A Clearer Path from Design to Construction
Why the work done before bidding can determine what happens long after construction begins.
On a recent renovation project, the Owner was anxious to move forward. Contractor pricing was obtained while the design was still being developed, with an expectation that the team could refine the details as the project progressed.
At first, it seemed like an efficient way to get things moving.
But as proposals were reviewed and the scope became more defined, it became apparent that the contractors were not necessarily pricing the same project. Some had included work that others excluded. Certain elements were carried as allowances, while others were based on assumptions about design decisions that had yet to be finalized.
What initially appeared to be a straightforward comparison of construction costs became something considerably more complicated.
The team spent additional time reconciling proposals, identifying scope gaps, and evaluating costs associated with work that had not been consistently captured. Ultimately, the project was placed on hold while the Owner reconsidered the scope and next steps.
The intention had been to save time by getting an early start. Instead, the project required additional effort to establish the clarity that should have guided the bidding process from the beginning.
The Cost of Unanswered Questions
There is nothing inherently wrong with seeking preliminary contractor pricing. In fact, early cost feedback can be extremely valuable when evaluating a project's feasibility and establishing a realistic budget.
The problem arises when preliminary pricing begins to take on the appearance of a firm construction proposal.
If the intended use of a space is still evolving, or significant architectural and engineering decisions remain unresolved, contractors must fill in the blanks. Each may approach those uncertainties differently.
One contractor may include a particular building system, while another assumes it will be provided by others. One may anticipate substantial coordination between trades, while another carries only what is explicitly shown on the drawings.
Both proposals may appear reasonable. Neither necessarily represents the complete cost of the intended project.
And when those differences aren't identified before a contract is awarded, they can become change orders, schedule delays, or disputes over what was originally included.
Three Things That Need to Align
Over the years, we've found that a successful transition from design to construction depends on three things working together:
1. A clearly defined project objective. The Owner and design team need a shared understanding of what the completed space must accomplish. Intended use, operational requirements, and priorities should be established before those decisions are translated into construction documents.
2. Coordinated design documents. Architectural, structural, mechanical, electrical, and plumbing requirements need to tell the same story. Contractors should be pricing a defined scope rather than interpreting unresolved design questions.
3. A contractor who understands the work. Price is important, but so is the contractor's ability to identify coordination issues, ask informed questions, establish a realistic schedule, and recognize the complexity of the project.
When any one of these elements is missing, the others become more difficult to manage.
The Lowest Bid Isn't Always the Lowest Cost
This is where careful bid evaluation becomes particularly important.
A lower proposal may reflect a competitive approach to performing the work. But it may also reflect exclusions, understated allowances, or an incomplete understanding of the project.
Without examining those differences, an Owner may believe they're making a financial decision when they're actually accepting an unknown level of risk.
At Ponte, we look beyond the bottom line. We evaluate what each contractor has included, what has been excluded, where assumptions have been made, and whether the proposed schedule and approach are realistic.
Just as importantly, we pay attention to the questions contractors ask during bidding. A contractor who identifies a missing detail or raises a coordination concern early may be demonstrating precisely the kind of attention the project will require during construction.
The objective isn't simply to select a contractor. It's to understand what the Owner is buying and establish a reliable basis for moving forward.
Clarity Before Commitment
Construction will always involve unforeseen conditions and decisions that need to be made along the way. Even the most carefully developed documents cannot eliminate every uncertainty.
But there is a difference between managing an unforeseen condition and resolving a question that could have been answered before construction began.
Taking additional time during planning and design development may feel like a delay, particularly when an Owner is eager to begin. Yet that investment can prevent considerably greater disruption once contracts are executed, materials are ordered, and work is underway.
A well-managed project doesn't necessarily begin with the fastest start. It begins with a clear understanding of what needs to be accomplished, what it is expected to cost, and who is responsible for delivering it.
Before taking your next project out to bid, ask yourself: Are we giving contractors enough information to price the same project—or are we simply collecting different interpretations of what we hope to build?