The document provides guidance for updating conceptual construction projects in BidClerk's CRM system. Key steps include obtaining updated timelines, determining if an architect or general contractor has been hired, and adding new contacts to the project roles. Updating the external status, description, roles, and follow-up date in CRM allows the user to track progress and earn points for status changes.

1. Training Packet
Section 1: Updating a Conceptual Project
1. When calling on a conceptual project, who should I call first?
a. A conceptual project will, usually, have 1-4 contacts in the roles that
you want to call on
b. The best contact to start with, most of the time, will be the developer
i. The developer is usually involved with all aspects of a project,
and they will be able to give you a good amount of
information
ii. If a developer is not listed, the civil engineer and the owner
are other good sources that you’ll want to utilize
2. What information do I want to obtain when calling on a conceptual project?
a. First, when you call a contact, you don’t have to always ask for the
person listed in the roles, because if that particular developer,
engineer, etc. is out of the office, someone else might be able to help
you out
b. The first question you want to ask any contact you call is an updated
timeline (when will construction start?)
c. Second, find out if an architect or a general contractor has been
awarded (don’t say “hired”)
d. Third, make sure to ask for an email address for the contact you’re
calling on if one is not listed (even if the contact is out of the office,
ask the secretary if they have an email address where you can also
reach them)
e. Lastly, ask them when the best time would be to call back and get an
update on the project, and ask them if they are the best person to call
for an update (they may end up giving you a new contact through
asking this question)
3. What information do I need to obtain if an architect or a general contractor
has been awarded?
a. Don’t start out by flat out asking for the architect’s/general
contractor’s contact information
i. Instead, try saying, “that’s great! Who will you be working
with?” or try this, “I’m interested in getting in touch with the
architect/general contractor for future sub contractor bid
opportunities”
b. You always want to get the architect’s or general contractor’s
company name, address, and phone number
c. Try and get that architect’s/general contractor’s name so when an
architect or general contractor reporter calls on this project, they will
know who to speak with

2. d. If a civil engineer is the only contact listed, still call them and ask the
same questions
i. Since the civil engineer sometimes doesn’t know about the
involvement of an architect or general contractor, ask them if
they “happen to know if either one has been awarded, or will
be in the future”
ii. The civil engineer could know if either role has been
awarded, but don’t assume that they know
4. What if I call on a conceptual project that’s bidding out?
a. You can ask any contact, especially if a general contractor has not
been awarded, if this project will go out for “competitive bidding,”
and also try to find out who will handle the bidding and a possible bid
date
i. “Will the general contractor be negotiated or will you
competitively bid out for one?”
1. If a general contractor will be negotiated, ask if the
general contractor will be in charge of any other bid
opportunities
b. There are 3 important questions to ask when you find out that a
project is bidding out, or will bid out
i. How are you accepting bids (email, fax, snail mail, etc.)? GET
THE ADDRESS FOR WHERE BIDS SHOULD BE SUBMITTED!
ii. When is the deadline for accepting bids?
iii. Are there electronically available plans/docs/specs that we
could add to the project (we can only use PDF copies)?
5. IF YOU CALL ON A PROJECT AND THE CONTACT SAYS THAT IT’S CURRENTLY
UNDER CONSTRUCTION, ASK IF THEY WILL NEED ANY OTHER COMPETITIVE
PRICING FOR ANY TRADES OR IF “ALL TRADES HAVE BEEN LET”
Section 2: What’s the Status?
1. External Status = Conceptual
a. Contacts
i. Owner/Developer
ii. Engineer – Civil (ce)
iii. Consultant
iv. Master Planner
b. Plans, Specs, Docs
i. Site plans for zoning approval
2. External Status = Design
a. Contacts
i. Owner/Developer
ii. Architect

3. iii. Engineers – Structural, Civil, MEP
b. Plans, Specs, Docs
i. Completed construction schematics
3. External Status = Final Plan
a. Contacts
i. Owner/Developer
ii. Architect
iii. Engineers – Structural, Civil, MEP
b. Plans, Specs, Docs
i. Completed construction documents (working plans)
ii. Specifications
4. External Status = Pre-Construction – Negotiated
a. Contacts
i. Owner/Developer
ii. Architect
iii. Engineers – Structural, Civil, MEP
iv. Negotiated GC (general contractor), CM (construction
manager), or D/B (design/builder)
b. Plans, Specs, Docs
i. Schematics
ii. Construction documents
iii. Specifications
Section Three: How Do I Explain whatBidClerk is?
1. “BidClerk is an online plan room, similar to McGraw-Hill or REED
Construction.”
2. “BidClerk works with local contractors and suppliers in the area for possible
bid opportunities”
3. If they still don’t get BidClerk, you can always try this: “We post projects on
our at site at no charge, and then our subscribers, many of them sub
contractors, pay to view that project and the project details in order to find
bid opportunities in their area.” Try to make them understand that we
aren’t trying to solicit for bids
Section Four: What if they Really Don’tWant to Talk to Me?
1. For starters, don’t get discouraged or upset if someone is short, or even rude
to you, it happens to everyone!
2. Be as polite as possible, no matter what, and gently try to nudge the person
into giving you some information
3. If the person really, really doesn’t want to talk to BidClerk, try going back to
the lead source and getting the information that you need from someone at
the city, who may have other contacts for the project you could call

4. 4. If all of the above fails, try giving the project a few weeks, or even a month,
(unless construction is supposed to start within the next 3 and ½ months)
and then try calling back
a. However, sometimes going to the city will prove more helpfully after
a certain point
Sub Division Questions
When calling on a project that is a sub division, there is different information that you
need to obtain
1. A sub division most likely will not use an architect, so that question isn’t
absolutely necessary
2. Let’s say you call on a developer contact for a sub division
a. First, ask that developer if they will be involved with all stages of
construction for the project, or if the landowner will just be sub
dividing the land and selling the parcels to other developers
b. If the developer will be involved with all aspects of construction, ask
them if they will be worker with a design/home builder
i. A design/home builder usually takes the place of an architect
c. Again, if the developer will be involved with all aspects of construction,
ask them if a general contractor will be used for the project, and if one
will, ask if the general contractor will be competitively bid out or
negotiated
Using CRM
Updating a Conceptual Project in CRM:
1. General Tab:
a. The external status of a conceptual project should be conceptual
b. When do you change the external status of a conceptual project?
i. If you get an architect contact, you change the external status
to design
ii. If you get a general contractor contact, you change the
external status to pre-construction/negotiated
c. The other important thing to change in CRM whenever you get an
architect or general contractor contact on a conceptual project, you
must change the description of the project
i. Change “Preliminary plans,” or “Schematic plans,” to “Design
plans”
2. Roles Tab:
a. Whenever you get a new contact for a project, add that contact to
the roles

5. i. If the company is not in CRM for the new contact, you must
create a new company in CRM
1. Details to include: company name, address, website (if
applicable), contact number, fax number, email
address (if applicable)
3. Administration Tab:
a. If you call on a project and get an updated construction start time
(that is six months or more than the current start date listed on
project under general tab), you get points for a 6 month status update
i. At the top of the page under the admin tab, there is a section
called publication
1. Whenever you get a status update, or any update, you
changed the 3 sections under publication
2. Internal Status: changes to QA
3. Reported On: changes to the date you updated it
4. Point(s) Type: for a 6 month update, you change the
points type to Update: 6 Mo Update / Status Change
b. If you call on a project and get an architect contact, you get points for
adding the architect
i. Under the publication section in the admin section, change
those 3 tabs
1. Internal Status: changes to QA
2. Reported On: changes to the date you updated it
3. Point(s) Type: change points type to Update: Architect
Added
ii. Whenever you add a architect to a project, you MUST ALWAYS
CHANGE THE ROLE AND LETTER ASSIGNMENT TO: ARCHITACT AND THE
FIRST LETTER OF THE ARCHITECT’S COMPANY NAME
c. If you call on a project and get a general contractor contact, you get
points for adding the general contractor
i. Under the publication section in the admin section, change
those 3 tabs
1. Internal Status: changes to QA
2. Reported On: changes to the date you updated it
3. Point(s) Type: change points type to Update: GC / CM
Added
ii. Whenever you add a general contractor to a project, you
MUST ALWAYS CHANGE THE ROLE AND LETTER ASSIGNMENT
TO: GENERAL CONTRACTOR AND THE FIRST LETTER OF THE
GENERAL CONTRACTOR’S COMPANY NAME
b. After you update all aspects of the project, under the administration
tab, change the follow-up date to about 2 weeks out, unless the project
is supposed to start soon