Success Story · Construction Estimating · Confidential General Contractor
96-Hour Bid Support Helped a General Contractor Identify Approximately $140K in Savings
Optimar Precon supported a general contractor during an active bid when limited internal estimating capacity put the submission deadline at risk. Within 96 hours, our team reviewed the multi-trade scope, documented 14 assumptions, priced alternative scenarios, delivered quantity takeoffs in stages and identified six value engineering opportunities.
The client’s name, project location, project type and commercially sensitive information have been withheld. The workflow, timeline, deliverables and reported outcomes reflect information documented during the engagement.
Project overview
Construction Estimating Support for an Active Multi-Trade Bid
The general contractor entered the final four days of a live bid while its lead estimator was already managing two other active packages. The team needed additional production capacity without losing visibility or control of the submission.
Optimar Precon assignment
Scope Review, Quantity Takeoffs and Value Engineering Support
Through our construction estimating services , Optimar Precon extended the contractor’s preconstruction capacity while working within its existing bid-review process.
Scope review
Identify required trades and organise production around the fixed deadline.
Assumption management
Document drawing gaps instead of hiding interpretation inside the estimate.
Rolling takeoffs
Release completed sections early enough for contractor review.
Value engineering
Identify cost alternatives for assessment during the bid period.
Primary project objective
Protect the submission deadline without compromising bid visibility. The contractor needed to know what had been measured, which assumptions remained open, how undefined conditions affected pricing and which sections were ready for review.
The bid challenge
An Overloaded Estimating Team Faced a Fixed Submission Deadline
The contractor’s lead estimator was already responsible for two other live packages. Adding another multi-trade bid created immediate capacity, deadline and accuracy risks.
Capacity risk
The internal estimator lacked enough available hours to complete every takeoff, investigate gaps and review the package alone.
Deadline risk
The bid was due at 9:00 a.m. on Friday, leaving little room for delayed scope decisions.
Accuracy risk
Unrecorded assumptions could create omitted work, duplicated scope or unsupported pricing positions.
Scope uncertainty
Fourteen Items Required Confirmation or an Explicit Pricing Position
Optimar Precon issued one assumptions and clarification log so questions affecting scope, quantities or pricing remained visible.
Identify the gap
Locate undefined or conflicting conditions in the supplied information.
Record the question
Identify which trade, scope or quantity the missing information could affect.
Request clarification
Send the item to the contractor for confirmation during the active bid.
Price alternatives
Quantify each reasonable interpretation when no definitive answer exists.
Maintain visibility
Carry the agreed allowance, condition or alternate into the package.
Protect bid review
Prevent uncertainty from becoming an unsupported hidden assumption.
The estimating solution
A Rolling Delivery Workflow Built Around the Contractor’s Review Process
Optimar Precon divided the estimate into prioritised trade groups and released each section when it became ready. Review began while production continued.
Structural and civil
Issued first to provide early visibility into major scope components.
MEP takeoffs
Mechanical, electrical and plumbing quantities followed during the first review.
Finishes and FF&E
Remaining finishes, fixtures, furniture and equipment quantities were issued afterward.
Final consolidation
Trade outputs, assumptions, alternatives and VE observations were combined.
96-hour delivery timeline
From Initial Request to Bid-Ready Package
The sequence connected production priorities to the contractor’s decision points. Early packages created review time while later scopes were still being developed.
- Response issued within 17 minutes
- Scope breakdown underway by 10:00 a.m.
- Fourteen clarification items documented
- Takeoffs released progressively
- Final package delivered at 6:00 a.m.
Initial request received
The request arrived at 8:07 a.m. while the bid was already active.
Requirement acknowledged
Optimar Precon responded at 8:24 a.m. and began assessing the requirement.
Scope and clarification review
The package was divided by discipline and a 14-item log was prepared.
Trade takeoffs released
Structural and civil came first, followed by MEP, finishes and FF&E.
VE list issued
Six substitution opportunities were presented and two were approved.
Final package delivered
The package arrived three hours before the 9:00 a.m. deadline.
Value engineering and quality control
Cost Alternatives Were Reviewed Without Removing the Contractor’s Approval Control
Value engineering was carried out alongside estimating. Each released section also passed drawing, quantity, scope, assumption and summary checks.
Value engineering review
Six Substitution Opportunities Identified During Estimating
The flag list allowed the contractor to assess alternative materials, systems or scope approaches before finalising its commercial position.
Drawing reference check
Confirm measurements came from the current supplied documents.
Quantity check
Review counts, lengths, areas, volumes and units.
Scope check
Compare takeoffs with trade scope and available information.
Assumption check
Confirm unresolved items appeared in the log or scenarios.
Summary check
Review trade summaries and consolidated outputs before issue.
Reported project outcomes
Structured Bid Support Increased Capacity and Protected Review Time
The engagement added estimating capacity while keeping assumptions, alternatives, package status and contractor decisions visible throughout the final bid period.
Before Optimar Precon’s support
One Estimator Was Managing Three Concurrent Bid Demands
- Limited internal estimating availability
- Multiple trades requiring takeoffs
- Four days remaining before submission
- Undefined drawing conditions
- Review time concentrated at the end
- VE opportunities not yet assessed
After the 96-hour delivery
The Contractor Received a Structured, Reviewable Bid-Support Package
- Scope divided into prioritised trade packages
- Fourteen assumptions documented
- Alternative scenarios prepared
- Takeoffs released progressively
- Six VE opportunities identified
- Final deliverables issued three hours early
Project deliverables
Bid-Support Information Prepared for Contractor Review
The final package combined measured quantities, trade summaries, assumptions, alternatives and value engineering observations.
Quantity takeoff reports
Measured multi-trade quantities prepared through our construction takeoff services .
Bill of materials
Material requirements consolidated from completed takeoffs.
Trade summary sheets
High-level summaries prepared for discipline-level review.
Assumptions and clarification log
Fourteen items recording confirmed and unresolved conditions.
Alternative scenario pricing
Separate quantity positions for three undefined conditions.
Value engineering summary
Six opportunities, including two approved options representing approximately $140,000.
What made delivery effective
The Bid Improved Through Structure, Not Speed Alone
Visible assumptions
Unknowns were documented rather than hidden.
Progressive review
The contractor reviewed packages while production continued.
Scenario pricing
Undefined conditions were quantified through alternatives.
Clear responsibility
The contractor retained final commercial control.
Responsibility clarification: The general contractor retained responsibility for final bid pricing, supplier and subcontractor quotations, labour rates, taxes, overheads, markups, contractual interpretation, design compliance, substitution approval and submission of the final bid. Results on other projects will vary.
Construction estimating enquiry
Facing a Bid Deadline With Limited Estimating Capacity?
Send the available drawings, specifications, addenda, scope notes, bid forms and submission deadline. Our team will review the information and confirm whether a complete or rolling estimating workflow is appropriate.
- Multi-trade quantity takeoffs
- Bid and tender support
- Assumption and clarification logs
- Alternative pricing scenarios
- Value engineering observations
- Dedicated construction estimator capacity
Active bid requirements
Request Bid Support
Include the bid deadline, trades, available documents and the sections that need immediate attention.
