In one minute
- A site walk (also called a job walk, pre-bid meeting or pre-bid conference) is a scheduled visit to the job site before bids are due.
- If the notice says mandatory, only firms that attend and sign in can bid. Miss it and your bid is rejected, however good your price.
- Walks are often set one to two weeks after a bid is posted. Put the date in your calendar the day you see the bid.
What happens at a site walk
The agency's project manager, and often its architect or engineer, meets the contractors who want to bid and shows them the place where the work will happen: the roof, the building, the street or the pipes.
- You see the real conditions, so you can price the job accurately: access, staging space, working hours, what's behind the walls.
- You can ask questions about anything unclear in the plans and specifications.
- You meet people: the agency's staff, and other contractors you could team up with as a subcontractor.
Mandatory or optional?
The bid notice says which one it is. Read it carefully: the word may be in the notice, the instructions to bidders, or both.
- Mandatory: you must attend and sign the sign-in sheet. Agencies reject bids from firms that are not on it.
- Optional ("recommended" or "non-mandatory"): you can still bid without going, but it's usually worth it. You'll price the job better.
How to prepare
- Check the notice for the exact date, time and meeting place, and whether a particular person must attend (for example, someone from the company that will submit the bid).
- Arrive early. Some agencies close the sign-in sheet at the start time, and finding the meeting spot on a large campus or road job takes time.
- Sign in with your company name exactly as it will appear on your bid, and add your license number if the sheet asks for it.
- Bring business cards, the plans if you have them, a notepad, a tape measure and a camera or phone (ask before taking photos at schools or secure sites).
- Wear the right gear: closed-toe shoes, and a hard hat and vest on an active construction site.
After the walk
What was said at the walk usually doesn't count until it's in writing.
- Send questions in writing by the deadline in the notice (often called the RFI or questions deadline).
- Watch for addenda. The agency publishes answers and changes as addenda to the bid documents, so everyone bids on the same information.
- Acknowledge every addendum on your bid form. A missing acknowledgment is another common reason bids are rejected.
Common questions
Can I send a subcontractor or someone else in my place?
Only if the notice allows it. Many agencies require someone from the company that submits the bid. When in doubt, ask the contact on the notice before the walk.
What if I'm late?
For a mandatory walk, you may be turned away once the sign-in closes. Plan to arrive 15 minutes early.
Is there ever a second walk?
Sometimes, if the agency adds one by addendum, but don't count on it. Treat the date in the notice as your only chance.
Are site walks ever online?
Some agencies hold a virtual pre-bid meeting, especially for services contracts. The notice says how to join and whether attendance is recorded.
Mandatory site walks coming up
From this week's list. Tap one for the time, place and a reminder email.
General guidance for San Diego County public bids. Every agency sets its own rules: the bid's official notice is always the final word.