A well-organized bid team is essential for preparing competitive, accurate proposals. This guide covers how to structure, coordinate, and manage bid teams effectively.
Bid Team Structure
Core Team Roles
| Role | Primary Responsibilities | |------|-------------------------| | Bid Manager | Overall coordination, schedule, delivery | | Chief Estimator | Technical accuracy, pricing decisions | | Estimator(s) | Quantity takeoff, cost development | | Proposal Writer | Written narratives, formatting | | Operations Rep | Constructibility, methods, schedule | | Executive Sponsor | Final approval, strategic decisions |
Extended Team Members
| Role | Contribution | |------|--------------| | Superintendent | Field experience, logistics input | | Project Manager | Execution planning, risk assessment | | Safety Manager | Safety planning, requirements | | Quality Manager | QA/QC approach | | Legal/Contracts | Contract review, risk identification | | Accounting | Financial requirements, bonding |
Role Responsibilities
Bid Manager
Core Functions:
- Lead bid preparation process
- Coordinate team activities
- Manage timeline and milestones
- Ensure document compliance
- Coordinate subcontractor outreach
- Oversee proposal assembly
- Manage submission logistics
Key Skills:
- Project management
- Communication
- Organization
- Problem-solving
- Deadline management
Chief Estimator
Core Functions:
- Technical direction of estimate
- Pricing strategy decisions
- Labor productivity assumptions
- Major cost decisions
- Quality review of estimate
- Risk pricing recommendations
Key Skills:
- Deep estimating experience
- Cost knowledge
- Technical understanding
- Analytical ability
Estimator
Core Functions:
- Quantity takeoff
- Material pricing
- Labor calculations
- Equipment costing
- Subcontractor scope definition
- Estimate documentation
Key Skills:
- Blueprint reading
- Quantity surveying
- Math proficiency
- Attention to detail
Proposal Writer
Core Functions:
- Draft narrative sections
- Format proposal documents
- Ensure RFP compliance
- Coordinate content from team
- Edit and proof documents
- Manage graphics and visuals
Key Skills:
- Technical writing
- Document formatting
- Editing
- Attention to detail
Operations Representative
Core Functions:
- Construction methodology input
- Schedule development
- Resource planning
- Equipment requirements
- Site logistics planning
- Risk identification
Key Skills:
- Field experience
- Schedule planning
- Resource management
- Practical problem-solving
Team Size Considerations
Scaling by Project Size
| Project Size | Typical Team Size | |--------------|-------------------| | Small (<$1M) | 1-2 people | | Medium ($1-10M) | 2-4 people | | Large ($10-50M) | 4-8 people | | Major (>$50M) | 8-15+ people |
Factors Affecting Team Size
- Project complexity
- Bid timeline
- Self-performed work scope
- Proposal requirements
- Specialty expertise needed
- Resource availability
Team Coordination
Kickoff Meeting
Purpose: Align team on approach, assignments, and schedule
Agenda:
- Project overview (10 min)
- Scope discussion (20 min)
- Role assignments (15 min)
- Schedule review (15 min)
- Questions and concerns (10 min)
- Next steps (5 min)
Regular Check-ins
| Meeting Type | Frequency | Duration | Focus | |--------------|-----------|----------|-------| | Daily standup | Daily | 15 min | Status, blockers | | Progress review | Weekly | 1 hour | Detailed review | | Management update | As needed | 30 min | Key decisions |
Communication Channels
Recommended Approach:
- Team meetings for alignment
- Project management tool for tasks
- Shared drive for documents
- Email for external coordination
- Instant messaging for quick questions
Workflow Organization
Parallel vs. Sequential Tasks
Parallel Tasks (Can happen simultaneously):
- Different estimators on different systems
- Proposal writing while estimating
- Subcontractor coordination
- Drawing takeoff across disciplines
Sequential Tasks (Must follow order):
- Document review before takeoff
- Takeoff before pricing
- Pricing before final review
- Review before assembly
Workflow Diagram
Week 1:
├── Document Review (All)
├── Bid/No-Bid Decision
└── Initial Subcontractor Outreach
Week 2:
├── Quantity Takeoff
│ ├── Civil (Estimator A)
│ ├── Structural (Estimator B)
│ └── Architectural (Estimator C)
├── MEP Scope Definition
└── Proposal Outline
Week 3:
├── Pricing Development
├── Subcontractor Quote Collection
├── Proposal Draft
└── Operations Input
Week 4:
├── Final Pricing
├── Review and Approval
├── Proposal Finalization
└── Submission
Managing Remote Teams
Remote Bid Team Challenges
| Challenge | Solution | |-----------|----------| | Communication gaps | Structured check-ins | | Document version control | Cloud-based collaboration | | Coordination timing | Clear deadlines and handoffs | | Team cohesion | Video meetings for key sessions |
Best Practices for Remote
- Use video for important meetings
- Maintain clear document naming conventions
- Set explicit deadlines for all deliverables
- Over-communicate status updates
- Use collaborative tools effectively
Subcontractor Coordination
Who Handles Sub Coordination
Options:
- Dedicated sub coordinator
- Estimators for their scope areas
- Bid manager oversight
Recommended: Centralized tracking with distributed outreach
Subcontractor Communication Plan
| Milestone | Communication | |-----------|---------------| | Project identified | Initial invitation | | 2 weeks out | Scope packages sent | | 1 week out | Quote reminder | | 3 days out | Final reminder | | Day before | Last call |
Quality Control
Peer Review Structure
Each deliverable should have:
- Primary owner (preparer)
- Peer reviewer (checker)
- Approver (sign-off)
Review Schedule
| Deliverable | Draft Due | Review Due | Final Due | |-------------|-----------|------------|-----------| | Takeoff | Day 10 | Day 12 | Day 13 | | Pricing | Day 12 | Day 14 | Day 15 | | Proposal | Day 14 | Day 16 | Day 17 | | Final Package | Day 17 | Day 18 | Day 19 |
Team Development
Training Needs
| Role | Key Training Areas | |------|-------------------| | Estimators | Software, specifications, cost trends | | Proposal writers | RFP compliance, technical writing | | Bid managers | Project management, coordination | | All | Document management, communication |
Knowledge Capture
After Each Bid:
- Lessons learned session
- Document what worked
- Identify improvement areas
- Update templates and checklists
- Share insights with team
Common Team Challenges
Challenge: Competing Priorities
Team members have other responsibilities.
Solutions:
- Dedicated bid time allocations
- Clear priority guidance from leadership
- Advance scheduling of key resources
- Backup personnel identification
Challenge: Late Information
Documents or quotes arrive late.
Solutions:
- Build buffer into schedule
- Escalation process for late items
- Contingency plans for missing info
- Clear deadlines with accountability
Challenge: Communication Breakdowns
Information doesn't flow properly.
Solutions:
- Structured communication plan
- Regular touch points
- Clear ownership of information
- Documentation of decisions
Challenge: Scope Gaps or Overlaps
Missed or duplicated scope.
Solutions:
- Clear scope assignments
- Interface meetings
- Scope review checklist
- Peer verification
Team Performance Metrics
Tracking Effectiveness
| Metric | What It Measures | |--------|------------------| | Win rate | Bid competitiveness | | Estimate accuracy | Pricing quality | | On-time submission | Process reliability | | Errors discovered | Quality control | | Team satisfaction | Sustainability |
Continuous Improvement
Regular Reviews:
- Post-bid debriefs
- Quarterly process reviews
- Annual team assessment
- Ongoing training updates
Related Articles
- How to Write Winning Construction Bid Proposals
- Construction Bid Workflow Automation
- Quality Assurance in Construction Bidding
Frequently Asked Questions
How early should the bid team be assembled? For major pursuits, key team members should be identified when the opportunity is first pursued. Full team engagement typically begins when bid documents are released.
Should the same team work together regularly? Consistency improves efficiency and quality. However, flexibility is needed based on workload and project types.
How do I handle team member conflicts during high-stress bid periods? Address issues promptly, focus on solutions not blame, and ensure leadership is available to resolve disputes.
What's the ideal ratio of estimators to bid manager? One bid manager can typically coordinate 3-5 estimators on a single bid. For large pursuits, consider assistant bid managers.
How do I balance quality with deadline pressure? Build realistic schedules with buffer, prioritize critical path items, and have contingency plans for delays.
