The bidding and specification process entails a host of participants in various roles. Understanding the process and what each party wants is the key to successfully winning business.

1. Product Knowledge Course
Introductory Level
BID & SPEC 101

2. Bid & Spec 101
The bidding and specification process
entails a host of participants in various
roles. Understanding the process and
what each party wants is the key to
successfully winning business.
Ply Gem manufactures and distributes
many products that go through this
process: windows and doors, siding,
aluminum soffit and fascia, shake and
stone, building envelope…. and more!
Objectives
_____________________________
By the end of this course, you will understand:
1. Definition of Specification Documents
2. Product Evaluation/Selection
3. What Architects Want
4. Contractor’s Role in Commercial Construction
5. What Contractors Want
6. What Products Get Specified
7. Architects: The Dealer Representative's Role
8. Contractors: The Dealer Representative’s Role
9. Best Practices

3. Definition of Specification Documents
Specification documents are the result of research, analysis, and evaluation usually
done by the architect that lead up to the preparation of written requirements for building
materials, equipment, and construction systems
Products defined in a specification document were already chosen by the architect
after a period of product evaluation

4. Product Evaluation/Selection
The architect’s process for product evaluation:
• Does it meet design/aesthetic needs?
• Product performance
(durability/maintenance)
• Does it meet building code standards?
• Sustainability/ Environmental Impact
(LEED)
• How does it install?
• How accessible is the product (lead times)?

5. What Architects Ask For:
• Product samples
• Specification Binder
• Testing Reports
• Project Examples: photo gallery
• Completed project addresses in nearby
area
What Architects Expect:
• Samples to be delivered promptly and to be
what they asked for
• Answers to their questions (even if it’s “I don’t
know, I’ll find out”) within one business day
• To receive personalized attention, this may
mean having an Architectural rep look over
their renderings and give feedback
What Architects Want

6. Stage two negotiations :
General contractor sends bills
of quantities to tier two
package contractors, using
negotiated or competitive
bidding process for as much
as 80% of planned work.
Contractors receive an
invitation to tender.
Contractors complete a PQQ
(Pre-Qualified
Questionnaires)
Stage two agreement signed:
Package contractors select
tier three trade contractors,
cladding, roofing, scaffolding
and smaller electrical and
mechanical, finishing works.
Short listed contractors
submit detailed tenders
based on construction
program, pricing, etc.
(THE SUBMITTAL PROCESS)
Main Contract Work Starts
Could be 6 months to 2 years
after product specified.
Appointment of Preferred
Contractor
(General Contractor, GC)
The Contractor’s Role in Commercial
Construction

7. What products get specified?
• Windows & Doors
• Siding
• Vinyl
• Premium Aluminum
• Fibre Cement
• Engineered Wood
• Aluminum Soffit & Fascia
• Shake & Stone
• Building Envelope

8. What Contractors Want
• Product Submittal Package (sometimes referred to
as a specification package)
• Product samples: Same colour and profile as
designated in the specifications from the architect
• Installation Techniques
• Warranty Documents
• LEED info
Find Mitten / Ply Gem support product
information for the architect and design
community through our websites at
www.mittenbp.com, www.plygem.ca and also
through our program with ARCAT
www.arcat.com
Building Information Modeling (BIM)
An intelligent 3D model-based process that
equips architecture, engineering, and
construction professionals with the insight and
tools to more efficiently plan, design, construct,
and manage buildings and infrastructure.

9. • Architect Meetings:
• Cold Calls
• Follow up on leads
• Architect Product Support:
• Facilitate sample requests
• Follow up on project progress
• Answer questions or research the answers
• Provide documentation
Architects:
The Dealer Representative's Role

10. 3 main types of Architect meetings:
1. Lunch & Learns (CEU Credits)
• When an architect requests a lunch & learn they are looking for 3 things:
1. A free lunch
2. Continuing education credits that go towards their annual license renewal
3. Information on a new product that they want to use one or more of their projects
2. Product Knowledge Meetings
• General meeting on technical and aesthetic aspects
3. Project Meetings
• These are usually requested when a design team is working on an active project,
and they have specific questions about installation techniques
Architects:
The Dealer Representative's Role

11. • Take time to understand their requests, sometimes they don’t fully understand the
specification package from the architect
• Take offs: Contractors will commonly ask for take-offs, what they usually mean is
they need a material list so they can get an accurate price on the product
• Submittal Package: They typically use our submittal package to include in their
submittals to the architect
• Samples: Providing a sample of the specified material is typically part of the
submittal package
• Mock-up/ Demo Display: During the bidding process and sometimes during the
final submittal process contractors need material to put together a mock-up display
to prove to their client (Architect and/or Owner) that they know how to work with and
install the material
Contractors:
The Dealer Representative's Role

12. Best Practices
• Include your business card on anything you give to architects and contractors. For
example, if you’re sending samples to an architect make sure your business card is
included, and that the back of the samples have a sticker with your branch info. Quick tip:
Always send an architect the specification document with your contact and branch
information in the supplier section of the document. This specification document
gets passed down to the contractor, who then has your contact information for
supply and pricing info
• Help the contractor with a material list. You’ll look like a hero to these guys because
you’ll be saving them a ton of time
• Help the architect with project specific questions. Always ask the architect for a
rendering of the project so that you can better understand their questions
• Mock-up material requests: Many times contractors expect to receive “free” material for
their mock-ups. It’s important to find out if the contractor has ”won” the job or is still in the
bidding process. You could have up to three different contractors asking you for free
material for a project

13. Quiz
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