site visit before bidding

Pre-Bid Meetings and Site Visits

Jorge Lynch

Pre-bid meetings are usually held, if previously mentioned in the solicitation documents , during the bid / proposal preparation period. Their purpose is to clarify any concerns bidders may have with the solicitation documents , scope of work and other details of the requirement. These meetings are formal and the results are made available in writing to all prospective bidders that registered interest in the requirement, be it through requesting, buying or downloading the solicitation documents from an official website. Prospective bidders are permitted to request clarifications by a date and time stipulated in the solicitation documents .

It is most beneficial to hold pre-bid meetings prior to formally responding to the request for clarifications, that way the responses to the request for clarifications can be sent along with the results of the pre-bid meeting , including a copy of the minutes of the pre-bid meeting .

Although prospective bidders should be encouraged to get as much information as possible (including visiting the site) on a specific or upcoming requirement of a procuring entity , formal site visits are usually planned and carried out for works procurement and more complex goods requirements southafrica-ed.com .

When a site visit is planned, the details of the date and time must be stated in the solicitation documents . And the site visit should take place before (but not too far in advance of) the pre-bid meeting . The results are also formally sent to all prospective bidders that expressed interest in the requirement, by way of minutes of the site visit and pre-bid meeting , including consolidated responses to request for clarifications, also from prospective bidders.

The pre-bid meeting is usually open to all interested prospective bidders; however, in cases where pre-qualification or short-listing is carried out, only pre-qualified or short-listed bidders are invited to attend the pre-bid meeting .

Site visits, as mentioned above, can and should preferable be held prior to the pre-bid meeting . The reason for this preference is because after the site visit, bidders may have additional queries and these can be addressed at the pre-bid meeting and formally sent (with the minutes) to all prospective bidders that expressed interest in the requirement, or those that were short-listed through a pre-qualification exercise or restricted bidding process. The time and venue of these meetings are addressed in the solicitation documents , and attendance is usually not obligatory.

During the site visit the prospective bidders survey the site and ask questions to clarify any doubts or information provided in the solicitation documents . Sometimes, as a result of the site visit/ pre-bid meeting there might be a need to extend the bid / proposal submission date by way of Addendum to the solicitation documents to give bidders sufficient time to address any changes made to the solicitation documents as a result of the site visit and/or pre-bid meeting .

Public Procurement and Contract Administration: A Brief Introduction

This book gives you a brief introduction to public procurement and contract administration . It covers the public procurement cycle; procurement planning; requesting, receiving and evaluating bids and proposals; contract negotiations and award; and contract administration (from commencement to close-out). A glossary of terms used in the text is also included, with suggestions for further reading.

Frequently Asked Questions on Public Procurement: A Reference Guide to Procurement and Contract Administration Basics

An introductory text on public procurement and contract administration ; this book walks you through the public procurement process in a question and answer format, from procurement planning through contract administration and management. A glossary of terms used in the text is also included, as well as suggestions for further reading.

4 thoughts on “Pre-Bid Meetings and Site Visits”

can the site visit be in different times/ i belive no to keep all bidders expose to same info and not to miss any thing

what do you think

I agree with you Salem. In theory, the site visit could be at different time, and we should permit potential bidders to visit the site during the bid submission period. But, for practical purposes, it should be conducted in an organized manner and whatever is discussed must be put in writing and formally sent to all bidders that registered interest in the procurement.

What do you think?

I am interested in finding out how many days, before a scheduled pre-bid meeting (or bid document release date) should the legal notice be advertised in the paper?

Ideally, you want to give prospective bidders sufficient time to get familiar with the content of the bidding documents so they can prepare their questions and seek clarification either before or during the pre-bid meeting. At least 5 days after publication of the procurement notice is sufficient. Ten days is even better for more complex procurements.

Pre-Bid Meeting: What It Is, The Benefits, And How To Prepare For One

Construction project bidding is lengthy and competitive, where every advantage matters. Pre-bid meetings, whether mandatory or not, are crucial for obtaining more information regarding the project. Some might be hosted online, while other projects require the meeting to take place in a specific location. But what exactly are pre-bid meetings? What’s usually discussed in these meetings?

That’s what we will cover in this guide. We will explain the meetings, their benefits, and how you should prepare for one.

What are Pre-Bid Meetings?

A pre-bid, or pre-proposal meeting, is an information session hosted by the project manager to help prospective bidders understand the project. The meetings are held before the bid submission deadline, where bidders are taken through project presentations, highlighting key project areas and helping them become attuned to project requirements.

Perspective bidders also request clarifications regarding the project specifications and requirements in this meeting. Think of it as a project walkthrough, helping you visualize the work and end product. The project owner sets the stipulated date for these meetings, which you can find in the solicitation documents.

Now that we know what pre-bid meetings are, let’s see why you should attend one.

Benefits of Attending Pre-Bid Meetings

While they may not be the most entertaining, pre-bid meetings are an oasis of information. Given the competitive nature of the bidding process, every piece of information edges you closer to winning a project. Here are more benefits of attending pre-bid meetings.

Understanding the Project

Under the project scope, the prospective bidders are taken through the material requirements, project phases, and expected work. The objectives cover the timeline, quality requirements, budget, and other crucial project aspects.

Clarifying Doubts

Complex construction projects have many details, some of which might be confusing. Pre-bid meetings provide prospective bidders with an opportunity to clarify any ambiguity. They also ask any questions they may have regarding the project.

Site visits are also common in these meetings, helping bidders experience the site firsthand. Vendors gain access to the site to inspect and identify any logistical challenges, construction equipment, and labor requirements to complete the project.

Leveling the Playing Field

All potential bidders receive the same project information, eliminating any favoritism. Some solicitations require mandatory pre-bid meetings, with every attendee required to sign the attendance sheet. Government and large-scale project owners tend to provide solicitation documents to interested bidders after the meeting.

The interested contractors are supplied with the meeting’s briefs and answers to all the questions they may have raised during the meeting. The transparency nature of these meetings ensures everyone is on the same page regarding the project.

Networking Opportunity

Bidders use pre-bid meetings to expand their network by connecting with other bidders. Doing so helps them grow their contacts, opening more opportunities for future collaborations. It’s also an opportunity to share industry knowledge and information, most of which facilitate business growth.

Now that we know why these meetings are important, let’s see how you can prepare yourself.

How to Prepare for Pre-Bid Meetings

Preparing for a pre-bid conference helps you stay focused, ask the right questions, and understand the presentation better. Here are a few tips to help you prepare for the meeting.

Review Bidding Documents

If the project owner supplies the bid documents before the meeting, take your time to go through the entire package to grasp the requirements and specifications. Focus on the scope to understand the designs, plans, materials, and labor requirements. It also helps you estimate the overall project cost.

However, some project managers, like government agencies , prefer to hand out bidding documents during the meeting. In this case, focus on the presentation and take notes throughout.

Bring Required Documents

Every construction bidding process requires certain materials and documents from interested bidders. They may include financial, insurance, license, and other paperwork to help craft contract documents.

Review the bid documents to identify any documents required for the pre-bid conference.

Pick the Right Team

The bid preparation process requires a team that understands the project requirements and your proposed approach. Picking a staff member with experience crafting desirable bids is crucial at this stage. They know the details to look for and how to frame any concerns.

Allow your team a site visit to review any challenges to the construction projects and their solutions.

Ask Questions

You must understand the project in depth before initiating the bidding procedure. Asking questions provides a better understanding of the project and helps to clarify any ambiguity or miscommunication. Have your team draft any concerns or questions they may have before the meeting. Also, it’s best to listen to other prospective bidders’ questions, as the answers might provide more information on the project.

Final Thoughts

A pre-bid conference is crucial for understanding the project’s scope and requirements. Bidders are allowed site visits to familiarize themselves with the working conditions and identify any challenges. These meetings also allow potential contractors to network and grow their contact list. Before attending the meeting, ensure you read the solicitation documents to understand project expectations. Bring the right team and required documents, allow them a site visit, and ask questions to clarify anything important.

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The Crucial Role of Pre-Bid Conference Site Tours in RFPs

August 28, 2023

In the intricate dance of business negotiations, the Request for Proposal (RFP) process stands out as a pivotal step. It’s where potential contractors and suppliers showcase their capabilities, hoping to secure a project.

But there’s a lesser-known, yet crucial component of this process: the pre-bid conference site tour. This guide delves into its significance and why it’s indispensable for a successful RFP .

Understanding Pre-Bid Conferences

A pre-bid conference is a formal meeting between the entity issuing the RFP and potential bidders. It’s an opportunity to clarify project details, answer questions, and ensure that everyone is on the same page. Think of it as a proactive measure to prevent misunderstandings that could arise later.

The Importance of Site Tours

While discussions and presentations are valuable, there’s nothing quite like seeing a project site firsthand. Here’s why:

The “Gut Check”

Walking the grounds, inspecting facilities, or reviewing the area where a project will take place provides a tangible sense of scale, context, and potential challenges.

Identifying Challenges

Physical environments often harbor unforeseen challenges. A site tour can reveal these, allowing bidders to factor them into their proposals.

Facilitating Accurate Bids

With a clearer understanding of the project’s nuances, contractors can provide more accurate, competitive, and realistic bids.

Benefits of Pre-Bid Conference Site Tours

The advantages of incorporating site tours into the RFP process are manifold:

Enhanced Clarity: It ensures that all bidders have the same, clear understanding of the project. This minimizes discrepancies in bids due to misunderstandings.
Risk Mitigation: Early identification of potential risks means they can be addressed in the proposal stage, rather than becoming costly, contentious issues later.
Stakeholder Engagement: Site tours foster a sense of engagement and partnership. They allow for face-to-face interactions, building trust between project owners and potential contractors.
Improved Accuracy: A well-informed bidder is more likely to submit a proposal that aligns closely with the project’s actual needs and challenges.

Common Concerns and How to Address Them

However, like all processes, pre-bid site tours come with their own set of concerns:

Revealing Competitive Strategies

Some bidders worry that attending a site tour might reveal their interest or strategy to competitors. This can be mitigated by ensuring that the tours are structured and that no bidder gets preferential treatment.

Logistical Challenges

Organizing site tours, especially for large or remote projects, can be daunting. However, with proper planning and by leveraging virtual tools when necessary, these challenges can be overcome.

Fairness and Transparency

It’s essential that all potential bidders have an equal opportunity to attend the site tour. Recording the tour and making it available to those who couldn’t attend in person is one way to ensure this.

Best Practices for Conducting Pre-Bid Conference Site Tours

To maximize the benefits of site tours, consider the following best practices:

Planning and Scheduling

To maximize the benefits of site tours, it’s essential to approach them with a well-thought-out strategy. One of the primary considerations is timely scheduling. Organizing the tour at a time that allows for maximum attendance is crucial. Potential bidders should be given ample notice to ensure their availability, allowing them to prepare adequately for the tour.

Information Dissemination

Equally important is the provision of comprehensive information packets to attendees. These packets should detail the project, its requirements, and any other pertinent information. By ensuring that all attendees have a clear understanding of what’s expected, you set the stage for a productive and informative site tour.

Open Dialogue and Documentation

Encouraging open dialogue during the tour is another key practice. By fostering an environment where questions are welcomed, you not only clarify doubts but also gain insights into what potential bidders consider important. Coupled with this is the importance of meticulous documentation.

Every aspect of the tour, from the route taken to the questions asked and answers provided, should be documented. This serves as a valuable reference for both the issuing entity and the bidders, ensuring transparency and clarity throughout the RFP process.

Wrapping Up: Site Tours Create Success

The pre-bid conference site tour, while seemingly just a small step in the extensive RFP process, can be the difference between a project’s success and failure. By offering clarity, mitigating risks, and fostering engagement, it ensures that both the issuing entity and the bidders are better equipped for the journey ahead.

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Site Visits – What Are They and How Can I Benefit?

30th january 2019.

Table of Contents

What is a Site Visit?

Last updated: Jun 7, 2022 @ 3:56 pm

Site visits are a component of the tendering process . They involve visiting the site where you are hoping to deploy your services, for the purposes of gaining in-depth information.

Are site visits common?

Within certain sectors, yes. Site Visits are not a universal aspect of tendering. You may find on one tender that it is compulsory to attend a site visit, for another that it is optional and for another, it is not offered as a possibility. This is yet another reason for reading the tender documents thoroughly. Not all tender documents are laid out in the same way. The information pertaining to potential site visits could be buried in an unlikely section of your documents.

Why do we need site visits?

Depending on the sector that you are tendering within, site visits may or may not be integral. If you work in Construction , Energy, Facilities Management or similar, then site visits are incredibly important for the following reasons:

Information gains

Site visits pose a valuable source of information that you may not get from the tender documents .
They present an opportunity to get detailed information from people who are knowledgeable about the site.

Accurate pricing

If you are required to submit a pricing document, site visits give you the chance to gain meaningful information that you would never be able to glean from just the tender documents or internet searches. This will allow you to produce a realistic pricing strategy , preventing you from erroneously pricing too high or too low.

Better quality responses

Site visits are invaluable for gathering details that will strengthen your quality responses, especially those that focus on Health & Safety, Contract Implementation and Risk Assessment & Mitigation.
You can clarify any doubts that you may have about the information provided in the tender documents. This will again help you in your journey towards the completion of a detailed, competitive tender submission .

Site visit outcomes

There are several things that can happen as a result of a successful Site Visit.

You could simply come away with more information to include in your tender submission , which is always a fantastic result.
You may find that the tender deadline is extended if enough doubts, queries or clarifications are raised during the visit that causes the Buyer to consider releasing updated tender information.

How do I make the most out of my site visit?

Fortune favours the prepared. Before you go on your site visit, make sure you have covered the following points:

Know as much about the Buyer as you can before you go. This will mean that you don’t waste valuable time asking questions that you could already know the answers to.
Make a list of all the information you need to learn and take it with you. You might be confident that you have enough information about H&S requirements, but that you need a lot more information to help with pricing.
Be confident and ask questions, even if you think the answer is probably obvious. Showing engagement throughout the site visit will stand you in good stead if you end up making it through to a Presentation Stage.
Look for visual clues. You will be able to tell a lot about the Buyer and their work culture, especially regarding everyday H&S matters. This information could help you write a tender that emphasises areas you realised are more important to the buyer than others.

In conclusion

If you are hoping to supply a service that is deployed on a buyer’s site, then site visits are an unmissable opportunity to gain detailed, relevant information that could give your tender the defining edge. Don’t see them as an exercise in futility, but an opportunity to gain the upper hand over your fellow tenderers. If you ask smart questions, pay attention to the environment and embed as much of the information gained into your submission as possible, you will find that the quality of your tender submissions can grow exponentially. Partaking in a site visit can help you write a winning bid when tendering for contracts .

For more information or help with tender writing , please contact our Bid Writers and bid management consultants.

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Conducting a Meaningful Site Visit

A site visit can be one of the most important tools you use, as a grantmaker, in determining your ultimate funding decisions. For example, an in-person look at a potential grantee’s activities can complement a grantee’s written proposal and give you a clearer picture of their request. In fact, site visits can be one of the most interesting parts of the grantmaking process.

What makes a site visit meaningful? Careful preparation, mutually understood goals, a willingness to see the event as part of an ongoing relationship. So how can you be a "good guest" while conducting a structured, but not stifling, site visit? Here grantmakers offer some helpful advice for:

"It's not surprising to feel a little nervous about site visits. One way to orient yourself is to put yourself in the shoes of the applicant and imagine how you'd like to be treated. Often, puzzles about what to say or how to say it will become immediately clear."

— A grantmaker recalling a first experience with site visits

Managing Your Role

Since the business of making grants primarily involves establishing a relationship between the grantor and the grantee, grantmakers often conduct site visits precisely to develop firsthand relationships with leaders and organizations in the communities and fields on which they focus. As such, a site visit can serve as an open-ended interview that allows you to ask pressing questions you may have and let potential grantees discuss the things they love to do. Talking at length and in depth with applicants about their work, and making certain they understand the fundamental purposes of your grant-making program, can also sometimes lead to exciting new ideas.

It can be a mistake, though, to think of a site visit as a discrete, one-time-only event. Site visits and one-to-one conversations are more likely to be continuing activities — at least with organizations directly involved in your program areas. Consequently, you may decide to make your first site visit to some organizations before you circulate a request for proposals, as a get-acquainted step, or as an element of your overall reconnaissance. Later, another visit may be part of your consideration of the group’s proposal. If you decide to award a grant, there are likely to be other visits — within reason — down the road, either to monitor the grant or maintain good relations.

Bear in mind that few organizations turn down a funder’s request for a meeting. They may be in the midst of their busiest season, rushing to prepare a proposal for another funder, or simply overwhelmed with work — they’ll probably still set aside two hours for you. As valuable as site visits can be, therefore, it’s important to make sure you’re not imposing on the organization’s time or distracting its staff. Remember: the organization is not likely to tell you — at least at first — that your request for a meeting comes at a bad time. You need to be alert and sensitive, and hope that at some point the group feels free to be more candid with you about its schedule.

Before You Visit

If the site visit is a first contact, do some homework. If you have not yet received a proposal from the organization, visit its Web site, if one exists, or research its area of work. This preparation allows you to use the time you spend with potential grantees efficiently, to ask pertinent, informed questions, and to understand what they’re trying to accomplish.

Even if the contact isn’t a new one, prepare yourself and the grantee before the visit. Be thoughtful and clear. For example, you might explain that you want to learn more about a particular aspect of the organization’s work. In any case, let them know how much time you have, and whether there are particular people or activities you would like to see.

Formulate some preliminary questions — but be careful of coming up with a long list. Narrow it down to the three most important ones, so as not to overwhelm your host. Notify the potential grantee of your questions ahead of time. You might also suggest that the organization send you an agenda of its own for the visit.

If possible, schedule site visits at times when you can observe some type of program activity. It helps to experience the work of the potential grantee firsthand.

While it can be helpful to conduct your visit with other staff from your foundation — the added perspective may be valuable — remember that having too many additional people can make it hard to have an informative, relaxed conversation.

Be aware that a site visit is a very important event to potential grantees. They will quite likely put a lot of energy into planning it and will hope to have your full attention. Difficulties in scheduling can create a misleading impression, as one grantmaker learned: "I remember a time when one of our team had to leave after half an hour. It wasn’t disrespectful; it was just someone juggling a tough working schedule. But it seemed as though perhaps we weren’t really that interested."

During the Visit

Begin by reminding people of the reason for your visit and about your role. You may have explained these points already, but nonprofits often play host to visitors, and may not remember what you told them. Be sure they understand that you’re there not only as an interested individual, but as your organization’s representative.

Since everyone's time is scarce, you may want to focus on what you most need to know to make a good grant, and on matters that call for the prospective grantee's impressions, interpretations, and personal reflection. In other words, the site visit is not usually the best time to bring up small, detailed matters that may require the applicant to do research or analysis. It is an opportunity to get to know the organization in a more personal way than is possible on paper

As the Visit Concludes

Don't forget to use the visit as an opportunity to expand your knowledge of the broader community or field. Ask applicants for suggestions about other organizations or activities that you should be looking at, or other people you should get to know.

Leave room for excitement: surprisingly good things can happen during a site visit. "I remember one visit," notes an experienced grantmaker, "when, after about an hour-and-a-half of talk and examination of the premises, the prospective grantee deferred going to another meeting so he could fill us in on his ideas for several different possible grants. It was a lively discussion, and I think curtailing it would have curtailed the making of the grant. You have to leave room for excitement."

And a final note. If the first one or two visits start off stiffly, don't worry. It takes more than an hour or two, and often more than a single visit, to establish the kind of trusting, open relationship in which a real exchange of ideas — the "excitement" — can take place.

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Free Site Analysis Checklist

Every design project begins with site analysis … start it with confidence for free!

Site Visit Analysis and Report: How to conduct and evaluate your first architecture site visit

Updated: January 2, 2024

Here we will cover everything you need to know about of how to approach your first site visit analysis for a new project, what to do when physically there, and how to eventuate and summarize the information you collect.

However before visiting for the first time we highly recommend that you carry out desktop study beforehand, as this will provide an important initial understanding of the site and generate far better results and more refined questions once there.

The desktop study will also help to identify the important items of equipment that you will need to take with you to make your trip as successful as possible. …these are mentioned below but may include a:

Site map (very important)
Tape measure
Laser distance meter

…more essential architects items here

Conducting an architecture site visit analysis

A site visit analysis is a comprehensive report that summarizes the findings of a physical inspection of a potential development site. It includes information on the site’s physical characteristics, location, surrounding area, demographic information, environmental impact, zoning regulations, traffic flow, and recommendations for development.

The report synthesizes all gathered information to provide a comprehensive understanding of the site and its potential.

What to look for?

Once there, there are a whole number of important areas and items that need to be studied and recorded, some of which would have already been identified during your desktop study, but as a starting point we’ve produced the below list of all the key areas:

We suggest that you take these with you and tick them off as they are found, so not to miss anything.

Entrance and access points (both pedestrian and vehicle)
Security (gates, surveillance)
Travelling to the site (road types and suitability, safety, public transport)
Boundary treatment (fencing, vegetation, land form, water)
Extent of boundary (does it match the survey/OS map)
Circulation (existing travel routes within the site)
Noise levels (quiet and loud areas)
Services (electric, gas, water, sewage)
Existing buildings (condition? Relevant? Protected?)
Existing landscape features (condition? Relevant? Protected?)
Neighbouring buildings (local vernacular, protected?)
Views in and out of the site (areas to screen off and areas to draw attention to)
Tree’s and vegetation (protected and rare species)
Ecology (any areas likely to be home to protected species)
Orientation (sun and wind paths)
Light levels (areas in direct sunlight, shaded areas, dappled light)
Accessibility (disability access)
Surrounding context (historical, heritage, conservation area, SSSI, AONB)
Existing materials in and around the site
Topography (site levels)
Flood level (is it likely to flood)
Soil and ground conditions (types and suitability)
Existing legal agreements (where are the rights of way, covenants)
Hazards (Electricity lines, Drainage, Telephone lines, Sub-stations)

We provide a site analysis checklist here covering all of the above that’s free to download.

Where to start

You want to begin documenting your visit as soon as you arrive, as the approach and entrance to your site are just as important as the site itself. If you’re desktop study didn’t highlight the possible routes and methods of transport to and from the site, then this needs to be recorded also.

Documenting your first impressions is vitally important, ask yourself; what do you see as you enter the site? what do you hear? what do you feel? (…what senses are the first to be triggered), you will only get one chance to do this properly and so you need to make it count!

…and don’t forget to include the location of the elements you record, when noting it down on your site map or survey. By the end of your visit, you should barley be able to read whats under all your notes …write down everything!

Moving on from first impressions, you should plan to walk around the site as least twice (as a minimum) to ensure that nothing is missed, so leave enough time to make a least two loops, noting down and photographing everything that you feel is relevant, no matter how small.

…there’s nothing worse than getting back to the studio and realizing you forgot to document something.

We like to use the check list supplied above and:

Firstly walk around the site whilst annotating a site plan
Secondly with a camera …photographing everything
and thirdly with both …just in case something has been missed

This way we can focus on one task at a time, helping to ensure we gather everything we need.

In terms of a camera, and depending on your budget we suggest looking one these three options (but a phone is just as good):

Sony DSCW800 Digital Compact Camera
Sony DSCWX350 Digital Compact Camera
Canon EOS 1300D DSLR Camera

It can be difficult to identify certain elements, and some may only be noticeable from a professional survey, such as underground services and precise spot levels. But approximations of such locations and heights are a good start and can serve as a reminder for further investigation.

If accessible you can of course take your own measurements and so this is where a tape measure and/or distance meter will come in handy.

Try one of these:

– Tape measure

– Laser distance meter

What to take with you

Firstly look at the weather, you wont have a good time if your not dressed appropriately, and this applies to protecting your notes and equipment as well as yourself.

…a simple quick check, can make or break a visit, arranging to go on sunny day will also give you the best site photographs, which could also be used in future CGI’s and presentation material.

If the site is derelict, or has potentially dangerous or hazardous elements, it is likely that you will require personal protection equipment (otherwise known as PPE) so make sure this is organised before setting off.

As a minimum you want to take with you a camera, a pen and an OS map. Google Maps can provide a temporary (though very basic) version, but a much preferred scaled version that can normally be obtained through your university or practice via such companies as:

Digimap – digimap.edina.ac.uk
Xero CAD – xerocad.co.uk
CAD Mapper – cadm a pper.com (free account available)

As mentioned, you will want to make notes, and record everything you observe, experience and hear all over this map. So print out a couple of copies at a usable and convenient size.

A camera is essential in documenting the site, and the pictures taken during your visit are likely to be used on a daily basis throughout your project. So once again make sure you document and record everything.

Pictures should be taken from all distances, close zoomed-in sections of materials and textures along with shots of the site from a distance to include the area as a whole and within its context.

Note pads are important for obvious reasons, we prefer an A5 sized pad, as this is much easier to carry and hold than an A4 one.

Tape measures can be useful, but we never go on a site visit without a distance meter.

…and lastly if you’re visiting on your own, don’t forget to tell someone where you’ll be and take your phone with a charged battery.

Our site visit equipment check list looks something like this:

Weather check
Print out our “what to look for” checklist
Site map (at least 2 copies)
PPE equipment
Scale ruler

If you are interested in trying our architecture site analysis symbols for your own site analysis recordings and presentation, then head over to our shop ( Here ).

FAQ’s about site visit analysis

What is included in a site analysis.

As discussed above, site analysis typically includes the following elements:

Site location and context: Understanding the location of the site in relation to the surrounding area, including climate, topography, neighboring buildings, and accessibility.
Physical characteristics: Examining the site’s physical features, such as its size, shape, soil type, vegetation, and water sources.
Utilities and infrastructure: Assessing the availability of utilities such as electricity, water, gas, and sewer, as well as the infrastructure, such as roads and transportation.
Environmental considerations: Analyzing the site’s potential environmental impact and assessing any potential hazards, such as flooding or soil stability.
Zoning and land-use regulations: Reviewing the local zoning and land-use regulations to determine the types of uses and development allowed on the site.
Cultural and historical context: Examining the cultural and historical significance of the site and its surrounding area.
Demographic information: Analyzing the demographic information of the surrounding area, including population, income, and age.
Traffic and pedestrian flow: Studying the flow of vehicular and pedestrian traffic in the area to understand the impact on the site.

This information is used to inform the design of a building or development project, taking into account the unique characteristics and constraints of the site.

What are the steps of site analysis?

including the above, the steps involved in conducting a site analysis report typically include:

Data Collection: Gather data and information about the site, including maps, aerial photos, zoning regulations, environmental reports, and other relevant documents.
Site Observations: Conduct a site visit to observe and document the site’s physical and environmental conditions, such as topography, vegetation, water sources, and neighboring buildings.
Context Analysis: Analyze the site’s location and context, including its surrounding area, access to transportation, and cultural and historical significance.
Demographic Analysis: Study the demographic information of the surrounding area, including population, income, and age, to understand the potential market for the development project.
Traffic and Pedestrian Flow Analysis: Study the flow of vehicular and pedestrian traffic in the area to understand the impact on the site.
Synthesis: Synthesize the information gathered in the previous steps to develop a comprehensive understanding of the site and its potential.
Recommendations: Based on the analysis, make recommendations for the development of the site, taking into account the unique characteristics and constraints of the site.

These steps help architects and planners to gain a deeper understanding of the site and to make informed decisions about the design and development of a building or project.

Every design project begins with site analysis … start it with confidence for free!.

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Project Management
Pre bid Meeting | Why it is Important

by Prasad ·

Pre-bid meeting is an essential part of the bidding process for civil engineering contracts. They provide an opportunity for all potential bidders to familiarize themselves with the project and ask any questions before submitting a formal bid. This article will provide information about the importance of attending pre-bid meetings for civil engineers to ensure that they are well informed about the requirements of a project and can make informed decisions before submitting a bid.

What is Pre bid Meeting

The pre-bid meeting is the first step in the bidding process and is essential for civil engineers to attend. This is because the pre-bid meeting is the only opportunity for potential bidders to get clarification on the project requirements from the project owner.

This is important because the project owner/consultant may have provided unclear information in the request for proposal (RFP). Pre-bid meetings also provide an opportunity for potential bidders to ask questions about the project. This is important because it allows potential bidders to get clarification on the project requirements before submitting a formal bid.

When preparing for a pre-bid meeting, it is important to review the RFP and project documents thoroughly. This is because the pre-bid meeting is usually the only opportunity to get clarification on the project requirements. In addition, civil engineers should take the time to research the project site and location. This is important because it allows civil engineers to familiarize themselves with the project and ask questions about the site conditions.

Important things Related to Pre-bid Meetings

Study drawings and other project-related documents properly before attending the meeting
Prepare the issue to be discussed at the meeting
It is very useful if the quarries can be sent to the employer in advance for getting better answers.
It is very important to decide who will be attending the meeting. A qualified person who knows the contractual matter and other things connected with the project initiation would be better.
In addition, it is very important the person/s who has studied the project participate in the meetings

Attending a pre-bid meeting is essential to ensure that they are well informed about the project requirements and can make informed decisions before submitting a bid.

Purpose of Pre-Bid Meetings

It is important to note that pre-bid meetings are not the only opportunity for potential bidders to get clarification on the project requirements. The project owner may also provide a site visit before the pre-bid meeting. This is important because it allows potential bidders to see the project site and ask questions about the project. However, it is important to note that site visits are not always conducted. As such, potential bidders should not rely on a site visit to get clarification on the project requirements.

There could be one or two pre-bid meetings. The information clarified at the first meeting can be verified with the second meeting further when required. In addition, when the bidding document is prepared, the would-be may issue that needs clarifications. Those can be clarified at the second meeting.

Since all the parties are attending the meeting they also ask the question for clarification. That information is also very useful for the preparation of the bidding documents.

In addition, all the pre-bid meetings are minutes and circulated among the bidders. That information is very useful and can be used as a valid document for the bidding process.

In conclusion, attending pre-bid meetings is essential for civil engineers to ensure that they are well informed about the project requirements and can make informed decisions before submitting a bid.

Guide to Construction Site Visits

Resource Names:

A Guide to Organising a Construction Site Visit
A Site Visit Workbook
Site Visit Arrangement Sheet (editable)

Resource Descriptor:

These resources provide a range of information, advice and guidance including a workbook, checklists, FAQ to support employers hosting a construction site visit and those who are intending to visit a construction site.

Resource Aims:

The information and advice in the guide aims to help both parties in the planning stages and on the day of the site visit to ensure that it is both meaningful and successful.

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Construction Cost Estimating: A Step-By-Step Guide

Last Updated Apr 15, 2024

Construction estimating is the process of calculating all of the required costs for a construction project, including direct costs (e.g. materials and worker wages) and indirect costs (e.g. equipment depreciation and office worker salaries). Professional construction estimators perform this essential step in the preconstruction process, which helps ensure that owners and contractors are able to complete a construction project profitably.

Estimating project costs accurately requires detailed knowledge of construction materials, specifications, techniques, codes, and pricing trends. We'll walk through all of the steps professional estimators use to determine costs on a project—from reviewing a bid package all the way through accounting for contingency and profit.

Table of contents

The importance of accurate estimating

Accurate estimating is essential for the success of any construction project. Both owners and contractors rely on cost estimates to move a project from preconstruction to completion.

Without an initial understanding of a project’s costs, owners cannot determine whether a project is feasible within the allotted budget. After a preliminary estimate, design or scope modifications may be required in order to alter project costs.

Contractors also depend on accurate estimates in order to prepare bids that are competitive and profitable. A contractor that underestimates the cost of a project could be forced to cut into their own profit margin to cover project costs.

On the other hand, overestimating the actual project costs could lead a contractor to submit a bid that’s too high to be selected. Even in negotiated bidding scenarios, construction estimates need to be accurate in order to strike a balance between the owner’s budget and the contractor’s profit.

8 steps in construction estimating

Construction estimators follow the same basic steps whether they work for a general contractor, specialty contractor, or owner. When making a construction estimate, estimators are typically working to come up with an accurate price for a specific project as part of a competitive or negotiated bidding process.

In general, construction estimators follow a process that begins with reviewing bid documents, including construction specifications and contract documents, and includes steps to account for every known cost, including materials, labor, insurance, and overhead. By the time an estimator is finished, they will have prepared a construction estimate that takes into account all required costs as well as a markup for profit and contingency.

1. Review bid package

The bid package contains all of the documents necessary for bidding: owner-contractor agreements, bond forms, general conditions , supplementary general conditions, and construction specifications. Contractors who bid on a project are bound to complete the work laid out in the bid package, so a professional estimator spends a significant amount of time to ensure they are familiar with every aspect of the project.

Drawings are typically subdivided according to their purpose: site, architectural, structural, mechanical, electrical, and more.

Both general contractors and specialty contractors will review the documents, but specialty contractors often refer only to the documents that are relevant to the work they will perform on the project.

When reviewing the bid package, construction estimators generally follow a standard process:

Ensure that all drawings and specifications are present. Documents may be numbered sequentially or subdivided according to the preference of the design firm, so estimators take care that they have everything necessary for an accurate estimate.
Get an overview of the project. With a quick scan through the specs, estimators get a rough idea of the scope of a project, its material needs, and the quality of finishes.
Evaluate structural requirements. By reviewing structural drawings, estimators begin to understand the material and equipment needs of the building.
Review mechanical, electrical, and plumbing (MEP) requirements. Estimators take into account the ways in which a building’s MEP needs will influence the construction process for the building, including potential underground work.
Identify any nonstandard items. Contractors tend to specialize in certain types of work, so estimators need to pay special attention to unusual floor plans, features, or finishes that could affect the project’s cost.

Throughout the estimating process, the estimator will continually refer back to the bid documents to ensure that their estimate encompasses every aspect of the stated specifications and requirements. By getting an overview of the documents, the estimator takes their understanding of the project through every phase of building a comprehensive and accurate estimate.

After getting an overview of the documents, an estimator for a general contractor will also subdivide the project into work packages. Work packages may be later assigned to specialty contractors, and they also serve the important purpose of ensuring that all work is accounted for and no work is assigned twice.

By reviewing the technical specifications (also called construction specifications or specs ), the estimator can clearly see the scope of work according to various divisions of the Construction Specification Institute (CSI)’s MasterFormat : concrete, masonry, metals, finishes, plumbing, and dozens more.

For example, the estimator may create one work package that includes the materials and labor for rough-in plumbing and another that covers windows and installation. Many such work packages will be created for a single construction project.

Dividing the project into work packages requires extreme attention to detail:

The estimator must also be sure that no project detail is included in multiple work packages , or the ultimate bid may be too high to be competitive since costs are multiplied unnecessarily.
In cases where an aspect of the project is divided into multiple work packages, the estimator must clearly define the scope of each work package to ensure that each portion is adequately completed by the parties responsible.

Once an estimator has divided all of the work into packages, the general contractor can solicit bids from specialty contractors for some or all of the required construction work.

2. Conduct a site visit

In some cases, a site visit is required before submitting a bid. However, a site visit is recommended in nearly all cases, as estimators can get a better sense about site conditions from a thorough visit rather than simply relying on elevation drawings or photographs of the proposed construction site.

Depending on the type of project, a specialty contractor may be less likely to perform site visits, relying instead on the documentation provided by the project’s owner and general contractor.

The main purpose of a site visit is for the estimator to better understand the conditions of the site and how those are likely to influence the project costs.

For example:

A site with poor drainage , difficult subsurface soil conditions , or adjacent buildings could add complexity and cost to a project.
A site lacking easy access could make it more difficult to maneuver equipment and materials, increasing costs.
A site with poorly located utilities (water, electricity, etc.) could add underground work requirements that raise the cost.

During a site visit, an estimator will make notes, take photographs, and collaborate with contractors to determine the potential influence the site may have on delivering the project successfully.

In addition to the site itself, the estimator should also familiarize themselves with the surrounding area if they aren’t already aware of:

Local requirements (codes, permits) or regulations (noise, working hours, parking)
Availability of specialty contractors and construction equipment rentals
Nearby roadways, which may need to accommodate heavy equipment or delivery vehicles

Overall, the site visit is critical for estimators, who must determine the feasibility and cost of delivering the project according to specifications in a set location.

3. Perform a material takeoff

Estimators perform a material takeoff (also called a quantity takeoff) by reviewing the construction documents and counting every item that is required for the project. Material needs are typically listed according to the way they are measured. For example:

Quantity (e.g. doors)
Area (e.g. drywall or flooring)
Volume (e.g. concrete)
Length (e.g. wire)

On large construction projects, the owner or engineer may create a bill of quantities (BOQ) to simplify the bid leveling process. This document breaks down the scope of work into an itemized list of activities and materials. Even when a BOQ is provided, most contractors still perform a takeoff to verify the quantities and identify discrepancies.

General contractors will typically do a takeoff in order to create accurate work packages—either to complete themselves or assign to specialty contractors. A specialty contractor typically reviews the specifications to perform their own material takeoff in order to ensure they have an accurate count before reaching out to suppliers and vendors.

After completing a takeoff, estimators have a comprehensive list of every material that will be required to complete the project. Additionally, estimators will use information from the takeoff to determine what equipment will be needed for each work package.

Estimators may perform a manual takeoff, which involves using paper copies of drawings, rulers, highlighters, digital measuring tools, and pencils to count and measure the required materials using the specifications. Nowadays, most estimators rely on digital takeoffs using construction estimating software , which greatly speeds up the process. Nonetheless, many estimators still double-check the accuracy of the digital takeoff to ensure that their estimate is accurate.

With this information, contractors are able to work with material and equipment suppliers to get pricing information that they can use while creating a bid.

4. Solicit pricing from suppliers and vendors

With a definitive list of materials and equipment, specialty contractors begin to work with suppliers and vendors to get pricing information.

Specialty contractors have to be mindful of a few things when pricing materials:

Material waste requires ordering extra materials . Contractors should work to eliminate unnecessary material waste, but some waste (due to material sizing, for example) is inevitable. Ideally, a contractor will be able to look back at past projects to calculate the expected amount of waste.
Bulk pricing may dictate order sizes . For instance, a contractor may need 37,000 cubic yards for a project but find it is more cost effective to purchase 40,000 cubic yards due to supplier pricing structures.
Quotes have limited lifespans. A specialty contractor who receives a quote for materials needs to ensure that quote is valid long enough to have their bid accepted and order materials for the project.

Contractors who do not already own equipment essential for the project will also need to reach out to equipment vendors to determine pricing for leasing or renting for the duration of the project.

Since equipment may be owned, purchased, leased, or rented, contractors must determine how the project affects associated equipment costs (for example depreciation or maintenance) and build this information into their estimate.

At this point in the estimating process, contractors will have the first definitive dollar figures that need to be included as project costs. From here on out, estimators will add more direct, indirect, and overhead costs to understand the true financial burden of the project from the contractor’s perspective.

5. Evaluate labor requirements

With information from the takeoff, estimators can also determine the labor necessary for a project. In short, the estimator needs to specify:

Which roles are required for the project.
How many hours of labor will be used to complete the project.
How productive the crew will be given data past projects and information about the current project

For specialty contractors, the crew mix usually consists of tradespeople, laborers, and assistants. For general contractors, there may be project-specific managers or other professionals whose roles are considered direct costs because they are tied to one specific project.

In either case, estimators must be sure to calculate the loaded labor rate for wages rather than simply multiplying total hours by hourly wage. The loaded labor rate includes:

Insurance (including health, dental, vision, or life insurance as well unemployment and worker’s compensation insurance)
Retirement contributions
Sick or vacation leave

Estimators must include all of the costs associated with employing someone for the duration of a construction project, otherwise the estimate will not reflect the true cost of labor.

6. Determine insurance and bonding costs

Insurance and bonding mitigate risk for owners and contractors alike, but this benefit comes with a cost that must be included in project estimates.

Nearly all construction companies require general liability insurance, and depending on company size, scope, and role, they may also have other policies, including:

Builder’s risk insurance
Errors and omissions or professional liability insurance
Inland marine insurance
Commercial auto insurance

In addition to insurance, contractors working on public projects (and some commercial projects) may require a variety of construction bonds , including:

Payment bonds
Performance bonds

Both bonds and insurance cost money for contractors, which means that the costs must be covered by the projects they complete.

Generally speaking, bond and insurance coverage have annual costs, which contractors then spread across projects throughout the year. However, contractors may need to secure additional bonding capacity or insurance coverage for a specific job.

In any case, estimators must add the cost of bonding and insurance requirements to the project estimate.

7. Calculate overhead and indirect costs

In addition to the direct project costs, estimators must also consider the indirect field costs associated with construction as well as the overhead costs required for running a construction business.

Indirect field costs could include:

Trailers or temporary offices
Site cleaning
Professional services
Equipment costs (depreciation, insurance, maintenance, taxes, and fuel)

These costs, while not clearly laid out in the bid package, are necessary for the construction of a project. Therefore, estimators consider the rate for each of these items as well as the duration for which they’ll be needed (for example, in the case of a temporary site office).

In addition to these indirect project costs, there are also general overhead costs, also known general and administrative (G&A) expenses. These are the cost of doing business—whether or not a contractor has projects to work on, they need to pay these expenses.

To ensure that the business can keep operating, contractors need to wrap overhead costs into their estimates by spreading them out over all of their projects annually.

A few common overhead expenses include:

Rent for office space
Administrative salaries
Software subscriptions
Depreciation

Generally speaking, estimators consider the total expected annual revenue of the company as well as the total expected annual overhead cost. With these two figures, the estimator can allocate with reasonable accuracy a specific percentage of the overhead cost to each project.

8. Account for profit and contingency

After calculating all of the costs for a construction project, the estimator will adjust the total to account for both profit margin and contingency. The profit is the fee that the contractor earns for the contract—and that money can be reinvested to continue growing the business. Contingency, on the other hand, is a portion of the contract set aside for overruns and waste—which are generally to be expected on a construction project.

Each construction business determines its own minimum attractive profit margin by considering growth goals, market conditions, and more.

Similarly, contingency numbers vary significantly across the industry depending on type of construction, company size, and project risk. Many construction businesses usually add anywhere from 5-10% of the contract price to account for contingency.

At the end of this process, the estimator has determined the sales price that covers all of the project costs—materials, labor, equipment, indirect field costs, overhead costs, and contingency—and returns a healthy profit. With this number in hand, contractors are prepared to submit a competitive bid or begin negotiations with a project owner or general contractor.

Turning an estimate into a bid proposal

Once the sales price is determined, a bid manager will typically create a construction proposal that details everything included in the bid price in clear and concise terms. Because bid reviewers will try to ensure that everything in the scope of work is included in the bid price, it is important to use the same language shared in the construction specifications and drawings.

Using the CSI format in the estimating process makes it easy to compare each section of the bid price to a section of the specifications. Even when the bid is for a lump sum contract, using a standard format makes it easier to create a schedule of values while also improving the integration between estimating software and accounting systems.

Types of estimates

Estimators don’t only prepare construction estimates for the bidding process. Different types of estimates serve different purposes depending on where it’s used in the project lifecycle. For instance, an early estimate may simply provide a developer with the rough cost for a particular project, giving a sense of whether it will be viable to get financing.

Or a project in the midst of design may receive an estimate that helps determine whether finishes need to be modified to keep the project in scope for the expected budget.

The American Society of Professional Estimators (ASPE) details five levels of detail in estimating.

When referring to estimating, most contractors are referring to a bid estimate, which is a precise evaluation of the costs associated with a particular project with a finished design.

Construction estimating software

Construction estimating software can help streamline the process of creating a construction estimate by automating certain aspects. That said, a skilled estimator is still generally required for the process. Software tends to help with calculation and tabulation, but a talented estimator has knowledge of construction projects, prices, processes, and productivity rates that dictate which costs are entered into the software.

In any case, construction estimating software has greatly reduced the burden faced by estimators—and it has made it easier to make small adjustments without having to manually recalculate entire projects.

Here are a few ways that estimator software supports the construction estimating process:

Automated takeoffs powered by machine learning can automatically determine the quantity of materials needed by scanning project drawings and documents.
Computer calculations reduce human error and enable estimators to make small changes to costs that are reflected across the entire estimate instantaneously.
Productivity increases for estimators using software, as they are able to focus on the human aspects of estimating (determining which equipment is necessary, finding better pricing information, etc.) rather than the manual aspects.

Along with other construction management software, estimating software is key to increasing productivity—and thus increasing the competitiveness of future bids.

Data-driven estimating for long-term growth

Construction estimating is a crucial process for any construction business. Financial management principles dictate that a business must understand its costs and turn a profit in order to continue to grow — and that begins with excellent estimating processes.

Financially sound construction businesses have a data-driven estimating process. Job costing data from past projects as well as detailed understanding of indirect and overhead costs enable companies to create estimates and submit bids that are both competitive and profitable.

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Bruno Pasini

Bruno Pasini is a Solutions Engineer at Procore, where he develops new tools to simplify and streamline the preconstruction process. He spent nearly 20 years as an estimator and project manager for general contractors and specialty contractors in New York and California. He currently lives in San Diego.

Daniel Gray

27 articles

Daniel is an educator and writer with a speciality in construction. He has been writing construction content for Procore since 2022, and previously served as a Procore Content Manager before continuing to pursue an education career as an Assistant Headmaster for Valor Education in Austin. Daniel's experience writing for construction — as well as several clients under an agency — has broadened his knowledge and expertise across multiple subjects.

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Site Visit vs. Differing Site Conditions

INTRODUCTION

This article is in all probability one of the most important ever generated by Excell because the issues of Order of Precedence, Site Visit Responsibilities, and Differing Site Conditions, have just been ruled on in a most favorable light by the United States Court of Appeals for the Federal Circuit dated February 11, 2014 . There is not a reader that cannot make money by reading this case, which is included as an attachment to this document.

Excell elected to address this subject matter because the combination of Site Visits and Differing Site Conditions provisions is an area of mass confusion for all contractors dealing with the Government, be it Construction, Operation & Maintenance, or even IT efforts. Because of the importance of this case, please consider this to be a snapshot concerning this subject matter.

Therefore, the conditions present on a job site can be quite different than those anticipated or even described by an owner or owner’s representative. Contractors should always take advantage of any opportunity to visit and investigate site conditions prior to submitting a bid. A failure to perform a site visit when it was permitted will, in all probability, negate a Differing Site Conditions assessment. Differing site conditions are considered to be, as defined by Common Sense Construction Law:

“…a physical condition encountered in performing the work that was not visible and not known to exist at the time of bidding and that materially differs from the condition believed to exist at the time of pricing the contract. Often this condition could not have been discovered by a reasonable site investigation.”

The purpose of the “Differing Site Conditions” clause is to transfer unknown risks to the Government as provided under FAR 52.236-2. Id . In the majority of cases, the “risk” pertains to any of the physical conditions mentioned above that were not known to exist at the time of bid. It is important to note that if the access to the site is not adequate or restricted, this clause becomes extremely important to a contractor bidding in such an environment. However, the contractor must protect himself, by notifying the Government, prior to the bid, of the restricted access or problems encountered as a result of a failure to be able to adequately undertake the site visit. This can occur because of a variety of reasons: A closed facility that should have been open; A restricted area within a facility that could not be accessed; Grounds that could not be reviewed due to weather conditions; and/or matters of a similar nature.

TYPES OF DIFFERING SITE CONDITIONS

There are at least two (2) different types of differing site conditions. The first is a Type I which consists of “…subsurface or latent physical conditions that differ materially from those indicated in the contract documents” and Type II which consists of “…unusual physical conditions that differ materially from those ordinarily encountered in similar work.” Id . The main difference between the two different types is that Type I focuses on what is “indicated” in the contract documents or in the plans or specifications. Type II, on the other hand, focuses on what is “encountered” instead of what is indicated in the contract documents.

TYPES OF RECOVERY

Just as there are different types of differing site conditions, the recovery available for each different type is also varied. Type I differing site conditions require that the contractor “ prove ” the following items, remembering that the “burden of proof” lies with the bidder:

The contractor relied upon the physical conditions indicated in the contract;
The nature of the actual conditions encountered;
The existence of a material variation between the conditions indicated and the conditions actually encountered;
That notice, as required by the contract, was given; and
The changed condition resulted in additional performance costs, time, or both, as demonstrated by satisfactory documentation or proof. Id.

Under FAR 52.236-2, the contractor is required to report, in writing and before the conditions are disturbed, to the Contracting Officer, the conditions on the site that differ from those indicated in the contract or those conditions that differ from what is usually encountered. NOTE: There are exceptions and a good Contract Professional will know them and be able to use them effectively when they occur. Ask yourself: Do you know the nuances? If not, you are losing money! This will require that the Contracting Officer investigate the site conditions and make any adjustments necessary based on the investigation. A contractor cannot make a request for equitable adjustment for differing site conditions if final payment has already been made. (See FAR 52.236-2 (a-d)) It is important to note that items such as test samples, borings, unsuitable excavation materials to be used for fill and any limitations on a contractor’s access to the site, if properly referenced or incorporated as part of the contract documents, can be included as “indications” for purposes of recovery in Type I Differing Site Conditions. Type II differing site conditions recovery can include simply showing that the conditions are “unknown and unusual.” Id . The primary factor is the conditions encountered are compared to what is expected to be encountered. Items such as buried pipe or construction debris, utilities, or soil conditions that were not expected are considered Type II differing site conditions that could logically not be expected to occur on a particular job site. This case has comprehensive application: practically every problem encountered concerning a Differing Site Condition is addressed in this February 2014 case. It also addresses the areas of risk, the Government responsibility concerning risk, and the new treatment of the risk based upon this case – all dramatically in favor of the contractor. This case starts out with an expansive soils issue, touches on notice requirements, and damages by the Government due to its failure to properly recognize the change to the contract and the delays occasioned by its inactions. This is mandatory reading in Excell’s opinion. Excell believes there is real money buried in this case for all contractors to be aware of; not just construction contractors. It is basically new law supported by the overturning of prior cases.

Differing Site Conditions under FAR 52.236-2 are outlined specifically so that contractors can be aware of what is required of them to report any site conditions that are different from what was expected or otherwise “indicated”. As found in Metcalf (above) , the incorporation of FAR 52.236-2 is intended to “…take at least some of the gamble on subsurface conditions out of bidding.” Id . Contractors should educate themselves about all of the terms and conditions included in Government contracts and any other rules or guidelines that are in place. Thus, retaining the assistance of a professional consultant should be seriously considered to protect a contractor’s interests properly and thoroughly. The experts at Excell Consulting International, Inc. have experience with the Differing Site Conditions clause and stand ready to assist and evaluate your company’s position and provide valuable and cost-effective guidance for your business.

In the end, you will be glad you made the call; by the way, it’s FREE.

EXCELL CONSULTING “HERE TODAY FOR YOUR TOMORROW”

Author’s note: The information contained in this article is for general informational purposes only. This information does not constitute legal advice, is not intended to constitute legal advice, nor should it be relied upon as legal advice for your specific factual pattern or situation. – John G. Balch, CEO CPCM For a printable pdf copy of this article click here .

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Dashpivot article – Site Visit Report format

Site Visit Report format

What needs to be in your site visit report.

A site visit report is a comprehensive document that captures the details, observations, and the progress of a particular site at a specific point in time. This is often used by project managers, engineers, architects, and other professionals to document site conditions, progress, or any issues that might arise. The exact details can vary based on the purpose of the visit and the industry, but generally, the following elements are included in a site visit report:

Project name
Site address
Date of visit
Name of the people visiting
Brief description of the project
Purpose of the site visit
Schedule and timeline of the site visit
Persons met and their designations
Discussions held or activities observed
Detailed account of what was observed
Photos (with captions or descriptions) can be particularly helpful
Status of ongoing work
Equipment/material present on site
Safety measures in place and any violations observed
Environmental considerations and their adherence
Any deviations from the planned work
Delays or challenges faced
Areas of concern related to quality, safety, environment, or other pertinent topics
Steps or measures suggested to address the identified issues or concerns
Any follow-up required with specific persons or entities
Overall assessment of the site visit
Next steps or future visits
Any additional documents, drawings, or references that can support the report content
Maps or layouts of the site
Signature of the people who visited the site to authenticate the report
Date of signing

What should be your site visit report format?

Here's a sample format for your next Site Visit Report.

Report Title: Site Visit Report Project Name: [Project's Name] Location of Site: [Site's Address] Date of Visit: [Date, e.g., September 13, 2023] Report Prepared By: [Your Name/Team's Name]

1. Introduction: A brief description of the site and the project. Mention any background information pertinent to the visit.

2. Objective of Visit: State the main reason or reasons for the site visit.

3. Attendees: List the names and roles of all individuals present during the site visit.

4. Summary of Activities/Observations: Provide a brief overview of the day's activities, meetings, inspections, etc.

5. Detailed Observations: Document in-depth observations. This could include:

Progress of the project.
Work quality.
Safety measures in place.
Status of equipment/material on site.
Interaction with site personnel.

6. Photos and Diagrams: Insert relevant photos and diagrams with captions. Ensure photos are clear and provide value to the report.

7. Issues/Concerns Identified: List any problems, concerns, or deviations observed during the site visit.

8. Recommendations: Based on your observations and identified issues, provide actionable recommendations.

9. Conclusion: Summarize the main findings from the visit and the overall status of the site/project.

10. Next Steps/Follow-Up: Detail the future actions required, potential follow-up visits, or any impending decisions based on the site visit.

11. Attachments: Mention any additional documents, notes, or materials attached to the report.

12. Signatures: Space for the report preparer and any required authorities to sign, indicating validation of the report's content.

See an example site visit report below to see the format in action.

Use this free Site Visit Report format in a digital template

Standardise your site visit report format.

Keep your team running site visit reports in the correct format by using a digital site visit report template .

The free template comes pre-built with the format above, with all the fields, section and information for your team to carry out detailed site visit reports.

Customise the template with any extra information you need captured from your site visit reports, or a custom format, with the drag and drop form builder.

Distribute your digital site visit report for your team to fill out on mobile or tablet so they can fill it out on site while the information is still fresh and at hand.

Build processes for site visit reports

Create digital processes for your site visit reports to ensure the format is followed, reports are recorded on time and as scheduled and shared and accessible to the right people once they're completed.

Use a site visit report app to build fully automated site visit report workflows to request, plan, record and sign off on site visit reports so they meet the format and requirements you need.

Get analytics on site visit report performance and progress using the Analytics Dashboard, with breakdowns how different locations, projects and teams are performing.

Share completed site visit reports in a professional format as PDF or CSV to your team or third parties via the app.

Site diary template

Complete and organise your daily diaries more efficiently.

Meeting Minutes template

Capture, record and organise those meeting minutes.

Progress Claim template

Streamline and automate the progress claim process to get paid faster and look more professional.

Sitemate builds best in class tools for built world companies.

About Nick Chernih

Nick is the Senior Marketing Manager at Sitemate. He wants more people in the Built World to see the potential of doing things a different way - just because things are done one way doesn't mean it's the best way for you.

Kentucky Derby highlights: Mystik Dan wins

Biggest moments from the 150th Kentucky Derby:

Twenty thoroughbreds competed in the race. While Fierceness and Sierra Leone were considered the early favorites, it was Mystik Dan who won .
Churchill Downs in Louisville, Kentucky, was buzzing as onlookers soaked in the biggest day of the year for horse racing (and hat watching ).
Travis Kelce was spotted among the sea of celebrities at the event. Country star Wynonna Judd performed the national anthem.

Watch the full 2024 Kentucky Derby

Greg Rosenstein

Missed the race or want to witness history again? Check it out in its entirety below.

Full order of finish

1. Mystik Dan

2. Sierra Leone

3. Forever Young

4. Catching Freedom

5. T O Password

6. Resilience

7. Stronghold

8. Honor Marie

9. Endlessly

10. Dornoch

11. Track Phantom

12. West Saratoga

13. Domestic Product

14. Epic Ride

15. Fierceness

16. Society Man

17. Just Steel

18. Grand Mo The First

19. Catalytic

20. Just a Touch

Mystik Dan jockey discusses where the race was won

"Around the far turn, my horse was so game being up on the inside," jockey Brian Hernandez Jr. said after the win. "I came through a really tight spot and we kind of climbed up on top of the rail a bit. When he shot through that spot and was able to cut the corner and I asked him to go for it, he shot off. I was like, ‘Oh man, we have a shot to win the Kentucky Derby.'”

It was Hernandez's first Kentucky Derby victory.

Trainer Ken McPeek praises jockey Brian Hernandez Jr.

Saba Hamedy

McPeek told NBC Sports that Brian Hernandez Jr., who led Mystik Dan to victory, "did an amazing job."

"I mean, just a brilliant, brilliant, brilliant jockey in-ride,” McPeek said while still waiting for an official ruling on the finish from Churchill Downs. “Brian’s amazing. Probably one of the most underrated riders in racing. But not anymore.”

Hernandez was also elated by the win.

“This is unbelievable,” Hernandez said, while still mounted atop Mystik Dan. “That was the longest few minutes I’ve ever felt in my life, waiting for them to hang that number up. ... It’s hard to put into words.”

Watch the photo finish of the Kentucky Derby

Mystik Dan finished just ahead of Sierra Leone in a dramatic photo finish.

Mystik Dan wins Kentucky Derby

Mystik Dan took home the 150th running of the legendary horse race. He finished at 16-1 odds . Sierra Leone took second place.

Moments away from the Kentucky Derby

All 20 horses are walking to the gate. The race will happen in exactly 5 minutes at 6:57 p.m. ET.

Sierra Leone is the best closer in the race

Steve Kornacki

Sierra Leone is a deep closer; he prefers to sit far off and slowly rev up for one big charge. He stands to benefit if he has a hot pace to run into Saturday.

Fierceness, by contrast, has shown a desire to run at or near the front; a pace that heats up too much could doom him if he gets drawn into it. More modest early fractions, by contrast, should put him in a stronger position when the race turns for home.

It's almost go time

It's off to the races as they say.

'My Old Kentucky Home' playing now

David K. Li

Fans of 19th-century hitmaker Stephen Foster should turn on NBC now for the timeless "Old Kentucky Home" performed by the University of Louisville's Cardinal Marching Band .

The official state song of Kentucky remains a popular feature of Derby Day despite growing discomfort with the the song's antebellum tale.

While Foster's tune was composed to decry slavery, "Kentucky Home" has also been viewed as a romanticized telling of America's most disgraceful times .

My pick for the Kentucky Derby

What I love is trying to find a long shot, and I’ve got my eye on one in particular. He has a running style that has fared well in the past, not contesting the pace but not sitting so far off it that he gets buried in traffic. His most recent race, the Arkansas Derby, was his best yet, and there’s reason to think he could improve further. He also checks both “final fractions” boxes, and his top Beyer speed figure is 95 — on the right side of the line, where just about every Derby winner this century has been.

And, hey, I’m sentimental, too. His trainer is 88 years old, he has won four Derbies before, and he still heads to the barn in the wee hours of every morning in search of more. I’ll admit my heart is probably talking my head into this one, but the odds will be big and the Derby only comes around once a year, so why not? I’m going with D. Wayne Lukas and Just Steel.

West Saratoga presents good value for bettors

NBC Sports' Al Bernstein says West Saratoga could present good value .

"Take a look at West Saratoga, the horse who was bought for $11,000. It’s an emotional story, as his veteran trainer (Larry Demeritte) has never had a horse this good, and he’s been fighting cancer in recent years. West Saratoga’s owner is one of those owners who is likely to buy horses at the tail end of a sale, after all the big buyers have gone home with their six-figure and beyond purchases. Harry Veruchi says he likes to buy horses for between $10,000 and $25,000, and West Saratoga was at the bottom of that range.

"West Saratoga has piled up enough points in the prep races to qualify for the Kentucky Derby, but these are deeper waters. Logic says he can’t get it done, but that’s why they run the races, where the unexpected and unpredictable tend to happen once in a while."

NBC Sports, Churchill Downs extend partnership through 2032

NBC Sports announced earlier today that it will continue to present the Kentucky Derby on NBC and Peacock through 2032.

“As we celebrate the 150th running of the Kentucky Derby, Churchill Downs is proud to extend the relationship with NBC Sports,” Churchill Downs CEO Bill Carstanjen said in a news release. “As our media partner for the last 23 years, NBC has artfully captured the most exciting two minutes in sports and the spectacle of the senses that surrounds it.”

Horses headed to paddock

Jesse Kirsch

Horses just went round the track on their way to the paddock. The stands are filling up as we approach the call to post.

Latest odds for Kentucky Derby

Fierceness, Sierra Leone and Forever Young remain the favorites 20 minutes prior to the race.

Jayson Werth 'living the dream and breathing it all in'

Even though he's played on baseball's biggest stages, former MLB outfielder Jayson Werth said those diamonds don't match the Kentucky Derby.

"This is the biggest event in probably all of sports," he told NBC Sports duiring the Derby walkover. "It's a little overwhelming, it's a little hectic, it's a little nerve wracking. But we're here nonetheness. "

The 10% owner of No. 1 Dornoch said he understands the long odds his horse beat just to make it to Churchill Downs on the first Saturday of May

"We're just living the dream and breathing it all in right now," said Werth, a member of the 2008 World Series champion Philadelphia Phillies.

Favorites for a reason

In a field as big as the Derby — 20 horses, easily the most that will run in a major race in the U.S. this year — it’s natural to expect chaos and to look for a long shot that’ll blow up your bank account for only a small investment.

And, certainly, we’ve witnessed some massive Derby upsets; who among us doesn’t wish they’d plopped down a few bucks on Rich Strike at 80-1 two years ago?

But as thrilling as the Rich Strikes are, they’re also rare. In horse racing, favorites win around 35% of all races run across the country in a given year.

How much does it cost to run a horse in the Kentucky Derby?

It could range from tens of thousands all the way up to $4 million to run a horse in the Derby.

The average cost from the 2023 Kentucky Derby field was approximately $446,000. Watch more analysis from NBC Sports:

Churchill Downs has a new paddock

The racetrack has been home to the Kentucky Derby since 1875, according to the Derby's website . But this year, the space debuted a new $200 million paddock , which gives spectators the opportunity to observe horses from several levels of a stadium-like layout. There is also a clear view of the Twin Spires.

Churchill Downs spokesman Darren Rogers told NBC Los Angeles that the paddock area added 3,600 new seats and standing room for 3,200.

How much does the winning horse bring in?

The winner of Saturday's Kentucky Derby brings in a whopping $3.1 million. Here's the full breakdown:

1st place: $3.1 million

2nd place: $1 million

3rd place: $500,000

4th place: $250,000

5th place: $150,000

The latest weather update from Louisville

Hazy skies over Churchill Downs with less than two hours to the Derby. The sun has been shining here much of the day after a rainy Friday at the track.

Kelly Clarkson, Reba McEntire, Andy Cohen and other celebs share their picks

A handful of celebrities shared their Derby picks in a spot that aired on NBC just now. Here's a look at who some said they are cheering on:

Kelly Clarkson is rooting for Forever Young
Mario Lopez is rooting for Endlessly
Reba McEntire is rooting for Sierra Leone
Seth Meyers is rooting for Dornoch
Howie Mandel is rooting for Just a Touch
Joel McHale is rooting for Domestic Product
Andy Cohen is rooting for Fierceness

Dornoch is a mystery horse

"A mystery horse in here is Dornoch, a full brother to 2023 Kentucky Derby winner Mage," NBC Sports' Al Bernstein says . "If not for a mediocre fourth-place finish in the Blue Grass Stakes, he would be among the top choices. Trainer Danny Gargan feels he’s been training well, and a bounce-back performance would make him a player."

Program Trading wins Turf Classic Stakes

Program Trading edged Naval Power to win a dramatic Turf Classic Stakes.

Program Trading sneaked up on the rail and put his nose in front at the finish line.

It's now countdown time for the 12th race, the 150th Kentucky Derby.

How to make the ultimate mint julep Derby drink

The mint julep is considered the unofficial Derby drink. At the actual event, the cocktail is reportedly being sold for $22 per drink .

But if you're watching from home, you can just make your own. Follow Today.com's recommended recipe , or get tips from Martha Stewart, who shared her Derby recipes for a lemon-mint julep and savory deviled eggs with a creamy Benedictine dip with the "TODAY" show.

Jimmy Fallon awards fan a new car

Jimmy Fallon surprised a spectator at the Kentucky Derby with the "Ford Most Adored" award based on her outfit.

Attendees were eligible to win the big prize if they stopped by the 360 camera Clubhouse Gate activation , which was conducted in partnership with Ford.

Why Sierra Leone is one of the top picks

NBC Sports' Al Bernstein said Sierra Leone "presents a brilliant counterpoint to Fierceness."

The horse, trained by Chad Brown, "is the fastest of the late-closing horses in this race, with his win in the Blue Grass Stakes serving as evidence," Bernstein wrote in his analysis.

But "his fastest race in the Blue Grass was not even close to the race turned in by Fierceness in the Florida Derby," Bernstein noted.

Read more in Bernstein's full analysis .

How to determine Kentucky Derby betting fades

Jay Croucher, NBC Sports

Drew Dinsick, NBC Sports

Jay Croucher and Drew Dinsick discuss their strategies for determining horses to fade at the Kentucky Derby and which horses have positive outlooks.

Wynonna Judd performs national anthem

Country star Wynonna Judd garnered cheers from attendees after her performance of the national anthem.

She previously described being able to perform at the Kentucky Derby as a "full circle moment."

Jayson Werth: A world champion looking for Derby roses

Former MLB outfielder Jayson Werth nervously paced the halls of Churchill Downs on Saturday, waiting for the 12th race when his Dornoch runs for the roses.

Werth, a member of the 2008 World Series champion Philadelphia Phillies, owns about 10% of the Kentucky Derby entrant racing from the No. 1 post.

“It’s surreal: We kind of got into this as a hobby, and it’s turned into a passion,” Werth recently told The Associated Press . “I’ve got a passion for the sport like I would’ve never thought, and I want to share it with the world.”

Werth enjoyed a highly productive 15-year career with the Phillies, Los Angeles Dodgers, Toronto Blue Jays and Washington Nationals.

Gun Pilot wins $1 million Churchill Downs Stakes

Gun Pilot pulled away to victory at the Churchill Downs Stakes, adding to the long-winning resume of trainer Steve Asmussen.

Gun Pilot covered the 7 furlongs in 1:21.95.

A $2 win bet on the 5-1 shot brought a payout of $12.68.

Who is performing the national anthem?

Wynonna Judd is set to perform the national anthem.

The country music star, who was born in Ashland, Kentucky, shared her excitement about the performance on Instagram in April.

"Kentucky, I’m coming HOME!" she wrote in the caption of her post . "Couldn’t be more excited to announce I’ll be performing the national anthem at this year’s 150th @kentuckyderby !!! From going to the racetrack as a little girl to now singing the Star-Spangled Banner during this MILESTONE year, it’s such a full circle moment."

In the week leading up to the performance, she also shared an image of herself wearing a fascinator while posing with a horse on both Instagram and X.

How the weather could affect the Kentucky Derby

The track conditions could have a major impact on today's race. Earlier it was sloppy and muddy but has now dried out and no rain is expected. Prepare for a fast track.

Sheryl Lee Ralph says Smokey Robinson’s wife gave her Derby hat

Emmy Award-winning actor Sheryl Lee Ralph apparently almost didn't have a hat for Derby weekend.

In a post on X on Friday, the "Abbott Elementary" star said Smokey Robinson’s "beautiful wife Frances" gave her a hat so she didn't have to go hatless for the big event.

"Look what she gave me," Lee says in the video. "They [the Robinsons] made me Derby-perfect."

Travis Kelce spotted at the Derby (but not Taylor Swift)

Kansas City Chiefs tight end Travis Kelce appears to be having a blast during Derby weekend.

Last night, he was spotted at the Sports Illustrated Revel at the Races hanging out with The Chainsmokers.

Travis Kelce attends Sports Illustrated Revel at the Races at Ice House in Louisville

But this Swiftie wants to know: Is Taylor coming?

Looks like probably not, as Kelce rolled up on Saturday without the superstar by his side.

Is that ... a Minion?

NBC is the broadcasting home for the Derby, meaning there's a lot of corporate synergy.

Among the NBC Universal properties that have a presence this weekend? A Minion, from the popular "Despicable Me" franchise. ("Despicable Me 4" rolls out in theaters in July.) The Minions' official account promoted the Derby with a post, featuring an image of the yellow cartoon character. "The odds just got odder," the caption read .

Universal Pictures also had a Minion on-site at the Derby. NBC Sports reported the on-site Minion was Kevin.

Celebrities love the Derby

Every year, the Derby draws in a lot of A-listers (a mix of celebrities, athletes and musicians) who flock to Kentucky to catch the race and check out the parties.

Among the biggest parties? The Barnstable Brown Gala, which took place on Friday. Hosted by Louisville native Patricia Barnstable Brown, the gala raises money for diabetes research and support for the University of Kentucky’s Barnstable Brown Diabetes Center. This year's guest list reportedly included Kid Rock, Aaron Rodgers, Tracy Morgan, Josh Groban, Sheryl Lee Ralph, Smokey Robinson, Jack Harlow and many others. On Saturday, post-race, there will also be a Winner’s Party at the Kentucky Derby Museum.

USA Today and the Louisville Courier Journal rounded up a list of the biggest parties here .

Saturday's red carpet also drew in big names like influencer Alix Earle , musicians Jack Harlow and Thomas Rhett Akins .

What is the fastest Kentucky Derby time ever?

According to Mary Omatiga of NBC Sports, the fastest Kentucky Derby time ever recorded was 1:59 2/5 in 1973 by Secretariat.

"Secretariat’s record at the Kentucky Derby remains unbroken. The only other Thoroughbred that has completed the Derby under two minutes was Monarchos and his jockey Jorge Chavez, who finished the 2001 Kentucky Derby in 1:59.97."

Should you bet the favorite, Fierceness?

NBC Sports' Al Bernstein broke down why Fierceness "cannot be left off anyone’s betting tickets."

Reason No. 1? "Trainer Todd Pletcher is the winningest trainer ever in North America, based on purse earnings," Bernstein writes in his analysis. "He’s a two-time Kentucky Derby winner. Plus, "Fierceness has run faster than all his competitors in this race."

Watch: Video of Trikari's win

Trikari came from behind at the end to take the race at 47/1 odds.

Kentucky Derby: A look at some of the hats

Sure, the Kentucky Derby is mostly about the horses. But as most onlookers know, it's also very much a big day for hats. Today, you'll see attendees sporting large, lavish hats that are decorated with everything from ribbons to fascinators.

Kentucky Derby Museum curator Chris Goodlett told NBC News' Philadelphia affiliate that the hat-wearing tradition is as old as the race itself.

“The presence of ladies in the grandstand added great splendor to the racing scene,” Goodlett told the outlet . “News articles in 1875 make reference to the dress of the ladies, with specific mention of hats.”

Fierceness is a boom-or-bust favorite

This year’s favorite, Fierceness, enters the Derby with a peculiar track record. He has won three previous races in absolutely dominating fashion, by a combined total of 31 lengths.

But his two other races have been total clunkers: a 20 ¼-length seventh-place finish in last fall’s Champagne Stakes and a baffling third-place finish (as the 1-5 favorite against suspect competition) in February’s Holy Bull Stakes. Many see Fierceness as the ultimate boom-or-bust horse — one who either wins with ease or loses in a rout.

On Saturday, Fierceness’ first task will be to break cleanly and establish his preferred forward position. That alone is no given, because he’s breaking from the 17th post and will need to work his way toward the inside quickly.

Trikari wins the $600,000 American Turf Stakes

Longshot Trikari rallied to a thrilling upset victory in the American Turf Stakes.

The 47-1 dark horse covered the 1 1/4-mile course in 1:43.59, came strong late and roared past favorite Formidable Man in the final strides.

A $2 win wager on Trikari returned a monster $96.34 payout.

Horse safety top of mind this year

The safety of racehorses is top of mind at the 150th Derby, after 12 horses died last year.

Churchill Downs Inc., the track’s parent company, said it reviewed its safety protocols and industry standards and implemented “key enhancements” for the 2024 races.

The updated protocols include: track maintenance, the establishment of a safety management committee, increased veterinarian oversight and implemented predictive technology to identify potential injuries before they happen.

The Derby's red carpet is in full force

The red carpet at Churchill Downs is popping so far.

This weekend's event features a 360 Glam Cam on the red carpet "for celebrities to show off their Derby Day outfits and make their race picks," according to an NBC news release . (The cam is not unlike what you'd see at big Hollywood events.)

E! News is also reporting live from the event, with Zanna Roberts Rassi giving fashion insights and posting content on social media in the hours leading up to the event, NBC said in its release. Rassi posted on Instagram this week, saying she's bringing "all things FASHION, HATS, CELEBS, MINT JULIPS…. I believe they have some horses racing too..??"

Who won the Kentucky Derby in 2023?

Mage, a 3-year-old colt at the time, was crowned last year's winner, with a time of 2:01:57, according to data collection agency Equibase .

Gustavo Delgado Sr. was Mage’s trainer, and Javier Castellano was Mage’s jockey.

Javier Castellano celebrates atop of Mage

A view from Churchill Downs

It's a sea of hats at the Derby as crowds pack Churchill Downs.

What are the Kentucky Derby post positions and odds?

1. Dornoch (20-1)

Trainer: Danny Gargan

Jockey: Luis Saez

2. Sierra Leone (3-1)

Trainer: Chad Brown

Jockey: Tyler Gaffalione

3. Mystik Dan (20-1)

Trainer: Kenny McPeek

Jockey: Brian Hernandez Jr.

4. Catching Freedom (8-1)

Trainer: Brad Cox

Jockey: Flavien Prat

5. Catalytic (30-1)

Trainer: Saffie Joseph Jr.

Jockey: Jose Ortiz

6. Just Steel (20-1)

Trainer: D. Wayne Lukas

Jockey: Keith Asmussen

7. Honor Marie (20-1)

Trainer: Whit Beckman

Jockey: Ben Curtis

8. Just a Touch (10-1)

Jockey: Florent Geroux

9. Encino (SCRATCHED)

Jockey: Axel Concepcion

10. T O Password (30-1)

Trainer: Daisuke Takayanagi

Jockey: Kazushi Kimura

11. Forever Young (10-1)

Trainer: Yoshito Yahagi

Jockey: Ryusei Sakai

12. Track Phantom (20-1)

Trainer: Steve Asmussen

Jockey: Joel Rosario

13. West Saratoga (50-1)

Trainer: Larry Demeritte

Jockey: Jesus Castanon

14. Endlessly (30-1)

Trainer: Michael McCarthy

Jockey: Umberto Rispoli

15. Domestic Product (30-1)

Jockey: Irad Ortiz Jr.

16. Grand Mo The First (50-1)

Trainer: Victor Barboza Jr.

Jockey: Emisael Jaramillo

17. Fierceness (5-2)

Trainer: Todd Pletcher

Jockey: John Velazquez

18. Stronghold (20-1)

Trainer: Phil D’Amato

Jockey: Antonio Fresu

19. Resilience (20-1)

Trainer: Bill Mott

Jockey: Junior Alvarado

20. Society Man (50-1)

Jockey: Frankie Dettori,

21. Epic Ride (50-1)

Trainer: John Ennis

Jockey: Adam Beschizza

Where is the Kentucky Derby?

Since 1875, spectators have gathered at Churchill Downs in Louisville, Kentucky, to witness the Run for the Roses.

The initial idea for Churchill Downs was sparked in 1872, when Col. Meriwether Lewis Clark attended the Epsom Derby in England. When Clark made his way back to the States, he sought to create a track similar to England’s that Kentucky racers could call home.

A few years later, that desire came to fruition when Churchill Downs was born. The track’s first official race day came May 17, 1875, with three major stakes races — the Kentucky Derby, the Kentucky Oaks and the Clark Handicap.

Who can race and what is the purse?

Who: 20 3-year-old horses

Purse: $5 million

Distance: 1¼ miles

Forecast: 79 degrees with a 35% chance of rain

Greg Rosenstein is the sports editor for NBC News Digital.

is culture and trends editor for NBC News Digital.

David K. Li is a senior breaking news reporter for NBC News Digital.

COMMENTS

Pre-Bid Meetings and Site Visits
And the site visit should take place before (but not too far in advance of) the pre-bid meeting. The results are also formally sent to all prospective bidders that expressed interest in the requirement, by way of minutes of the site visit and pre-bid meeting , including consolidated responses to request for clarifications, also from prospective ...
Making the Most of Your Pre-Bid Meeting and Site Visit
The site visit typically follows the pre-bid meeting. It's always best to personally visit a project site that you are estimating, especially if the project is a renovation of an existing facility. Use your time at the site wisely. It is the responsibility of the estimator to gather the necessary information to bid the project reliably.
Pre-Bid Meeting: What It Is & How To Prepare For One
Allow your team a site visit to review any challenges to the construction projects and their solutions. Ask Questions. You must understand the project in depth before initiating the bidding procedure. Asking questions provides a better understanding of the project and helps to clarify any ambiguity or miscommunication.
How to prepare for a tender site visit and get the most out of it
Sometimes, as part of the bid or tender process, you will be invited to conduct a site visit with the client. This is typically more relevant if the bid is for the supply of a service at a clients' site. 07971 526587 [email protected]. ... Before they leave the office, make sure they have fully read the tender and have a handle on ...
Vendor Site Visits: When, Why, and Examples
Here are a few examples: The vendor is unwilling to provide physical documents. Some vendors may be unable or unwilling to provide copies of their due diligence documents. A vendor site visit would allow you to review those documents in person. You need to see the physical workspace. During a site visit, you can confirm whether the vendor's ...
The Crucial Role of Pre-Bid Conference Site Tours in RFPs
Benefits of Pre-Bid Conference Site Tours. The advantages of incorporating site tours into the RFP process are manifold: Enhanced Clarity: It ensures that all bidders have the same, clear understanding of the project. This minimizes discrepancies in bids due to misunderstandings. Risk Mitigation: Early identification of potential risks means ...
Mandatory site visit as a means to obtain better bids
A site visit is used to obtain better bids from contractors. Therefore, when requiring participation in a site visit, the contracting authority should how conducting the site visit will actually ...
Site Visits
Site visits are invaluable for gathering details that will strengthen your quality responses, especially those that focus on Health & Safety, Contract Implementation and Risk Assessment & Mitigation. You can clarify any doubts that you may have about the information provided in the tender documents. This will again help you in your journey ...
Conducting a Meaningful Site Visit
Before You Visit. If the site visit is a first contact, do some homework. If you have not yet received a proposal from the organization, visit its Web site, if one exists, or research its area of work. This preparation allows you to use the time you spend with potential grantees efficiently, to ask pertinent, informed questions, and to ...
A buyer's guide to effective supplier visits
A buyer's guide to effective supplier visits. Plant tours help procurement professionals assess supplier performance and can offer an opportunity for cost reduction. Eyes and ears are the best tools a supply chain professional can use to manage and improve supplier performance. Through a site visit, a buyer can determine if a new or existing ...
Site Visit Analysis and Report: How to conduct and evaluate your first
A site visit analysis is a comprehensive report that summarizes the findings of a physical inspection of a potential development site. It includes information on the site's physical characteristics, location, surrounding area, demographic information, environmental impact, zoning regulations, traffic flow, and recommendations for development.
Advantages, Hurdles and Best Practices of Vendor On-Site Visits
The vendor types which warrant an on-site visit will vary across industries, but a best practice is to perform on-site visits on critical and high-risk vendors. To learn more best practices and tips for on-site visits, download our helpful infographic today. Download the infographic for: 5 considerations to keep in mind
Pre bid Meeting
The project owner may also provide a site visit before the pre-bid meeting. This is important because it allows potential bidders to see the project site and ask questions about the project. However, it is important to note that site visits are not always conducted. As such, potential bidders should not rely on a site visit to get clarification ...
Guide to Construction Site Visits
The information and advice in the guide aims to help both parties in the planning stages and on the day of the site visit to ensure that it is both meaningful and successful. Audience: Any parties who may be organising a construction site visit including: Employers. Education & Learning Providers. Jobcentre Plus.
Purpose of a Site Visit Report: Why do you need one?
A site visit report serves as a crucial tool in the realm of project management, bridging the gap between on-ground realities and managerial oversight. Its primary purpose is to document firsthand observations, activities, and conditions of a specific site at a given time, offering a snapshot of the project's progress, challenges, and ...
Construction Cost Estimating: A Step-By-Step Guide
2. Conduct a site visit. In some cases, a site visit is required before submitting a bid. However, a site visit is recommended in nearly all cases, as estimators can get a better sense about site conditions from a thorough visit rather than simply relying on elevation drawings or photographs of the proposed construction site.
Site Visit vs. Differing Site Conditions
The purpose of the "Differing Site Conditions" clause is to transfer unknown risks to the Government as provided under FAR 52.236-2. Id . In the majority of cases, the "risk" pertains to any of the physical conditions mentioned above that were not known to exist at the time of bid. It is important to note that if the access to the site ...
How to write a site visit report for construction
Here's a breakdown of what should typically be included in a site visit report report: Project Reference: The construction project name and reference ID. Location: The exact address or co-ordinates of the construction site. Date of Site Visit: The specific date (s) when the visit was recorded. Prepared By: The name of the individual or team ...
Importance of site visit: (Tendering phase)
The site visit is one of the very important procedures that must be carried out during the tender study, some clients obligate the tenderers to perform it, and each bidder has to proof that he ...
The Importance of Site Visit Before Quoting
The Importance of Site Visit Before Quoting. Steps to follow to make a successful site visit before bidding. As a first step, it is necessary for bidders to carefully study all the documentation sent by the buyer in their bid. Restricted content. You need to buy a membership to access it.
Site Visit Report format
Here's a sample format for your next Site Visit Report. Report Title: Site Visit Report Project Name: [Project's Name] Location of Site: [Site's Address] Date of Visit: [Date, e.g., September 13, 2023] Report Prepared By: [Your Name/Team's Name] 1. Introduction: A brief description of the site and the project. Mention any background information pertinent to the visit.
Everything You Should Put on Your Site Visit Checklist
Your site visit checklist should cover specifics about the site itself, event-day logistics, A/V availability, storage, and timing. Having this information in advance will help you to either plan your program accordingly or give you some lead time to find vendors offering those services. The bottom line: you can work around anything as long as ...
Know Where To Go for Insights Into Site Visits
For large, complex grants, NIAID may request a reverse site visit to consult with applicants before they apply. Post-Site Visit. After a site visit or reverse site visit, NIAID sends the institution a report that summarizes the visit, describes the issues resolved, and lists any actions the institution must take moving forward. Additional ...
Kentucky Derby highlights: Mystik Dan wins
Many see Fierceness as the ultimate boom-or-bust horse — one who either wins with ease or loses in a rout. On Saturday, Fierceness' first task will be to break cleanly and establish his ...

Pre-Bid Meetings and Site Visits

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Pre-Bid Meeting: What It Is, The Benefits, And How To Prepare For One

What are Pre-Bid Meetings?

Benefits of Attending Pre-Bid Meetings

Understanding the Project

Clarifying Doubts

Leveling the Playing Field

Networking Opportunity

How to Prepare for Pre-Bid Meetings

Review Bidding Documents

Bring Required Documents

Pick the Right Team

Ask Questions

Final Thoughts

Continue reading

The Crucial Role of Pre-Bid Conference Site Tours in RFPs

Understanding Pre-Bid Conferences

The Importance of Site Tours

The “Gut Check”

Identifying Challenges

Facilitating Accurate Bids

Benefits of Pre-Bid Conference Site Tours

Common Concerns and How to Address Them

Revealing Competitive Strategies

Logistical Challenges

Fairness and Transparency

Best Practices for Conducting Pre-Bid Conference Site Tours

Planning and Scheduling

Information Dissemination

Open Dialogue and Documentation

Wrapping Up: Site Tours Create Success

Talk with our resident RFP experts

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What is a Site Visit?

Are site visits common?

Why do we need site visits?

Information gains

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Site visit outcomes

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