What To Ask at a Mandatory Pre‑Bid (and Why It Matters)

Mandatory pre‑bid meetings are more than a box to tick. They’re your best (and sometimes only) chance to shape the project before bid day. Smart questions clarify scope, prevent change orders, and surface risks competitors might miss. Here’s a field‑tested script you can carry to any mandatory pre‑bid.

Why it matters

• Eligibility & compliance: Attendance and sign‑in usually gate your ability to bid; verify addenda and plan holder lists.

• Scope clarity: One answer in the room can save 10 RFIs later.

• Competitive edge: Early insight on phasing, access, and long‑leads informs pricing and schedule realism.

Quick primer: How to ask well

• Be concise, reference sheets/specs when possible, and propose a solution (“We recommend X—will that be acceptable?”).

• If the answer is pivotal to cost or schedule, request written confirmation in addendum.

The Essentials (ask these every time)

1. Addenda status & schedule: Are any addenda pending? Cut‑off for questions? Final addendum date/time? Bid time zone?

2. Bid forms: Is there a required bid form, line‑item breakdown, alternates, unit‑price table, allowances, or schedule of values template?

3. Bonding & insurance: Bid/performance/payment bond percentages; builder’s risk by owner or GC? Additional insureds and limits beyond standard.

4. Contract type: Lump sum, GMP, T&M? AIA form used? Retainage % and payment terms.

5. Schedule: Required start date, substantial completion, liquidated damages (LDs), and working hours/after‑hours policies.

Category 1 — Bidding & Administrative

• Plan holders & pre‑qual: Is pre‑qualification required? If submitted, any pending approvals?

• Bid delivery: Electronic portal vs. sealed hard‑copy; number of originals; signature requirements; public opening?

• Tax & permits: Is the project tax‑exempt? Who pulls which permits? Are permit fees waived or carried by GC?

• Prevailing wage: If applicable, which schedule? Certified payroll cadence and portal.

• Diversity goals: MWBE/DBE/SBE targets or local‑hire goals; how are they documented at bid?

Category 2 — Permits, Testing & Inspections

• Authorities having jurisdiction: Building, fire, health, environmental—any separate DFPC/Fire permit?

• Special inspections & testing: Who hires and pays (owner vs. GC) for soils, concrete, steel, firestopping, abatement air tests?

• Submittal review times: Standard durations and critical items (doors/hardware, electrical gear, RTUs).

• Commissioning/closeout: Is Cx required? OPR/BOD submittals? Training and TAB scope by whom?

Category 3 — Site Logistics & Access

• Site control: Staging/laydown areas, crane paths, and fencing requirements.

• Access hours: Quiet‑work windows for saw‑cutting/coring; after‑hours tie‑ins.

• Deliveries & parking: Truck routes, height limits, loading dock reservations, winter access/snow removal.

• Utilities: Locations, shutdown procedures, hot work permits, and permits for right‑of‑way or lane closures.

• Occupied operations: Areas remaining open; expectations for dust, odor, and vibration control.

Category 4 — Design & Scope Clarifications

• Conflicts & precedence: Which documents govern on conflict? Are there performance specs that supersede prescriptive details?

• Alternates & allowances: Confirm scope boundaries and who carries what (e.g., owner vendors for low‑voltage, signage, furniture).

• Existing conditions: As‑built reliability, abatement history, and hazmat surveys (asbestos, lead, mold).

• MEP coordination: Ceiling congestion areas, shaft availability, roof loading limits, and structural supports for equipment.

• Finish standards: Owner standards for flooring, hardware, ACT, paint, and acceptable equals.

Category 5 — Project Management & Closeout

• Schedule mechanics: Does owner require 3‑week look‑aheads and phasing maps? Milestone inspections?

• Quality controls: Mockups, pre‑install meetings, and photographic documentation standards.

• Turnover package: Digital O&M format, asset tags/serial logs, training sessions, and 11‑month warranty walk.

• Badging/background checks: Requirements, cost responsibilities, and processing time.

• Communication: Single point of contact; RFI and submittal platforms (Buildertrend, Procore, E‑mail).

One‑page Pre‑Bid Question Sheet (printable)

Project: __________________________

Date/Time: _______________________

Owner/CM Contact: ________________

Admin

▢ Pending addenda & final addendum date

▢ Required bid form/alternates/unit prices

▢ Bonds/insurance/retainage/payment terms

▢ Tax status; permit responsibilities

▢ Diversity/participation goals

Permits/Testing

▢ AHJs (building, fire, health)

▢ Special inspections by who

▢ Review durations for critical submittals

▢ Commissioning/TAB scope

Logistics

▢ Laydown/fencing/parking/deliveries

▢ Quiet hours/after‑hours policies

▢ Utility shutdown process

▢ Occupied area protections (dust/odor/noise)

Design/Scope

▢ Allowances/owner vendors

▢ Hazmat survey status

▢ Structural loads/supports

▢ Ceiling congestion/MEP coordination

▢ Finish standards & acceptable equals

PM/Closeout

▢ Look‑ahead/schedule expectations

▢ Mockups/pre‑install meetings

▢ O&M/training/asset logs

▢ Badging/background checks

▢ RFI/submittal platform

Pro tip: convert answers into bid strategy

• Risk register: Translate unclear items into allowances or alternates (and flag as clarifications).

• Logistics plan: Add time for after‑hours work, badging, and inspection windows.

• Sub coverage: Target trades impacted by answers (e.g., fire alarm, doors/hardware, testing agencies).

CTA: Send us your next pre‑bid notice. We’ll tailor this checklist to the RFP and return a bid‑compliance matrix within 24 hours.