“I’ve got a project coming up, and I’m going to need to print approximately 30 sets of 100 architectural ‘D’ sized (24”x36”) prints to bid out. What are you going to charge me? Can I get a deal or a volume discount? Also, I am going to want you to keep track of who took a set. Oh, by the way, we’ll also need you to collect and manage deposits payable to our company as well.”
In today’s marketplace, this scenario is still very common, and with the technology we have at our disposal, it boggles us as to why. The best answer we can come up with is that we haven’t done a good enough job of sharing new technology tools with you, our partners.
At BPI, we have a very fast, convenient, organized way of managing your bidding process while reducing your printing costs. The service we are referring to is our BPI Planroom. The first step we take is getting you connected with one of our very knowledgeable Construction Information Managers, hereafter referred to as a CIM. Your CIM is your own personal BPI representative allocated specifically to your project information management needs. Your CIM will assist you in taking your bid documents and Ad for Bid or Invite to Bid to one of these web portals: BPI’s Public Portal; BPI’s Private Portal; or a Custom Portal, branded specifically to your project.
Within the portal, you can specify a number of things through permissions, including opening the project up for bid to the general public or locking it down to your very specific “invite only” list of recipients. The Bid Notification can be distributed to your recipient list via the internal notification system. When your recipient receives an email notifying them of the bid opportunity, they can simply click a link taking them directly to your project. Once they’ve viewed the bid documents and determined they are going to bid on a portion of the work, there are a number of ways to get the bid documents into their estimating team’s hands, including digital downloads, prints ordered and delivered by a shipping company, or from the friendly BPI staff in your area. All actions taken within the portal are tracked. This allows for multiple reports to be generated within BPI Planroom. There is no need to keep a separate planholders list, because your CIM can quickly run a real time report providing you with information such as who the plan holders are and whether they ordered hard copy prints or digital downloads.
If you have any addenda, they also can be loaded into the portal and managed with the notification tool, thus providing you with a considerable advantage over your competitors. You will have the ability to get your addendum notification out within a very short amount of time. Time is always of the essence. Your CIM updates your portal with the accompanying documentation and your bids get back to you fast.
Finally, once you’ve awarded work and you no longer need the portal, your CIM will close it out for you by archiving it to our secure backup. Or, you can continue to manage the construction phase via the BPI Planroom. A closeout of the project data is available, providing you with a reliable digital record of the bid process, which may come in handy if litigation were to arise later in the project life cycle. What a great way to keep your organization protected from “he said, she said” or “we’re not sure” scenarios! In addition, it gives you a very tech savvy professional method of delivering this information to your management or owner team.