Many estimators remember the days of the physical bid room or "war room"—a time when bids were manually sorted and reviewed in a dedicated office space. With the help of technology and automation, we have moved from the stressful days of rifling through paper files and estimates to an organized, collaborative day in a virtual bid room, streamlining the entire bid management process.
Sage BidMatrix—Sage's cloud-based bid management solution—allows for the seamless integration and analysis of subcontractor and vendor bids. As a result, users can perform bid leveling from anywhere, at any time, ensuring quality control by managing inclusions and exclusions with precision as well as tracking DBE statistics. The software integrates seamlessly with various estimating platforms, such as Sage Estimating, and can import estimates from Excel formats. This flexibility is crucial for professionals using different tools in their bid management process.
Watch the short video below to gain a brief overview of Sage BidMatrix »
Handling Alternates with Precision
One of Sage BidMatrix's standout features is its adept handling of alternates in budget breakdowns. Alternates are commonplace in the construction industry and can add complexity to the bidding process. Sage BidMatrix is designed to help you keep this process simple.
Alternate Management
Just as your bid is broken down by alternates and base bid, it's imported into BidMatrix in the same breakdown structure, typically by alternate, then by bid package. Each bid package can be further broken apart into what Sage calls “Phase” for a finer level of detail in bid management. This structured approach ensures that every aspect of the bid is accounted for, alternate by alternate or as a complete bid.
Navigating the Bid Leveling Process
Bid leveling is a critical aspect of construction bid management, where Sage BidMatrix truly shines. The process begins with importing subcontractor bids, which can be done either as lump sum bids or by specifying individual amounts for each phase. This flexibility ensures that every subcontractor's offer is accurately represented.
Path Analysis and Bid Selection
Sage BidMatrix enhances decision-making through its path analysis feature. Users can view multiple paths, each representing a different combination of subcontractor bids, and analyze them based on cost and alignment with project requirements. The system highlights the lowest cost path, along with budget differences, which allows for better decision-making.
This functionality aids in choosing the optimal subcontractor, factoring in both cost-efficiency and specific project clarifications or requirements.
Enhancing Quality Control with Clarifications
Quality control is essential in bid management, and Sage BidMatrix equips users with tools to ensure subcontractor bids meet project specifications. The software allows users to add clarifications, otherwise known as inclusions or exclusions, and apply necessary supplements to bids.
Clarification Management
Users can quickly identify discrepancies, such as missing inclusions, and adjust bids accordingly. For instance, if a subcontractor did not include cleanup in their bid, an additional amount can be supplemented to cover this oversight.
This feature not only ensures accuracy but also enhances transparency and communication among team members, as all clarifications and notes are visible across the platform because of its multi-user environment.
Comprehensive Reporting and Statistical Tracking
It's difficult to manage your bids effectively without comprehensive reporting and statistical tracking functionalities. Sage BidMatrix offers customizable reporting features, allowing users to generate detailed reports in various formats, such as PDFs, Microsoft Word documents, or Microsoft Excel spreadsheets.
Statistical Insights
The platform also provides statistical tracking, enabling users to monitor project-specific goals, such as minority-owned or local subcontractor targets. Visual indicators, like color-coded alerts, quickly inform users if these targets are met.
These capabilities ensure that bid management meets financial objectives and adheres to project-specific diversity and inclusion goals.
Embracing the Future of Bid Management
Sage BidMatrix revolutionizes construction bid management by offering a comprehensive, cloud-based solution that enhances efficiency, accuracy, and collaboration. From handling budget alternates with precision to streamlining the bid leveling process, it gives construction professionals the tools they need for successful project outcomes. Whether you're a seasoned professional or new to the industry, Sage BidMatrix provides the resources necessary to optimize your bidding strategy.
