impacts estimate accuracy and risk management.
Every minute at the site is valuable. Know what you need to learn, document what you observe, and follow up systematically. The contractors who excel at site visits build estimates grounded in reality—and win more work at profitable margins.
ConstructionBids.ai includes pre-bid meeting dates and site visit details in bid listings, helping you plan attendance and never miss a mandatory walk.
